Reference documents
A reference document is a file you upload once and Scribe reuses on every run: the summary template it fills in, the specification it checks incoming documents against, or the report layout it writes its findings into. They live in the Project's Scribe Config tab, under Reference Documents.
Anyone who can view runs can see the list. Uploading, editing, and archiving need the
project.manage_scribe permission (Project Editor or Admin by default).
Roles
Every reference document has a Role that says what it's for. Which roles a routing rule asks for depends on its workflow, and the rule builder tells you exactly what to attach.
| Role | What it is | Used by |
|---|---|---|
| Output template | The Word or PDF document Scribe fills in. It keeps your layout, headings, and wording; Scribe completes the fields. | Every workflow |
| Comparison baseline | The internal document a source file is checked against: a material specification or a Master Batch Record. | Certificate of Analysis Review, Batch Record Review |
| Input shape schema | A description of what an incoming source document should look like. | Not used by a workflow yet; you can tag files with it for organization |
Your template doesn't need special markup. Scribe finds the blank fields itself, including repeated table rows.
Upload a reference document
- In Scribe Config, click New Reference Document.
- Drop in or choose the file. DOCX or PDF only, up to 25 MB.
- Give it a Name and an optional Description.
- Choose the Workflow it's for. Only workflows already enabled on the Project appear; if none do, ask an organization Owner to enable one first.
- Choose the Role.
- Optionally tick Share with every project in this organization.
- Save.
A Word reference document produces a Word output, and a PDF one produces a PDF. There is no conversion between the two. Make sure the workflow supports the type you upload — the form warns you if it doesn't.
Uploads are size-limited, checked for malformed or oversized archives, and scanned for malware before they're stored. A file that fails any check is rejected with an error.
Sharing across Projects
By default a reference document is available only in the Project that owns it. Ticking Share with every project in this organization lets other Projects choose it in their own routing rules too. Sharing never transfers management: only the owning Project can edit, version, or archive it.
Open, edit, and review a document
Click a tile to open the document in a preview. From there you can:
- Read it — Word and PDF files render in place.
- Change its Role or the Share with every project setting.
- Open Version history to browse earlier versions.
- Upload new version (see below).
- Archive it.
Versions
Real specifications change. Rather than uploading a new document and rewiring your rules, upload a new version of the existing one:
- Open the document and expand Version history.
- Click Upload new version, choose the file, and adjust the name or description if needed.
- Click Upload New Version.
The workflow, role, sharing setting, and file type stay fixed for the document's lifetime, so a new version must be the same file type as the original. The newest version becomes the current one, and earlier versions stay browsable.
A routing rule is tied to the specific version selected when it was created. Uploading a new version does not change existing rules. To use the new version, create a new rule with it, then delete the old one.
Archive a document
Archive retires the whole document and all its versions. It disappears from the list and from new rules. Don't archive a document a rule still depends on: runs that rely on it will fail until you replace the rule.
Next step
Connect the pieces with a routing rule.