Download, share and regenerate documents
Available on all plans
Open any generated document. The action bar carries everything: Download (or Download Original / Download Signed PDF once signatures exist), Share, and Regenerate.
On a phone, those buttons live behind a single Document menu button just under the document title. It names the version you're looking at (e.g. v2 · Current). Tap it and a menu slides up from the bottom with two groups: Versions — every version with its date, the one you're viewing ticked; tap another to view it — and Actions, the same Download / Share / Regenerate set. On a Toolbox Talk, Collect Signatures stays on the page as its own button.
Share a document
Click Share on the document page.
On a phone, tap the Document menu button under the title and choose Share from the actions. Share isn't available while the document is a draft, and pressing it names the step that's missing — create the document, approve it, or regenerate it. The FAQ below explains what each one means.
Pick the permission: View & Sign or View only.
Pick the expiry — 7 days, 30 days, 90 days or No expiry — and click Create Share Link.
The link copies automatically. You can Revoke Link later; anyone holding it loses access immediately.
The recipient opens it in their browser — no account needed.
On a sign-enabled link they read the document, tick the consent box and sign with their name, role and company. Signed copies can be downloaded and emailed.
Regenerate when things change
Generated documents don't update themselves — they're frozen snapshots of the project at generation time. Changed the scope, the crew, or the emergency details? