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

Deleted and archived documents are hidden by default

All three tabs apply two filters automatically, shown as chips above the list:

  • IAP Status is not Deleted
  • Document status is not Archived

This keeps your view focused on active work. The counts shown on each tab reflect these filters.

To change what you see:

  • To include archived documents — open the status filter and select Archived.
  • To include deleted documents — remove the IAP Status is not Deleted chip by clicking its ✕.

The list refreshes immediately in both cases.

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.

Context selected at workspace and template level is inherited automatically. Anything you add here applies to this document only.

  • 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

If other documents contain the same components as your template, this step lets you reuse their content instead of writing it again. IAP finds the matching components for you.

The step is optional — you can skip it and write everything yourself.

Which components you're offered

Each component in a document carries two version numbers:

Version What it is Affects reuse?
Template component version The version of the component as defined in the template. Set when the document is created and never changes. Yes — this is what IAP compares.
Content version The version of the component inside the document. It goes up when the component is updated after the document was created. No — ignored completely.

IAP compares the template component version of each existing component against what your template needs, and offers only the ones that match.

Deleted documents are excluded automatically.

How components and versions work

A template is made up of components, and each component has its own version. When a template is upgraded, only the components whose content actually changed get a new version. Components can also be shared between templates.

 TEMPLATE A v3.0                    TEMPLATE B v1.0
┌───────────────────────────┐      ┌───────────────────────────┐
│ Introduction     v1.0     │      │ Introduction     v1.0     │  <-- same
│ Safety summary   v3.0     │      │ Study design     v1.0     │      component
│ References       v2.0     │      │ Bibliography     v1.0     │
└───────────────────────────┘      └───────────────────────────┘

Template A is on v3.0, but its Introduction is still v1.0. The template version tells you nothing about the versions of the components inside it.

Why this rule exists

When a component gets a new template version, its content has changed: the wording, the structure, or what it should say. Reusing old text in a newer component would bring in content that no longer belongs there — leading to outdated wording, missing content, or rework when the mismatch is caught in review.

If IAP can't be sure the content still fits, it doesn't offer it. Anything you're shown is safe to reuse.

Example

You're creating a document from Template A v3.0, and four documents already exist.

                 NEW DOCUMENT from TEMPLATE A v3.0
                 needs:  Introduction     tmpl comp v1.0
                         Safety summary   tmpl comp v3.0
                         References       tmpl comp v2.0

 DOCUMENT 1                    DOCUMENT 2
 from Template A v2.0          from Template A v3.0
┌─────────────────────────┐   ┌─────────────────────────┐
│ Introduction        [+] │   │ Introduction        [+] │
│  tmpl comp v1.0         │   │  tmpl comp v1.0         │
│  content    7.0         │   │  content    3.0         │
├─────────────────────────┤   ├─────────────────────────┤
│ Safety summary      [-] │   │ Safety summary      [+] │
│  tmpl comp v2.0         │   │  tmpl comp v3.0         │
│  content    2.0         │   │  content    1.0         │
├─────────────────────────┤   ├─────────────────────────┤
│ References          [+] │   │ References          [+] │
│  tmpl comp v2.0         │   │  tmpl comp v2.0         │
│  content    5.0         │   │  content    1.0         │
└─────────────────────────┘   └─────────────────────────┘

 DOCUMENT 3                    DOCUMENT 4
 from Template A v1.0          from Template B v1.0
┌─────────────────────────┐   ┌─────────────────────────┐
│ Introduction        [+] │   │ Introduction        [+] │
│  tmpl comp v1.0         │   │  tmpl comp v1.0         │
│  content    4.0         │   │  content    2.0         │
├─────────────────────────┤   ├─────────────────────────┤
│ Safety summary      [-] │   │ Study design        [~] │
│  tmpl comp v1.0         │   │  tmpl comp v1.0         │
│  content    6.0         │   │  content    1.0         │
├─────────────────────────┤   ├─────────────────────────┤
│ References          [-] │   │ Bibliography        [~] │
│  tmpl comp v1.0         │   │  tmpl comp v1.0         │
│  content    2.0         │   │  content    1.0         │
└─────────────────────────┘   └─────────────────────────┘

 [+] suggested for reuse    [-] version doesn't match
 [~] not part of your template

Introduction is suggested from all four documents — it has never changed, so every document has a matching version, including Document 4 from a different template.

Safety summary is suggested only from Document 2, the one built on the same template version.

References is suggested from Documents 1 and 2. Document 3 is on v1.0, which no longer matches.

Document 1's Introduction is at content version 7.0 — it has been updated several times since that document was created — and is still suggested. Content version is ignored.

Reused content is shared, not copied

The same component lives in both documents, so changes flow both ways. If it's updated in the other document, yours updates too — and if you update it, so does theirs.

To make your version independent, open the component after the document is created and choose Branch. This breaks the sync so you can edit freely. Branching isn't available during document creation.

Using the page
Panel What it shows
Available Documents (left) Documents containing components that match your template, with name, version, and how many components you've selected. Expand one to see its components; use the search bar to filter.
Selected For Reuse (right) The components you've chosen, each with a status tag.
Tag Meaning
Reuse available Still free to take. You can select this component from another document instead.
Reused Already taken from another document. To use a different source, deselect it first.

Steps:

  1. Expand a document in Available Documents.
  2. Select the components you want — they appear on the right.
  3. Repeat for as many documents as needed; you can mix components from different documents.
  4. Click Next.

A component can be taken from one document only.

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.

Delete a document

Documents that are no longer useful can be deleted, keeping your lists clean and reducing the risk of selecting the wrong document by mistake.

Who can do this: Document Authors.

When it is available: Only while the document is in Draft status. For any other status (Released, Archived), the Delete option is not shown.

Steps:

  1. Open the document's dashboard.
  2. Click the ⋮ (more actions) menu in the top-right corner, next to Open Editor.
  3. Select Delete.
  4. A confirmation dialog appears. Click Confirm to delete, or Cancel to abort with no changes.

The document disappears from all document lists immediately.

Deleting hides a document — it does not remove the content

Deleting sets the document's IAP Status to Deleted, which hides it from your lists and from content reuse options. The content itself is retained. To see deleted documents again, remove the IAP Status is not Deleted filter chip above the list.

Effect on content reuse

  • A deleted document is no longer offered in the Content reuse step when creating a new document, so it cannot be selected by mistake.
  • Any existing document that already reuses a component from the deleted document is not affected. That content remains in place and continues to work as before.

Note: Deleting a workspace also deletes every draft document inside it. See Delete a workspace.