{"id":2860,"date":"2026-07-29T08:21:07","date_gmt":"2026-07-29T08:21:07","guid":{"rendered":"https:\/\/viaspaces.com\/?post_type=docs&#038;p=2860"},"modified":"2026-07-29T08:54:15","modified_gmt":"2026-07-29T08:54:15","password":"","slug":"sending-and-receiving-documents","status":"publish","type":"docs","link":"https:\/\/viaspaces.com\/de\/Documentation\/sending-and-receiving-documents\/","title":{"rendered":"Sending and Receiving Documents"},"content":{"rendered":"<p class=\"wp-block-paragraph\">In this help doc: how to create a document, assign approvers, sign and approve, deliver, track statuses, and receive documents.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A document is created from a template, optionally routed to approvers, delivered to a business partner, and tracked through a fixed set of statuses. The Document Editor is where all of this happens.<\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Creating a Document<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Start a new document in one of two ways:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>From the <strong>New<\/strong> menu, choose <strong>Document<\/strong>.<\/li>\n\n\n\n<li>From the <strong>New Document<\/strong> quick link.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">This opens the <strong>Create New Document<\/strong> page, which lists the templates assigned to the account, grouped by document type (for example, &#8220;300 &#8211; Sales Orders&#8221;, &#8220;500 &#8211; Billing and Invoicing&#8221;). Search by name, filter by <strong>Workspace<\/strong>, or open <strong>More Templates<\/strong> for the full library. Selecting a template opens it in the <strong>Document Editor<\/strong>.<\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-group has-background is-nowrap is-layout-flex wp-container-core-group-is-layout-7d63a462 wp-block-group-is-layout-flex\" style=\"border-radius:6px;border-left-color:#ebf0f8;border-left-style:solid;border-left-width:4px;background-color:#ebf0f8;padding-top:16px;padding-right:20px;padding-bottom:16px;padding-left:20px\">\n<figure class=\"wp-block-image size-full is-resized wp-container-content-56bd633c\"><img decoding=\"async\" width=\"24\" height=\"24\" src=\"https:\/\/viaspaces.com\/wp-content\/uploads\/2024\/01\/file-list-line.svg\" alt=\"\" class=\"wp-image-158\" style=\"aspect-ratio:1;object-fit:cover;object-position:50% 50%;width:32px;height:auto\"\/><\/figure>\n\n\n\n<p class=\"wp-container-content-885d38d7 wp-block-paragraph\"><strong>Note: <\/strong>A new document is unsaved until <strong>Save Draft<\/strong> is used. Save the draft first \u2014 this creates the document, places it on the dashboard, and enables the approval and signing options.<\/p>\n<\/div>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p class=\"wp-block-paragraph\">The Document Editor has a left panel with three tabs: the document view, <strong>Attachments<\/strong>, and <strong>Settings<\/strong>. The left panel also holds:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Workspace<\/strong> \u2014 assigns the document to a workspace. The default is <strong>Unassigned<\/strong>.<\/li>\n\n\n\n<li><strong>Document Delivery<\/strong> \u2014 how the document is delivered (see Types of Delivery).<\/li>\n\n\n\n<li><strong>Required Data<\/strong> \u2014 a checklist of the fields a document needs before it can be sent, grouped as <strong>My Account \/ Account Info<\/strong> (for example, Company Name), <strong>Partners \/ Partner Account Info<\/strong> (Business Partner), and <strong>Document Data \/ Dates and References<\/strong> (Document Date). A green check marks each satisfied item.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Fill the document fields directly in the preview. Line items are added from <strong>Items<\/strong> in Master Data; only active items appear in the dropdown. Totals \u2014 net, tax, and document value \u2014 are calculated automatically, in the account&#8217;s default currency set in <strong>Settings<\/strong>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The toolbar zooms the preview and opens <strong>PDF Preview<\/strong>. A document is sent only to a business partner whose connection status is <strong>Active<\/strong>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><em>(screenshot: Create New Document page with template groups; Document Editor in Draft with the left panel and Required Data checklist)<\/em><\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Assign Approvers<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Approval routing is set in the <strong>Signing<\/strong> section of the left panel. This section appears after the draft is saved, and only for a document that includes signing.<\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p class=\"wp-block-paragraph\">Each side has an approval method:<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Method<\/th><th>Sender<\/th><th>Receiver<\/th><th>Behavior<\/th><\/tr><\/thead><tbody><tr><td>None<\/td><td>\u2014<\/td><td>Available<\/td><td>No approval step.