Preview, print and send a document
The PDF preview appears next to the form while you enter the document. From the preview toolbar, you can download, print or send the document to the customer.
The preview while you work
The preview updates after your changes. The label “Updating preview…” appears while it is being generated, without hiding the previous PDF. On mobile, use the Edit and Preview buttons to switch between them.
The preview toolbar offers the following buttons (hover over each icon to see its name):
| Button | Effect |
|---|---|
| Internal Sending | Opens the email sending window |
| Share via WhatsApp | Opens the WhatsApp sending window (file sharing on mobile) |
| Download PDF | Saves the PDF to your computer |
| Print PDF | Starts printing |
| Zoom in / Zoom out | Enlarges or reduces the preview |
| Dashboard | Opens the document dashboard |
| Change position | Places the toolbar vertically or horizontally |
Before your first entry, no PDF exists yet: CAPPS shows “No PDF available: available after the first save.”.
Send the document by email
Open the document. If it is validated, click Send email to customer. Otherwise, click the Internal Sending icon in the toolbar.
Check the address in To (Recipient). If needed, add an address in Cc.
Complete the Message. The document is attached automatically as a PDF. Add other files with Attach Document.
Click Send. The message “Email sent successfully” confirms the sending.
Generate Outlook File creates an email file with the attachments, to open directly in Outlook. Test Configuration checks the email sending configuration before a first sending.
Send the document by WhatsApp
Click the Share via WhatsApp icon.
Fill in the Phone Number (Recipient) and the Message Content.
Click Send via WhatsApp.
On a phone or tablet, CAPPS offers to share the PDF file directly with the device's apps.
Send a draft
| Draft document | Sending |
|---|---|
| Invoice | Refused: “Draft invoice: validate it to send it.” |
| Credit note | Refused: “Draft credit note: validate it to send it.” |
| Quote, order, delivery note | Allowed: “Sent with the DRAFT watermark.” |
A draft invoice or credit note has no tax value: the sending buttons are disabled. First validate the document (see Validate an invoice or a quote), then send it.
From the document dashboard
The Preview tab of the dashboard shows the main document and its DEPOSITS & CREDIT NOTES. Choose a document in the list, then use Download or Print.
Sending a document to the customer requires the Create and edit permission. Without it, sending is refused.