Output Generation & Document Transfer
Generate preview
Available for Authors working with templates and documents.
The preview feature lets you generate a formatted preview of your content directly from the editor. This is useful for reviewing how the final output will look before releasing. Only users with the Author role can access this feature.
Note: The dialog differs between templates and documents: - Templates — The dialog is titled Preview. You can only preview and download the output. - Documents — The dialog is titled Preview & Output. In addition to previewing and downloading, you can save the output to the document's dashboard for later transfer to an external system.
Open the preview dialog
- In the editor, click Preview & Output (for documents) or Preview (for templates) in the top-right toolbar area.
- The dialog opens. It is split into two panels:
- Left panel — Configuration options for the output
- Right panel — The live preview area
Configure output settings
The left panel contains four collapsible sections that control how the preview is generated:
| Setting | Description |
|---|---|
| Format | Select the output format: DOCX, PDF, or XML. |
| Template style | Select the visual style to apply to the output. A list of available styles is displayed (e.g., Phoenix, MVR Output, PT Quality Docs, Regulatory Output, Veeva Quality Docs, eVAL Roche, DIA regulatory submission, Pharma APQR, Global QMS Document, Neutral, and others). Select the one that matches your use case. |
| Table of contents | Optionally include one or more tables of contents in the output. Check the relevant options: Sections TOC, Tables TOC, and/or Figures TOC. |
| Filter output | If the content contains conditions, you can filter the output to include only sections that match specific condition values. If no conditions are defined, the panel displays: "No conditions in the document to filter." |
Generate and review the preview
- After configuring the settings, click Preview with current settings in the right panel, or click the ↻ Refresh button if a preview was already generated.
- The system begins generating the preview. A loading indicator appears with the message: "Loading preview… This may take a while. Feel free to navigate to other areas of the editor. We'll notify you once it is loaded."
- Once the preview is ready, it is displayed in the right panel. You can scroll through it to review the formatted content, including headings, tables, image placeholders, and other elements.
Available actions
The actions available at the bottom of the dialog depend on whether you are working with a template or a document:
| Action | Templates | Documents | Description |
|---|---|---|---|
| Close | ✅ | ✅ | Close the dialog without saving. |
| Download preview | ✅ | ✅ | Download the generated preview file to your local machine in the selected format. |
| Save in dashboard | ❌ | ✅ | Save the output to the document's Outputs tab on the detail page. This creates a persistent output record that can later be transferred to an external system. |
What happens next?
- Templates — After previewing and optionally downloading, you can close the dialog and return to the editor. No further output or transfer actions are available for templates.
- Documents — After saving an output to the dashboard, you can manage it from the Outputs tab on the document detail page. From there you can download outputs or transfer them to an external document management system. See the Output and Transfer document sections below for details.
Output
Once you have generated and saved outputs using the Preview & Output dialog (via the Save in dashboard button), those outputs are stored on the document's detail page and can be managed from there.
View saved outputs
- Navigate to the document detail page (click the document in the Documents list).
- Click the Outputs tab (next to the Document details tab).
- The Outputs ready to Transfer table displays all saved outputs with the following columns:
| Column | Description |
|---|---|
| Output title | The name of the output (inherited from the document name). |
| Format | The output format (e.g., Roche DOCX2, FO PDF, FO XML). |
| Date created | The date and time the output was generated. |
| Date modified | The date and time the output was last modified. |
Download an output
Each output row has a download icon (⬇) on the right side. Click it to download the output file to your local machine.
Transfer document
The Transfer feature allows you to send a saved output to an external document management system (DMS). This is useful when you need to transfer the finalized document to systems such as Veeva QualityDocs, Veeva RIM, or eVAL Roche for further processing, approval, or archival.
Start a transfer
- Navigate to the document detail page and open the Outputs tab.
- In the Outputs ready to Transfer table, locate the output you want to transfer.
- Click the Transfer button on the corresponding row.
- The Transfer Output wizard opens.
Step 1 — Enter basic details
On this page, configure the transfer settings. The fields displayed depend on the document management system you select.
Common fields (all DMS options)
| Field | Description |
|---|---|
| Select document management system | Choose the target DMS from the dropdown. Available options include: Veeva QualityDocs, Veeva RIM, and eVAL Roche. |
| Version existing document? | Select Yes if the document already exists in the target system and you want to create a new version. Select No if this is a new document in the target system. |
Additional fields by DMS
| DMS selected | Additional fields |
|---|---|
| Veeva QualityDocs | Document Number (required) — Enter the document number as it exists (or should exist) in Veeva QualityDocs. This field is required to identify or create the document in the external system. |
| Veeva RIM | No additional fields on this step. |
| eVAL Roche | No additional fields on this step. |
Click Next to proceed, or Back to return.
Note: The fields and options displayed in subsequent steps may vary depending on the selected document management system. Follow the on-screen instructions to complete the transfer.