<\/td><\/tr><tr><td>Simple (Click only)<\/td><td>Available<\/td><td>Available<\/td><td>Approval by clicking Approve.<\/td><\/tr><tr><td>Signing<\/td><td>Available<\/td><td>Available<\/td><td>Approval with a signature.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p class=\"wp-block-paragraph\">Approval runs in one of two ways:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Quick approval<\/strong> \u2014 no internal approvers are set, so the document is approved on the sender side immediately.<\/li>\n\n\n\n<li><strong>Internal approval<\/strong> \u2014 approvers are set and must act before the document proceeds.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Set Approvers<\/strong> is enabled after the draft is saved. It opens the <strong>Add Sender&#8217;s Approvers<\/strong> dialog:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Select an <strong>Approval List<\/strong> by name, or search users by name under <strong>Approval Users<\/strong>.<\/li>\n\n\n\n<li>Tick the approvers.<\/li>\n\n\n\n<li>Click <strong>Add Approvers<\/strong>.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">Inactive approval lists are not shown. Selected approvers appear in General Information and in the audit trail.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><em>(screenshot: Signing section with Sender Approval and Receiver Approval; Add Sender&#8217;s Approvers dialog with Approval List and user search)<\/em><\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Sign and Approve<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">An approver acts on a document with <strong>Approve<\/strong> or <strong>Reject<\/strong>. The signing method decides how: <strong>Simple (Click only)<\/strong> approves by clicking, and <strong>Signing<\/strong> approves with a signature. Signing applies to any document whose method is set to Signing, not only to external delivery. Signatures are set up in the user profile; external recipients sign through the External Gateway.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">With several approvers, all must approve for the document to complete as <strong>Completed | Accepted<\/strong>. A single <strong>Reject<\/strong> ends approval as <strong>Completed | Rejected<\/strong>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The sender can close a document manually with <strong>End Workflow manually<\/strong> in the More menu, choosing the final status \u2014 Completed Accepted or Completed Rejected \u2014 and adding a comment.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><em>(screenshot: Document Editor in Sent \/ Received with Approve and Reject; End Workflow manually dialog with status select)<\/em><\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Types of Delivery<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Document Delivery<\/strong> sets how the document reaches the partner:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>ViaSpaces.com<\/strong> \u2014 delivered inside the platform to a connected partner.<\/li>\n\n\n\n<li><strong>In Person Signing<\/strong> \u2014 signed in person.<\/li>\n\n\n\n<li><strong>Offline<\/strong> \u2014 handled outside the platform.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">A document can also be scheduled. <strong>Schedule Document<\/strong> in the More menu sets a <strong>Send Date<\/strong> and an <strong>Action<\/strong> \u2014 <strong>Senden<\/strong> or <strong>Approve<\/strong>.<\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-group has-background is-nowrap is-layout-flex wp-container-core-group-is-layout-7d63a462 wp-block-group-is-layout-flex\" style=\"border-radius:6px;border-left-color:#ebf0f8;border-left-style:solid;border-left-width:4px;background-color:#ebf0f8;padding-top:16px;padding-right:20px;padding-bottom:16px;padding-left:20px\">\n<figure class=\"wp-block-image size-full is-resized wp-container-content-56bd633c\"><img decoding=\"async\" width=\"24\" height=\"24\" src=\"https:\/\/viaspaces.com\/wp-content\/uploads\/2024\/01\/file-list-line.svg\" alt=\"\" class=\"wp-image-158\" style=\"aspect-ratio:1;object-fit:cover;object-position:50% 50%;width:32px;height:auto\"\/><\/figure>\n\n\n\n<p class=\"wp-container-content-885d38d7 wp-block-paragraph\"><strong>Note: <\/strong>Scheduling a direct send removes the approvers and sends the document straight to the receiver on the chosen date.<\/p>\n<\/div>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><em>(screenshot: Schedule Document dialog with Send Date and Action)<\/em><\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Document Statuses<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">A document moves through a fixed set of statuses, shown at the top of the editor.<\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Status<\/th><th>Meaning<\/th><\/tr><\/thead><tbody><tr><td>Draft<\/td><td>Created and saved, not yet sent.<\/td><\/tr><tr><td>Sent \/ Received<\/td><td>Sent by the sender and received by the partner.<\/td><\/tr><tr><td>Approving<\/td><td>Waiting for the approvers to act.<\/td><\/tr><tr><td>Completed | Accepted<\/td><td>All approvals given.