Learn Mokapen

Documents Guide

The Documents area is Mokapen's space for page-format texts and layouts (A4 style) that you prepare, store, and link to the CRM: cover letters, client profiles, meeting minutes, operating procedures, descriptive proposals. Each document has a title, formatted body (with optional header and footer), privacy, collaborators, connections to other entities, and can be downloaded as PDF or Word (DOCX).

Access it from the Sheets → Documents menu. If the same structure repeats often — the same letter, the same minutes, the same procedure — don't rewrite it by hand: create a Document-type template with variables (contact, opportunity, company…) and generate the document from a linked record. Mokapen loads the layout and replaces the variables with that record's data.

The module requires the Documents app active, the correct permissions in the organization, and a suitable Premium plan. Check availability on your plan: without Premium the list may show the upgrade page; with higher plans archive and trash also become available.

What Documents are for in the CRM

A Mokapen document is not a quick note or a commercial quote: it is a structured sheet that remains in the client and team history.

• Long, formatted documentation — headings, lists, tables, images, and links in a page layout, not a short description field.
• Automatic personalization — from a template linked to an entity, fields fill in on their own (see the Templates → Document guide).
• CRM history — the document stays connected to contact, opportunity, ticket, project, appointment… and you find it again from those records' history.
• Export for external use — preview and PDF/DOCX download for archive, offline signature, or sending via the organization's email channels. There is no dedicated «Send document» flow as on quotes and orders: you typically download and attach.
• Team work — privacy, collaborators, labels, attachments, comments, and update timeline, like on other Mokapen entities.

Practical rule: every document aimed at a client or prospect deserves at least one connection to contact, company, or opportunity — so the history stays visible from the client record, not only in the Documents list.

Documents vs Quotes, Orders, and Notes

It's easy to confuse Mokapen «sheets». In short:

• Documents — generic A4 text/layout, variables from template, PDF/DOCX export, CRM connections. Ideal for letters, minutes, procedures, narrative profiles.
• Quotes / Orders — commercial documents with line items table, economic terms, and dedicated PDF graphics (Sales guides + Quote/Order templates). They do not replace Documents when you need free text without line-item sales logic.
• Notes — in the Sheets menu they may still show as Coming soon. Do not use Documents as a substitute for sticky notes on the record: sticky notes stay on the record sticky (Premium plan).

Documents list page

The Documents list is a table with search, user/team filter, and typical columns (title, labels, type, collaborators, connections, creation date). Useful indicators: privacy lock (private document) and recent update flag.

Typical top bar:

• New Document — opens full-page creation (from scratch).
• Actions — Archive and Trash (with a suitable Premium plan), to view documents no longer in the active list or restore from soft delete.
• Multi-select — selecting rows with checkboxes shows the action bar: edit, duplicate, archive, delete on selected documents.

Creating a document

You can start from scratch from the list or generate from a template by opening another record (contact, opportunity…) and creating a connected document. The second path is the one that uses template variables.

From scratch (from the Documents list)

1. Open Sheets → Documents and press New Document.
2. Fill in at least the Document name (required).
3. Set privacy (lock), labels, record color, type (free selectable or addable field, useful for filtering «Minutes», «Letter», «Procedure») and collaborators if applicable.
4. Define page Margins (typical values in millimeters: top, right, bottom, left). They affect preview and PDF: check them before an official export.
5. Write Header, Footer, and Content in the page-format editor (see dedicated section below).
6. Add attachments or sticky notes if available on your plan.
7. In the Connections tab link contacts, opportunities, tickets, projects… (if you have permissions and apps active).
8. Save — you are usually taken to the full-page record of the created document.

From the list, creation from scratch does not expose the same full wizard as the «From template» flow from a record: for variables use the path below.

From template (from a linked entity)

As described in the Templates guide: the Document template is an HTML document in page format (A4), with a rich editor and configurable margins. Binding variables to an address book/sales entity (e.g. contact, opportunity) means that when you generate the document from a linked record, fields fill in on their own.

1. Open a record (e.g. Contact or Opportunity) → create New Document (or equivalent connected creation action).
2. Choose From template (list of Document templates compatible with that entity) or start from a blank document.
3. Mokapen loads the template content and replaces variables with the linked record's data.
4. Review text, header/footer and margins, then save: the connection to the starting entity is created automatically.

Templates are managed in Organization settings → Templates → Document. Typical template examples: cover letter, client profile, meeting minutes, operating procedure always identical in structure.

Document record

You can open it in a modal or full screen (page view, if the plan allows) from the toolbar — same content, more space to work on the A4 layout.

Action bar

• Privacy (lock): Public (visible to organization members according to access rules) or Private (only those with explicit access — see below).
• Labels, Color title/record background, Attachments, Sticky notes (Premium).
• Full page, Copy link.
• + Create and connect / new connection: link other entities directly from the document.
• Preview and Download (PDF / Word) — see dedicated section.

Options menu (three dots)

• Duplicate: creates a copy; in the modal you can choose what to include (connections and other elements according to available options).
• Archive / Restore (suitable Premium plan): hides from the operational list or returns to the active list.
• Delete / Restore (red item): with a suitable plan soft delete (trash + restore) or permanent deletion from trash/confirmation.

Record tabs

• Data — type, collaborators, margins, attachments, header, footer, content, comments.
• Connections — links to other entities (task, project, appointment, contact, company, booking, opportunity, service, product, quote, order, ticket, other document, campaign… if apps are active). See also the Connections guide.
• Updates — timeline of changes and activity on the record.

Content, header, footer, and margins

The heart of the document is the page-format editor. It is not a plain text field: you think in terms of printable / PDF output, like on an A4 sheet.

