Manage a document with these quick actions available at the top of the View document screen.
Document Functions allow you to manage a document throughout its lifecycle — from editing and collaboration to sharing, execution, and completion.
With Document Functions, you can efficiently update, manage, share, and track documents, including controlling document status, downloading in different formats, reusing data across documents, setting reminders, and optionally handling execution workflows.
What is it?
Document Functions are the actions available in the top bar of the document screen. They are always accessible while viewing a document, allowing you to take key actions without leaving the document view.
This article covers:
1. Questionnaire
Returns the user to the questionnaire used to generate the document.
Changes made in the questionnaire update the document content.
All updates are shown using track changes in the document view.
2. Force to Complete
Forced to move the document to the Completed folder.
Used for documents that do not require sending, acceptance, or signing. Not all documents have this option available.
3. Manage Sync
Lets users connect Avvoka to external document management systems (e.g: Sharepoint Libraries or iManage) to automatically save, synchronise, and version documents.
Users can control storage locations, maintain version history, and ensure updates in Avvoka are reflected externally. This reduces manual effort and helps keep documents accurate and up to date across systems.
4. Download
Downloads the latest version of the document, available formats:
DOCX – Editable Word version
PDF (Document) – Non-editable version of the document for sharing or record-keeping
PDF (Questionnaire) – A PDF copy of the questionnaire responses used to generate the document
XLSX – A spreadsheet export of the questionnaire data
Additional options when downloading:
Include attachments – Select this checkbox to include any attachments associated with the document.
Include internal comments – Select this checkbox to include comments made by internal users in the downloaded version.
The downloaded file always reflects the current saved state of the document.
5. Create a Related Document
Creates a new document using a different template, while transferring shared values from the current document.
Shared variables must be configured between templates.
Ensures consistency and avoids re-entering the same information.
6. Duplicate
Creates an exact copy of the current document.
The duplicated document can be edited independently.
Useful when creating multiple similar documents from the same starting point.
7. Toggle Notifications
Controls automated reminder emails for outstanding actions at a document level.
Two options are available:
Disable for me
Disable for Party
When notifications are enabled, reminder emails are sent automatically every three days until the required actions are completed.
Reminder email preferences can be changed more generally in org settings. Individual users can also change their preferences in user settings.
8. Delete Document
Allows users to permanently remove a document from Avvoka. This function helps maintain an organized workspace by eliminating outdated, duplicate, or unnecessary documents. Once a document is deleted, it cannot be recovered, so users should exercise caution to ensure that no important content is lost.
9. Sign or Mark as Complete
Feature that allows users to indicate that a document or task is finished and ready for the next stage. Once marked complete, the document is visually flagged as finalized, helping teams track progress, signal that no further edits are expected, and maintain clarity throughout the review, approval, or signing process.
If the document has signature enabled, instead of mark as complete users will see a document to "Sign" instead.
Note:
Available document functions depend on the settings configured at template level. Some documents are designed to be sent and signed, while others are completed without any sending or acceptance step.
10. Send Document
This is only available in documents set up with 2 parties (for in platform negotiation). It allows users to send the document to a counterparty by email.
Users are prompted to enter the recipient’s email address.
The recipient receives a secure link to access the document.
This action is typically used for documents that require review, acceptance, or signing.
11. Accept and Sign
Optionally routes the document through an acceptance and e-signature workflow.
This function is optional and controlled by template configuration
Documents can be generated and completed without any acceptance or signing step
Where enabled, each Representative must click Proceed to signature
Once all required parties have done so, the document becomes an execution version
Related articles
Questionnaires – How questionnaires drive document generation and updates
Related Documents – Reusing shared data across templates
E-signatures and Execution – Configuring and managing acceptance and signing workflows