1. In short
An equipment item's page in the Service module now has a tab bar with Details · Standard Documents. The new tab lists the standard documents generated for that equipment item (service reports, warranty certificates, etc.) and allows you to generate a new document directly from the equipment's page.
This feature is useful for service teams, who can view and generate all documents for an equipment item from the same place, without having to search for them in the main standard documents list.
| Before | Now | |
|---|---|---|
| Generation | From the Generate Standard Document icon on the equipment row or from | Also from the Add Standard Document button in the equipment's tab |
| An equipment item's documents | Only in the main standard documents list | In the equipment's Standard Documents tab; in the main list, the Document column displays the equipment item, with a link |
2. Where to find it
→ the Service Details icon (eye) on the equipment's row → the Standard Documents tab.
The client's file → the Service tab → the equipment's page → the Standard Documents tab.
From the same lists, the Generate Standard Document icon on the equipment's row starts the generation process directly. The icon only appears if a suitable standard template exists for the equipment.
: the Generate Standard Document icon on the equipment's row; it only appears for equipment for which a suitable template exists.
The equipment page, titled 'service template - equipment name', with the Details and Standard Documents (with the number of documents) tabs.
3. Before you begin
You need view or add permission for Standard Documents and view permission for Service (see "Settings and Permissions").
Create a standard template with Associated Section = Service and with the same Service Template as the equipment (next chapter). Without such a template, the generation list is empty.
Documents cannot be generated for an archived client's equipment.
4. Preparing the template for equipment
Step 1. Open , the Standard Templates tab, and press New Template. A window opens with two options: Start from scratch or Import a file (.docx only, maximum 20 MB). You can also edit an existing template from the Service section to choose its Service Template.
Step 2. In Associated Section choose Service. The Service Template field appears: choose the same service template as the equipment. The field is mandatory; without it, the template will not be saved.
Step 3. Insert the fields from the Variable Fields panel. For Service, the panel has the Predefined Fields, My Company, Client, Service, and Custom Fields groups. The Service group contains Equipment Name and the fields from the chosen service template (for example, Brand, Model).
Standard template: Associated Section = Service, Service Template = Electrical panel and the Service group from Variable Fields, with the equipment fields.
Step 4. Press Save.
Note: after creation, Associated Section can no longer be changed. Service Template can still be changed.
5. Generating a document from equipment
Step 1. Open the equipment page, the Standard Documents tab, and press Add Standard Document (or use the Generate Standard Document icon from the list). In the Generate Standard Document window, choose the template in the Choose Standard Document field (mandatory).
Generate Standard Document window: only templates linked to the equipment's service template appear in the list.
Step 2. Press Generate. The document opens in the editor, with the title pre-filled from the template (editable). The Document Tag Values window opens automatically, with the values of the tags inserted in the document: the equipment's name and fields, the client's data, the company's data, and the custom fields.
Step 3. Check the values and fill in any missing ones (e.g., a field that was not filled in on the record). If the document contains them, choose your company's bank account from the Choose Bank field and the contact person from the Contact Person field. Then press Apply.
Document Tag Values: company, client, and equipment data are automatically retrieved; the bank account and contact person are chosen from a list.
Step 4. Press Save, or Save and Continue to remain in the editor. After Save, you will be taken to the equipment's Standard Documents tab, where the document appears.
Generated service report, with the client's and equipment's data filled in.
Note: users who can add, but cannot edit Standard Documents are taken directly to the view of the generated document.
Step 1. In , press Generate Document and choose a service template.
Step 2. Fill in Choose Client and Choose Equipment. Only unarchived clients who have equipment with the same Service Template as the chosen template will appear.
: for a service template, the Choose Client and Choose Equipment fields appear.
Step 3. Continue as you would when generating from the equipment. After saving, you will also land on the Standard Documents tab of the equipment.
7. Sending a document via e-mail
Step 1. In the Standard Documents tab, press Send E-mail on the document's row.
Step 2. Check the Template field (the e-mail template associated with the standard template is suggested) and the Recipients field. The first contact for the equipment's client is preselected. Other client contacts or employees are added using the Add button. Only those with an e-mail address filled in will appear, up to a maximum of 10 addresses.
Send E-mail: the template associated with the standard template and the equipment's client contact person as the recipient.
Step 3. Check the Subject and Message, then press Send. The document's Sent column is updated, and in the client's file, in the Notes tab, a note about the sent e-mail is automatically created.
Service report sent and signed: the Sent and Signed columns are checked, and the signature details appear below the row.
8. What you see next
The Standard Documents tab is a separate page with the same tab bar. The page title has the format “<service template> - <equipment name>”. The tab shows the number of documents generated for the equipment, if any.
The tab has a search by title (Search / Clear) and the Date, Document, Updated, Employee, Sent, Signed, and Actions columns. The documents are sorted from newest to oldest, with 25 per page; the number of rows per page can be changed, and the search is preserved when you return to the page.
When you hover over the Sent column, the date it was sent is displayed.
The equipment's Standard Documents tab, with the two generated documents and the Add Standard Document button.
The actions per row are: Document Details, Edit Standard Document (only for unsigned documents), Export PDF, Print PDF, Send E-mail, Send WhatsApp (if the integration is active), and Delete Standard Document. For signed documents, the arrow on the row (Expand Signatures) displays the signatures, with the Signing Certificate action.
In , on the Generated tab, the Document column displays, for service documents, the equipment name with a link to its page (which opens in a new tab). Long names are shortened, and the full name appears on hover. The Client column displays the equipment's client.
, Generated tab: for service documents, the Document column displays the equipment name.
9. Rules and limitations
The Choose Standard Document list only shows templates where the Associated Section is Service and which have the same Service Template as the equipment.
The Add Standard Document button appears for everyone with add permissions. If there is no suitable template, the Choose Standard Document list is empty.
After saving a standard service document, you are taken to the equipment tab, regardless of where the generation was initiated.
The Back button in the generation editor always takes you to the equipment tab. When viewing a document, Back takes you to the main list only if you opened the document from there (from Details or Edit).
Deleting an equipment with standard documents is not blocked. The documents remain in the main list, unlinked from the equipment.
For users without view or add permissions for standard documents, the equipment page looks as it did before, without the tab bar.
10. Settings and permissions
There are no new permissions or settings. The existing rights are used:
| Item | Required permission |
|---|---|
| Equipment tab bar | View or add permission on Standard Documents |
| Document Details, Export PDF, Print PDF, Send E-mail | View or add permission on Standard Documents, plus view permission on Service |
| Add Standard Document and generating a document | Add permission on Standard Documents, plus view permission on Service |
| Edit Standard Document | Modify permission on Standard Documents |
| Delete Standard Document | Delete permission on Standard Documents |
| Send WhatsApp | In addition, an active WhatsApp integration and permission for WhatsApp messages |