Sending and Receiving Documents

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 Document #

Start a new document in one of two ways:

• From the New menu, choose Document.
• From the New Document quick link.

This opens the Create New Document page, which lists the templates assigned to the account, grouped by document type (for example, “300 – Sales Orders”, “500 – Billing and Invoicing”). Search by name, filter by Workspace, or open More Templates for the full library. Selecting a template opens it in the Document Editor.

Note: A new document is unsaved until Save Draft is used. Save the draft first — this creates the document, places it on the dashboard, and enables the approval and signing options.

The Document Editor has a left panel with three tabs: the document view, Attachments, and Nastavenia. The left panel also holds:

• Workspace — assigns the document to a workspace. The default is Unassigned.
• Document Delivery — how the document is delivered (see Types of Delivery).
• Required Data — a checklist of the fields a document needs before it can be sent, grouped as My Account / Account Info (for example, Company Name), Partners / Partner Account Info (Business Partner), and Document Data / Dates and References (Document Date). A green check marks each satisfied item.

Fill the document fields directly in the preview. Line items are added from Items in Master Data; only active items appear in the dropdown. Totals — net, tax, and document value — are calculated automatically, in the account’s default currency set in Nastavenia.

The toolbar zooms the preview and opens PDF Preview. A document is sent only to a business partner whose connection status is Active.

(screenshot: Create New Document page with template groups; Document Editor in Draft with the left panel and Required Data checklist)

Assign Approvers #

Approval routing is set in the Signing section of the left panel. This section appears after the draft is saved, and only for a document that includes signing.

Each side has an approval method:

Approval runs in one of two ways:

• Quick approval — no internal approvers are set, so the document is approved on the sender side immediately.
• Internal approval — approvers are set and must act before the document proceeds.

Set Approvers is enabled after the draft is saved. It opens the Add Sender’s Approvers dialog:

1. Select an Approval List by name, or search users by name under Approval Users.
2. Tick the approvers.
3. Click Add Approvers.

Inactive approval lists are not shown. Selected approvers appear in General Information and in the audit trail.

(screenshot: Signing section with Sender Approval and Receiver Approval; Add Sender’s Approvers dialog with Approval List and user search)

Sign and Approve #

An approver acts on a document with Approve or Reject. The signing method decides how: Simple (Click only) approves by clicking, and Signing 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.

With several approvers, all must approve for the document to complete as Completed | Accepted. A single Reject ends approval as Completed | Rejected.

The sender can close a document manually with End Workflow manually in the More menu, choosing the final status — Completed Accepted or Completed Rejected — and adding a comment.

(screenshot: Document Editor in Sent / Received with Approve and Reject; End Workflow manually dialog with status select)

Types of Delivery #

Document Delivery sets how the document reaches the partner:

• ViaSpaces.com — delivered inside the platform to a connected partner.
• In Person Signing — signed in person.
• Offline — handled outside the platform.

A document can also be scheduled. Schedule Document in the More menu sets a Send Date and an Action — Odoslať or Approve.

Note: Scheduling a direct send removes the approvers and sends the document straight to the receiver on the chosen date.

(screenshot: Schedule Document dialog with Send Date and Action)

Document Statuses #

A document moves through a fixed set of statuses, shown at the top of the editor.

History records each action with its date, time, user, and action type, forming the audit trail.

Note: A form document adds an Answer status while the receiver completes its fields. See the Forms page.

(screenshot: History dialog showing Document Created with date, time, and user)

Receiving a Document #

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 Approve or Reject according to the receiver approval method set by the sender. Pending incoming documents are listed on the Home page.

Sender Actions #

The sender has actions in the toolbar and the More and Post-processing menus:

• Save Draft — saves the document without sending.
• Delete Draft — removes a draft.
• Copy — creates a single copy of the document.
• Recall — returns a sent document to Draft before it is approved.
• Reminder — sets a reminder with a Subject, Comments, Reminder for Users, and a Deadline.
• Mass Copy — creates a series of copies on a schedule.

Note: Recall, delete, export, and the full Mass Copy flow are covered on the Other Features page.

(screenshot: More and Post-processing menus with Mass Copy, End Workflow manually, Copy, and History; Set Reminder dialog)