OVIOO AIFiles, filed by the job. Paperwork, made from the job.
Documents is where attachments are kept, where confirmations and invoices are created from your own templates, and where the exact version each contact received can be found again.
- 742615SentRequirements_FINAL.xlsxSent to Vantage · 18 Aug
- 742615OlderRequirements_v2.xlsxReplaced 18 Aug
- 742580DraftRequirements_Riverside.xlsxDraft · 22 Aug
- 742691SentRequirements_Castellane.xlsxSent 12 Aug
Seven shelves, plus forms.
The Documents screen sorts what the company keeps into shelves the business recognises, and lists fillable PDF forms it found on their own.
Your own templates, filled from your own records.
No document is typed twice. The engine binds a PDF you already use to the reference, company, contact and person in front of you.
Template + entity data = filled document
Upload the PDF you already use — the confirmation, the order form, the invoice layout. In the designer, each box gets a source: reference.code, company.address, contact.email, employee.name, date.today. Zero AI on this path; the values come from the records.
Prefilled, marked, editable
Open the generator on a reference and every box the server can answer arrives filled and marked as such. Change anything before you create the file. A filename pattern like {{reference.code}} – {{reference.title}} names it for you.
Provenance and versions
Every generated document records where each value came from. Generate again and the new file supersedes the old one as version two; history never mutates, and the version a contact was sent stays the version they were sent.
| Box on the PDF | Source | Resolves to, on #742615 |
|---|---|---|
| Document number | reference.code | #742615 |
| Client | reference.title | Halden & Co |
| Supplier | company.name | Castellane SA |
| Supplier address | company.address | Carrer de Mallorca 12, Barcelona |
| Client contact | contact.email | i.halvorsen@halden.example |
| Issued by | employee.name | Daniel Moreau |
| Date | date.today | 19 Aug 2026 |
The version they actually received.
When a supplier asks for the requirements list again, the reply box already knows which file went to that contact, and when. Attach it in one click; the reference records the resend. “Find a file” searches references, Documents and Company Files at once, and only shows what you may see.
Attachments arrive on the reference their email belongs to, so an invoice received on a job is on the job, and in Finance, without anyone moving it.
- Requirements_FINAL.xlsxSent to Vantage · 18 Aug 2026 · Reference #742615Attach
- DeliverySchedule_v3.xlsxSent to Castellane · 17 Aug 2026 · Reference #742615Attach
- Invoice_742615.pdfPreviously sent to this contact · DocumentsAttach
Company Files: scoped to the work.
Files live in OVIOO. Every attachment that arrives is indexed and searchable, and a file kept against a reference is reachable by exactly the people who can reach that reference — so a document does not need its own permission model on top of the work it belongs to.
An external location can be recorded against a file so a team keeps one address for it. Reading from Google Drive, OneDrive and SharePoint is planned and not shipped: today the bytes are here, and the folder scopes that come with an external source arrive with it.
Connected once by the owner. Nobody signs in twice; access is granted per scope.
Hola Adrián, of course — attached our current agreement for the new routes…
How documents behave
The two questions that matter: can I find the exact file they hold, and did it come from the record?
The version that was sent is kept
Not the newest file with a similar name — the actual file that went out, with the date and the recipient. When a customer says “your document said”, the document they are holding is one click away rather than a reconstruction.
Templates are your own PDFs
Upload the layout you already use and mark the fields OVIOO can fill: your reference, the company’s legal name and address, the dates, the amounts, the contact. Nothing is redesigned and no house style is imposed.
Filled from the record, not from last month’s file
The dangerous document is the one made by copying the last one and changing the names, because it keeps whatever was missed. Generating from the record means the wrong client’s address cannot survive into this one.
Everything lands on the job
Attachments received, documents created and files shared all sit on the reference they belong to, so the file and the reason it exists are never in different systems.
Reachable by whoever can reach the work
A file is visible to the people who can open the job it belongs to. There is no second permission model for documents to drift out of step with, and suggestions only ever offer files the person can already open.
Deleting is recoverable
Destructive actions go through a thirty-day window rather than removing a record immediately. A mistake at 17:55 on a Friday should not be permanent.
Fair questions
For the files that belong to a job, yes — those are better on the job than in a folder tree somebody has to maintain. Company-wide files that belong to nobody in particular can stay where they are; a Drive connection is planned but not shipped, and the page will say so when that changes.
You can generate documents from your own templates with fields filled from the record — invoices, confirmations, order forms, engagement letters. It is not an accounting system and does not file your accounts; it produces the document and keeps the evidence.
There is no built-in e-signature. Documents are generated, sent and kept with their version history; signing happens wherever you already sign, and the signed file comes back onto the same record.
Attachments and generated documents are kept with the record. Message bodies are subject to a retention window you can see and set, which is what stops storage growing without bound while leaving the message itself indexed and findable.
See it around your own mailbox.
Connect the email you already have and watch the structure appear. Trial for the whole organisation.