Invitation mode lets you send a template to someone outside your organization - a client or a colleague - so they fill it in themselves. You stay in control of what they can see and export.

The Invitations menu is organized into four columns:

  • Outbound - invitations you’ve sent or saved as drafts.
  • Inbound - completed documents sent back to you.
  • Closed - finished and archived invitations.
  • Preset - saved invitation setups for reuse.

The Invitations menu with the Outbound, Inbound, Closed and Preset columns

Create and send an invitation

  1. At the bottom left, click New invitation. A window opens where you set it up.
  2. Fill the three required fields: Title, Template, and at least one Recipient email address.
  3. Optionally set:
    • Expiration period - how long the link stays valid (7 days by default).
    • Custom welcome message - shown to the recipient before they reach the template.
  4. Under Advanced settings, control what the recipient can do:
    • Receive copy of the document - you get a finished copy; the recipient can still export their own.
    • Prevent export - the recipient can’t export; you receive the copy (this turns Receive copy on automatically).
    • Questionnaire only - the recipient sees just the questionnaire, not the full document, and can’t export it (this turns the two options above on automatically).
    • Custom letterhead - choose a layout for the template in this invitation.
  5. Click Save as draft to finish later, or Send invitation to send it now.

Tip: Save a setup you use often as a Preset so you don’t recreate it each time.

What happens after sending

  • The invitation shows Pending for 15 seconds - click Undo in that window to pull it back (it becomes a draft again). After that it turns Sent.
  • The recipient gets an email with a link. When they open it, the status becomes Opened.
  • Need to stop it? Open the settings and click Revoke invitation - the recipient then sees that access was withdrawn.
  • Once the recipient finishes, the invitation moves to Closed, where you can archive it from the ⋯ menu.

If you chose “Receive copy” or “Questionnaire only”

  • Receive copy: the recipient’s Export button becomes Export & send. After they use it, the invitation moves to Inbound - open it with Open document, edit and export it yourself, then use Move to closed.
  • Questionnaire only: the recipient sees only the questionnaire and can just Send their answers - they can’t export the document.

Presets

Save any invitation as a Preset to reuse its setup. It appears in the Preset column; click Use preset to start a new invitation from it, or the ⋯ menu to edit the preset itself.