The Content is the main body: headings, paragraphs, lists, tables, images, and links. Here goes the substance of the letter, minutes, or procedure. Use clear formatting (heading hierarchy, bullet lists) so the PDF stays readable at destination too.

Header and Footer are the text (or elements) repeated at the top and bottom of the page — text logo, company references, fixed notes, disclaimer. On the Document template you prepare them once; on the individual document you adjust them only if a variant is needed. On Quote/Order templates you find similar header/footer logic in the commercial PDF layout; here the concept is the same, but without a line items table.

Margins (top, right, bottom, left) define the white space around the text. They directly affect preview and exported files: a margin that is too narrow may cut content in print or PDF; one that is too wide reduces usable space. Set margins in the template if letterhead is always the same; on the individual document adjust them only for exceptions.

Process tip: when the structure repeats, work on the template (variables + margins + header/footer). Customize the individual document only where content changes (dates, specific paragraphs, attachments). You avoid inconsistent copies and chain updates.

Privacy and collaborators

Like on appointments and other Mokapen entities, privacy and collaborators answer two different questions: «who can see this document in the organization?» and «who on the team needs to work on it without it being public to everyone?».

With Public privacy (lock in action bar) the document is visible to organization members according to org access rules and roles. With Private privacy, the document is limited to those with explicit access: typically whoever created it, designated collaborators, and entity privacy rules — not all organization members.

Collaborators (Collaborators field in the Data tab, if active in your organization) are Mokapen users or teams who need visibility and ability to work on the document. Examples: the salesperson who generated the letter from the deal; the assistant completing the minutes; a manager reviewing internal procedures. They are not «meeting participants» (typical appointment concept): they are team members who need to see and follow the sheet in Mokapen.

In summary:

• Public = visible in org according to general permissions.
• Private = only those with explicit access (collaborators / privacy rules).
• Collaborator = user or team who needs to see and work on the document, even when it is private.

If you don't have access to a private document, Mokapen shows the no-access message. For sensitive internal documents (draft contracts, client notes, restricted procedures) use private privacy and restricted collaborators.

Preview and download

Before sending or archiving an official sheet, use Preview to check rendering, margins, header, and footer. Then:

• Download PDF — stable file for archive, external signature, or email attachment.
• Download Word (DOCX) — useful if the recipient needs to edit the text outside Mokapen; you can then reattach the signed or revised version in the document or linked record files.

Unlike quotes and orders, there is no dedicated document email send from the record. Use Preview/Download and attach via the organization's email/message channels, or store the PDF in the linked record's Attachments.

Archive, delete, and duplicate

Like on appointments: prefer Archive when the document is complete but history and connections are still needed; use Delete for wrong drafts or test duplicates.

Duplicate

From Options → Duplicate. In the modal choose what to copy (connections and other elements according to options). Useful for a second version of the same letter or minutes with identical structure and different dates. After copying, update title and content on the new document.

Archive and restore

Record → Options → Archive (suitable Premium plan), or multi-select in list → Archive. The document leaves the active list; find it from Actions → Archive and you can Restore. Prefer archiving over deleting when commercial trace or compliance is needed.

Delete

From record or list (single or multi) → Delete → confirm in modal. With a suitable Premium plan there may be soft delete (trash + restore) or permanent deletion from trash. Archive and trash often require a higher Premium plan than basic document use — check availability and role (member for some deletions).

Settings (Fields / Columns)

In organization settings, for Documents, the Fields and List & Columns cards may show as Coming soon (not yet operational). Field/layout customization described in the Fields, Card, and Columns guides does not fully apply to Documents today. What you can already structure well is the Document template (layout, margins, variables) and the use of types and labels in the list.

Use cases

• Cover letter: Document template with contact variables → generate from Contact record → review → Download PDF and attach to sales email.
• Meeting minutes: document connected to Appointment and Project; collaborators = delivery team; private privacy if it contains confidential notes.
• Operational client profile: from Opportunity, template with deal + contact already filled in; stays in deal history.
• Internal procedure (SOP): public document in org, «SOP» label, no client data; update the template when the process changes.
• Export for external signature: Download DOCX or PDF, sign offline, reattach the signed file in the document or linked record attachments.

Recommended processes

• Always start from a template if the text repeats; avoid rewriting identical letters by hand.
• Link every client document to Contact/Company/Opportunity: you find it from the record history.
• Use consistent types and labels («Minutes», «Procedure», «Letter») to filter in the list.
• Check margins in Preview before the official PDF.
• Sensitive documents: private privacy + restricted collaborators.
• Archive instead of delete when history is needed; periodically clean up duplicate drafts.

Combine Documents with Templates, Contacts, Opportunities, and Appointments for a document flow consistent with the rest of the CRM.

Frequently asked questions

Q: Where do I find Documents?

A: Menu Sheets → Documents. The group is called Sheets; the item is Documents.

Q: How do I use variables?

A: Create a Document template in Settings → Templates, insert variables with the Variable button, then generate the document from a compatible entity choosing From template. From the list, creation from scratch does not expose the same full wizard as the flow from a record.

Q: Can I send the document by email from Mokapen?

A: There is no dedicated send as on quotes. Use Preview/Download and attach, or the organization's email/message channels.

Q: Why don't I see Archive or Trash?

A: Usually a higher Premium plan is needed. Check plan and role (member for some deletions).

Q: Can I customize Document record fields?

A: Fields/Columns settings for Documents are still Coming soon. Use templates, types, and labels to structure work.

Q: What's the difference from a quote PDF?

A: A quote has a line items table, economic terms, and commercial graphics. A Document is generic A4 text/layout, more flexible but without line-item sales logic.

Q: If I delete a Document template, do already created PDFs disappear?

A: No. Already generated documents remain; you only delete the template for future creations.