Download, share and regenerate documents

Open Documents from the main navigation. The newest documents appear first, 24 at a time. Use Next page and Previous page below the list to browse your history, or enter a project name, document type or Toolbox Talk topic in Search documents and press Search to search across all your projects. Topic search includes older Toolbox Talk versions; each result card shows the latest version. Clear search returns to the newest documents. A project can appear on more than one page when it has many documents.

For a document's View & Sign share link, reopen the same link. The page checks whether that exact signing attempt was saved before asking you to continue, even when the signed PDF still needs repair. A saved signature stays confirmed while the PDF problem is shown separately. If the check cannot confirm the result, choose Retry this signing attempt and enter the details again. The protected attempt stays the same, so a late response cannot create a duplicate. When collecting signatures on your own device, use Check again or Retry this signing attempt; both keep the same unconfirmed attempt. This is the document link created with Share on the document page, separate from the project crew link.

A preview can open a signed copy that is already ready, but it cannot rebuild or publish one. The stored signed file is checked before a signed download, preview or shared link offers it, and during signing recovery. An already-open preview may keep showing the verified copy it loaded. If the stored file is missing, damaged or cannot be verified, new downloads and shared signed links stay unavailable and the page asks you to retry or contact support. If a new signature was added and the signed PDF is still preparing, retry the signed download. An authorised download repairs a copy only after any required approval and issue confirmation are still valid. If someone signs while your download is being prepared, wait a moment and choose Download Signed PDF again on the document page.

The retained PDF stays available as historical evidence, but we cannot confirm that it includes every recorded signature. Do not treat its availability as that confirmation. A signature certificate on an older original may also explain that no earlier reference was recorded, so the original file’s identity at issue cannot be verified. Contact support to review the retained evidence; regenerating creates a new version and does not repair the old audit history.

Share stays unavailable while a document is a draft, and pressing Share tells you which step is missing. If nothing has been generated yet, create the document first. If it has been generated but still shows a Review Required badge on the project's Documents page: on a Site Induction or Emergency Plan, open it and click ✓ Approve & Lock Document (or Review & Approve from the Documents page). Other document types have no in-app approve button — click Regenerate to issue a fresh version, which clears the draft state. Either way, Share works as soon as the document is out of draft.

In the Site Book app a document's Actions card shows only what your account can do. Create share link and Edit / regenerate need an owner or admin account on every plan. On Business and Site Control plans, Approve and Mark reviewed are owner/admin too; on Starter and Pro any team member can use them. Everyone can still open and download the document. The controls also hide while a plan is inactive or mobile writes are switched off.

Your choice when creating the link: "View & Sign" lets them read and add a signature (name, role, company, consent); "View only" is read-only. Links can expire after 7, 30 or 90 days, or never — and you can revoke a link at any time.

A new version is created. Anyone holding a share link to the old version sees a "this document may be out of date" warning, worker sign-offs reset to pending for the new version (old signatures are kept as evidence), and manager acknowledgements are marked superseded. Regenerate whenever project details change — the PDF is a frozen snapshot.

No — the QR code printed on a generated PDF ("Scan to view digital version") keeps working until you revoke sharing, so a copy pinned on-site stays scannable indefinitely. If you regenerate the document, that old QR code isn't updated — scanning it shows a notice that a newer version exists and points to it.

Starter PDFs include The Site Book footer watermark and don't use your company branding. Pro and above add your company logo and remove the Starter watermark.

Try Generate again. A timed-out attempt does not issue a new document version unless its audit record and any required worker sign-offs were saved with it, so retrying cannot leave the project showing a half-finished version.