8 min guideUpdated September 2026App review required

Generate, print, email and file job documents from the job workspace

Generate a job sheet, artwork brief, delivery docket or completion report from the Job documents menu, review the PDF, print or email it, and keep the files your job needs in its Documents tab.

Best forProject Management / Production · Owner / Admin · Installer / Field
Surefire Signs fleet job with six production tasks, estimated hours, recorded time and progress
Inside SignBas3 · Surefire Signs
Before you beginUse a representative record and confirm you have the permissions required for this area.

Step by step

  1. Open the job and check the client, site, scope, dates and tasks the document will draw from; the document renders from whatever is saved now.
  2. Select Job documents in the job header and choose Job sheet, Artwork brief, Delivery docket or Completion report; the document workspace opens with a PDF preview and the Document controls panel.
  3. Under Template, confirm the template or pick another from the list, and wait for the badge to read Ready.
  4. Review every page of the preview using Zoom in, Zoom out and Fit pages to width; fix the source job data and select Refresh document if anything is wrong.
  5. Select Print, or open More document output options for Download Word and Download PDF.
  6. To send it, select the Email button, which is named after the output such as Email job sheet, add the recipients in To, check the Subject and Message, and select Send email.
  7. Open the job's Documents tab and select Upload to keep the PDF, drawings, permits or certificates with the job.

Good practice

Generated does not mean approved. Read the whole preview before you print it for the workshop, hand it to an installer or email it to anyone outside the business, because job documents can include internal operational notes and the workspace asks you to add recipients intentionally.

When you are finishedThe job document renders from current job data, has been reviewed, is printed or emailed to the right people, and the files the job needs are saved in its Documents tab.

Before you begin

  • The job exists and its client, site, scope, dates and tasks are current.
  • A template for the output you need is turned on in Settings > Templates; SignBas3 ships a Job sheet layout.
  • A storage provider is connected if you want to keep files in the job's Documents tab.

Complete workflow

How the workflow moves

  1. 01
    Check the job

    Confirm the client, site, scope, dates and tasks on the job before generating.

  2. 02
    Generate and review

    Choose the output from Job documents, confirm the template and review the PDF preview page by page.

  3. 03
    Print, download or email

    Use Print, Download PDF, Download Word or the Email button once the preview is right.

  4. 04
    File with the job

    Upload the files the next person needs into the job's Documents tab.

Setup dependency

Settings that change this workflow

The same task can behave differently between organisations. Check these settings before treating a different result as an error.

Document templates/settings/templates

Controls which job outputs have a template, which template is preselected and how the generated file is named.

Open in SignBas3 →
Storage provider/settings/storage

Determines where the job's Documents tab folders and uploaded files are stored.

Open in SignBas3 →

What this controls

A job document is a PDF rendered from the job's saved data through a Word template that is on in Settings > Templates. The Job documents menu offers the everyday outputs: Job sheet, Artwork brief, Delivery docket and Completion report. Custom & compatibility templates at the foot of the menu lists any other job template your organisation has uploaded, such as a production sheet, sign schedule or QA checklist. The Install / WHS module is generated from the job's Jobsite tab instead.

The job's Documents tab is different: it is the job's file store for drawings, permits, engineering, PDFs, manuals, certificates and other project files, held in your connected storage provider. Generated documents are not filed there automatically. Download the PDF and upload it when the next person needs to find it from the job.

Before you start

  • The Job documents menu and the Documents tab need an active organisation and a saved job.
  • SignBas3 ships a Job sheet layout, so that output works straight away. Artwork brief, Delivery docket and Completion report need a template uploaded and turned on in Settings > Templates; otherwise the Template list reads No active templates are available.
  • Install / WHS documents require Install Required to be enabled on the job.
  • Uploading to the Documents tab needs the job folders set up in your storage provider and files of 25 MB or less.

Walkthrough

Step 1: Check the job data

Open the job from Jobs. The Overview, Tasks, Timesheets, Financials and Artwork tabs hold the client, site, scope, dates, tasks and approved artwork that the templates print. Correct anything stale before you generate, because the document is rendered from the saved record at that moment.

Step 2: Open the document workspace

Job documents sits in the job header beside the Copy job portal link icon and is visible on every tab. Choosing an output opens the document workspace in print mode with the job number and name as the title and the output name and usage, such as Job sheet · Standard, as the subtitle. On a narrow screen, select Open document controls to show the panel.

Step 3: Choose the template

The Template list shows each template that is on for the chosen output as its name and usage. The workspace preselects the template you used last, then the default for the type, then the first available. The badge beside the Template heading reads Waiting, Generating or Ready. If nothing is on for that output, the panel reads No document template is available for this output with a Retry templates button.

Step 4: Review the preview

The Document view section shows Page 1 of 3 style progress with Zoom out, Zoom in and Fit pages to width; scroll to move through every page. Refresh document re-renders the same template after you change job data in another tab. If the render fails, a This output is unavailable banner explains why, for example that the source data needs correcting; choose another output or retry.

Step 5: Print or download

Because the menu opens the workspace in print mode, the primary Output button reads Print. More document output options offers Download Word and Download PDF. Allow the print window to open if your browser blocks pop-ups.

Step 6: Email the document

The Email button opens a Send section with To, Cc, Bcc, Subject and Message. The current PDF is attached automatically and its file name is shown under the message. A caution reminds you that job documents may include internal operational notes. Send email stays disabled until there is at least one recipient and a subject or message, and Email sent confirms delivery.

Step 7: File it in Documents

The Documents tab shows Job documents with a Name, Size, Updated and Storage table. If it reads Documents are not set up yet, select Set up folders. Upload, or drop files onto the list, to add them to the current folder. Use the Files and folders search, create a folder with New folder and a Folder name, and open a file to preview it or use Open file in your storage provider.

What changes elsewhere

  • Uploaded files appear in the job's storage folder, which Open folder opens in your storage provider.
  • Changing the default template in Settings > Templates changes which template the workspace preselects next time.
  • Create production document and Update production document on the job's Artwork tab use the same workspace with a Release selected template control.

Common problems

SymptomCauseFix
No document template is available for this outputNo template for that output is on.An Owner or Admin uploads or turns on a template in Settings > Templates.
Install / WHS documents require Install Required to be enabled for this jobThe job is not marked as an install job.Enable Install Required on the job, or choose another output.
Add at least one recipientThe To field is empty.Enter one or more addresses separated by commas.
Generate the document before sendingThe preview has not rendered yet.Wait for Ready, or select Refresh document.
File is larger than the 25 MB upload limitThe upload exceeds the Documents tab limit.Compress or split the file and upload again.
Documents are not set up yetThe job folders do not exist in storage.Select Set up folders, then Upload.

Check your work

  1. The Template badge reads Ready and every page of the preview shows the current job data.
  2. The printed or downloaded PDF carries the expected file name, for example Job-{JobNumber}-{TemplateName}-{CurrentDate:YYYYMMDD}.
  3. The Documents tab lists the uploaded file with today's date under Updated.

Explore sign shop job management software →

If your workspace behaves differently, record the relevant job, client or record number and raise a support ticket so the team can investigate the exact context.