What this tool does
The Document Generator creates formatted documents from a template you design. Each record in your Airtable table produces its own document (contracts, invoices, reports, certificates, proposals) populated with that record’s data. Documents can be saved back to Airtable, sent for signatures, routed through an approval chain, or downloaded directly.Settings reference
Source
| Setting | Description |
|---|---|
| Source table | The table to generate documents from. |
| Output format | PDF, HTML, or DOCX. |
| Page size | A4, Letter, Legal, Tabloid, A3, or A5. |
Page margins
| Setting | Description |
|---|---|
| Top / Bottom / Left / Right margin | Margins in millimeters. Defaults: 20/20/15/15. |
Storage
| Setting | Description |
|---|---|
| Save to attachment field | The Airtable attachment field where generated documents are saved. |
Delivery
| Setting | Description |
|---|---|
| Delivery mode | Direct Download (generate and save immediately) or Collect Signatures First (route to signer before saving). |
| Signer email field | Email field for the signer. (Signature mode) |
| Signer name field | Name field for the signer. Optional. (Signature mode) |
| Email signers automatically | Send an email to the signer when the document is ready. (Signature mode) |
| Signed document field | Attachment field where the final signed PDF is saved. (Signature mode) |
Status writeback
| Setting | Description |
|---|---|
| Document status field | Tracks status: Generated, Pending Signature, Signed, Pending Approval, Approved, Rejected. |
| Document URL field | URL to view or download the document. |
| Signed at field | Date field for when the document was signed. |
| Signed by field | Text field for who signed. |
| Approval status field | Tracks approval state. |
| Link expiration (days) | Days before signing or approval links expire. Default: 30. |
The template editor
The document template is a rich-text editor where you design the document layout. The template supports:Variables
Type@ to insert a field value from the connected Airtable table. Variables are resolved per-record at generation time.
Block types
| Block | What it does |
|---|---|
| Loop block | Repeats its content for each linked record in a linked record field. |
| Conditional block | Shows or hides content based on a field condition. |
| Repeating table row | Repeats a table row for each linked record. |
| Linked table | Auto-generates a full table from linked records with configurable columns. |
| Page break | Forces a page break in the PDF output. |
| Signature block | A placeholder replaced with the actual signature image after signing. |
| Dynamic image | An image resolved from an Airtable attachment field. |
| QR code | A QR code generated from a field value at render time. |
Conditional operators
is, is not, is empty, is not empty, contains, does not contain, starts with, ends with, greater than, less than, greater than or equal to, less than or equal to, is checked, is uncheckedSignature workflow
When Delivery mode is Collect Signatures First:- The document is generated and a signing link is created
- If Email signers automatically is on, an email is sent to the signer
- The signer opens the link, reviews the document, and draws or types their signature
- The signature is composited into the PDF
- The signed document is saved to the Signed document field
- Status fields are updated to “Signed”
Approval chain
For documents that require approval before signing:- Configure an approval chain (Settings > Approval chain) with one or more approvers
- When a document is generated, approval emails are sent to each approver in order
- After all approvers approve, the signing flow begins (if signature mode is active)
Common questions
Can I generate documents for all records at once?
Can I generate documents for all records at once?
Yes. The tool processes all records matching your source view and filter conditions. Each record produces one document.
Can I generate a document with a table of linked records?
Can I generate a document with a table of linked records?
Yes. Use a Linked table block or Loop block to iterate over linked records and display their field values in the document.
What happens if a field referenced in the template is empty?
What happens if a field referenced in the template is empty?
The variable resolves to an empty string. The document generates without an error, but the blank space appears where the value would have been.
Can I use the Document Generator from a form?
Can I use the Document Generator from a form?
Yes. The Generate PDF action in form automations uses the same document generation engine. Configure it in the Automations tab of the form editor.