<\/td><\/tr><tr><td>Completed | Rejected<\/td><td>Rejected by an approver or ended as rejected.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>History<\/strong> records each action with its date, time, user, and action type, forming the audit trail.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Note:<\/strong> A form document adds an <strong>Answer<\/strong> status while the receiver completes its fields. See the Forms page.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><em>(screenshot: History dialog showing Document Created with date, time, and user)<\/em><\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Receiving a Document<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">A received document opens in the same Document Editor as a sent one, in a different status, with a reduced left panel. The receiver reviews the document and acts with <strong>Approve<\/strong> or <strong>Reject<\/strong> according to the receiver approval method set by the sender. Pending incoming documents are listed on the Home page.<\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Sender Actions<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The sender has actions in the toolbar and the More and Post-processing menus:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Save Draft<\/strong> \u2014 saves the document without sending.<\/li>\n\n\n\n<li><strong>Delete Draft<\/strong> \u2014 removes a draft.<\/li>\n\n\n\n<li><strong>Copy<\/strong> \u2014 creates a single copy of the document.<\/li>\n\n\n\n<li><strong>Recall<\/strong> \u2014 returns a sent document to Draft before it is approved.<\/li>\n\n\n\n<li><strong>Reminder<\/strong> \u2014 sets a reminder with a Subject, Comments, Reminder for Users, and a Deadline.<\/li>\n\n\n\n<li><strong>Mass Copy<\/strong> \u2014 creates a series of copies on a schedule.<\/li>\n<\/ul>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-group has-background is-nowrap is-layout-flex wp-container-core-group-is-layout-7d63a462 wp-block-group-is-layout-flex\" style=\"border-radius:6px;border-left-color:#ebf0f8;border-left-style:solid;border-left-width:4px;background-color:#ebf0f8;padding-top:16px;padding-right:20px;padding-bottom:16px;padding-left:20px\">\n<figure class=\"wp-block-image size-full is-resized wp-container-content-56bd633c\"><img decoding=\"async\" width=\"24\" height=\"24\" src=\"https:\/\/viaspaces.com\/wp-content\/uploads\/2024\/01\/file-list-line.svg\" alt=\"\" class=\"wp-image-158\" style=\"aspect-ratio:1;object-fit:cover;object-position:50% 50%;width:32px;height:auto\"\/><\/figure>\n\n\n\n<p class=\"wp-container-content-885d38d7 wp-block-paragraph\"><strong>Note: <\/strong>Recall, delete, export, and the full Mass Copy flow are covered on the Other Features page.<\/p>\n<\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><em>(screenshot: More and Post-processing menus with Mass Copy, End Workflow manually, Copy, and History; Set Reminder dialog)<\/em><\/p>","protected":false},"excerpt":{"rendered":"<p>In this help doc: how to create a document, assign approvers, sign and approve, deliver, track statuses, and receive documents. A document is created from a template, optionally routed to approvers, delivered to a business partner, and tracked through a fixed set of statuses. The Document Editor is where all of this happens. Creating a [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"iawp_total_views":4,"footnotes":""},"doc_category":[59],"glossaries":[],"doc_tag":[],"class_list":["post-2860","docs","type-docs","status-publish","hentry","doc_category-documentation"],"year_month":"2026-08","word_count":960,"total_views":"12","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"Veronika Nedecka","author_nicename":"veronika-nedecka","author_url":"https:\/\/viaspaces.com\/de\/author\/veronika-nedecka\/"},"doc_category_info":[{"term_name":"Documentation","term_url":"https:\/\/viaspaces.com\/de\/docs-category\/documentation\/"}],"doc_tag_info":[],"knowledge_base_info":[],"knowledge_base_slug":[],"_links":{"self":[{"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/docs\/2860","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/docs"}],"about":[{"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/types\/docs"}],"author":[{"embeddable":true,"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/comments?post=2860"}],"version-history":[{"count":2,"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/docs\/2860\/revisions"}],"predecessor-version":[{"id":2864,"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/docs\/2860\/revisions\/2864"}],"wp:attachment":[{"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/media?parent=2860"}],"wp:term":[{"taxonomy":"doc_category","embeddable":true,"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/doc_category?post=2860"},{"taxonomy":"glossaries","embeddable":true,"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/glossaries?post=2860"},{"taxonomy":"doc_tag","embeddable":true,"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/doc_tag?post=2860"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}