Documents in templates
A document is one PDF (or DOCX) you upload into a template: it belongs to the workspace, so any number of templates and automations can reference the same one, and you manage it from the template editor rather than a separate place.
You upload a document into the template that uses it. Behind the scenes it belongs to the workspace, so one upload of a cover sheet, terms page, or standard form serves every template and automation: add it to a second template and it is the same document, not a copy. It is the upstream half of most template work, the blank or partly-filled PDF a template builds its pages on, and the file an automation points at when ingesting recurring documents from Gmail or Drive.
A document is exactly one file. Renaming it renames it everywhere. (New here? See core concepts.)
What a source bundles
| Part | What it does |
|---|---|
| Name | How it appears in pickers and tabs (e.g. Bid Invitations) |
| Page images for the canvas plus the original for high-fidelity rendering and form filling | |
| Name | Also names the invisible tag that routes matching files to this document. You never set that tag yourself |
| Linked automations | Optional: automations that ingest documents of this kind |
On upload, Document Blueprint parses built-in (AcroForm) fields (text, checkboxes, radio groups, dropdowns) so templates can fill them directly (right radio selected, checkboxes checked, dropdown values chosen). It also reads the printed label next to each box and names it in plain language. The technical field name stays visible underneath as a secondary line. A radio group becomes one single-choice question instead of one entry per option, and its choices show the printed captions from the form itself. The detected-fields list follows the order fields sit on the page, with a Select all control alongside it. Encrypted PDFs (common with government forms) are decrypted on upload so fields stay fillable.
Where to manage them
Inside the template that uses the document. Open the template, click the document's tab in the bar above the page, then its chevron. The dropdown holds that row's settings and, at the bottom, Document settings: rename, recolor, Replace PDF, and Delete document.
That section says "Applies to every template using this document" because it does. A rename or a delete reaches every template referencing it, not just the one you have open.
Uploading a document
That is the whole form: a file and a name. Nothing asks you to categorize it. To reuse a document another template already has, pick it from the same + Add menu under Sources from this workspace. See document tabs.
Attaching a source from chat
Once a source exists, you can put it under a template by asking: "attach the bid form to the Bid Summary template". The assistant matches the source by name and links it, which is what lets you then say "place a field for the bid price" without opening the editor. If the template is already open with unsaved changes, reopen it afterward so the editor picks the source up.
Uploading is the one part chat cannot do. A PDF that is not yet in the workspace has to come in through the editor's + Add, because the page count and built-in form fields are read during upload.
Replacing a source's PDF
For a new revision of the same document, don't re-upload. Open the document's tab chevron, then Document settings → Replace PDF. The file swaps in place on the same document (same name and ID), so every reference keeps working. The swap is silent with no page-count guard, so page count can change; existing field placements stay on their old coordinates. To shift placements to a new layout, ask the chat assistant to reposition them.
How references work
A template points at documents through the tabs in its document bar: each tab references a workspace document and contributes its pages. The reference does double duty: (1) visual base, where fields are placed on the document's pages; (2) routing, which is what makes matching files sort this template to the top of the picker. Adding the document IS the routing declaration; there is nothing else to set.
Automations link indirectly: enabling Extract data with a template in the flow builder's Extract Data step and picking a template links the automation to that template's source (automatic when the template has exactly one). Ingested files are tagged to match that document and annotated with their origin. See managing automations. The + Add picker shows a lightning-bolt chip on any document an automation feeds.
Deleting a document
Deletion asks for confirmation (Delete document) and is deliberately orphan-tolerant: referencing templates keep their now-dangling tabs (shown as Missing source), the canvas renders blank pages where those pages would have been, and nothing is auto-repaired or flagged. It's a normal in-progress state. To repair, open the template, remove the dangling tab with its ×, then add the replacement from + Add and drag it into position. There is no in-place "re-point" control; repair is always remove-then-re-add.