Documents
What is it?
Documents are the working outputs of the IAP platform. Each document is created from a released template within a workspace. The template provides the structure (sections, components, data placeholders, smart fields), and the document is where authors fill in the actual content for a specific product, study, or submission. Documents inherit the component structure of their source template. During creation, authors can optionally reuse content from existing documents that were created from the same template — pulling in previously authored components instead of starting from scratch.
How I can use it?
If you have an Author role, the following functionalities are available for you:
Create a document
Navigate to Documents from the main menu. The page has three tabs:
| Tab | Shows |
|---|---|
| My Documents | Documents you created or are assigned to |
| Favourites | Documents you bookmarked |
| All Documents | Every document in your namespace |
Click Create new document to launch the creation wizard.
Step 1 — Basic Details
On this page you configure the foundational settings for your document:
| Field | Description |
|---|---|
| Assign to workspace | Select the workspace the document belongs to from the dropdown. |
| Select template | Choose a released template that will define the document structure. Only released templates are visible in the list. |
| Document name | Enter the name for your document. |
| Description (optional) | Provide a free-text description of the document's purpose or scope. |
| Document members | Click ⊕ Add members to invite team members and assign them a role — Author (can edit the document) or Reviewer (can review the document). |
Once all required fields are completed, click Next to proceed.
Step 2 — Enter Document Data
On this page you fill in the metadata specific to the template you selected in Step 1. The set of fields displayed here varies depending on the template type — some fields may be mandatory while others are optional. Additionally, some metadata fields may be automatically pre-populated based on your workspace configuration.
Fill in all required fields before proceeding. Use the Back button to return to Step 1 if you need to make changes, or click Next to continue.
Step 3 — GenAI Context (only when Gen AI support is enabled)
This step appears only if the template you selected has Gen AI support enabled. On this page you select source documents that the GenAI feature will use as context when assisting with content generation.
- Search for source documents by document ID, number, or title.
- Select source system from the dropdown to narrow your search.
- Click Search to retrieve results. The results are displayed in a table with columns: Title, Number, and Type.
- Select one or more documents by checking the corresponding checkboxes.
Click Next to proceed.
Step 4 — Check reuse options
On this page you can optionally reuse components from existing documents that were created from the same template.
The page is split into two panels:
| Panel | Description |
|---|---|
| Available Documents (left) | Lists existing documents created from the same template. Each document shows its name, how many components are selected, and its version. You can expand a document to see its individual components and select the ones you want to reuse. Use the search bar to filter the list. |
| Selected For reuse (right) | Shows the components you have chosen. Each component is tagged with its reuse status: Reuse available (ready to be pulled in) or Reused (already reused). |
Select the components you want to reuse, then click Reuse selected (n) to confirm your choices. Click Next to proceed.
Note: This step is optional. If you do not wish to reuse any components, you can proceed directly to the next step.
Review & Save (final step)
This page presents a read-only summary of everything you entered in the previous steps, organised into sections:
- Basic details — Shows the assigned workspace, selected template, document name, and description.
- Document Data — Shows the metadata you provided.
- Workspace Data — Shows workspace-level information inherited from the selected workspace.
Each section has an ✎ Edit details link that takes you back to the corresponding step so you can make corrections.
When you are satisfied that all information is correct, click Save to create the document.
After the document is created, the system will redirect you to the IAP editor, where you can write, review, and release it. To find more information, please navigate to IAP Editor.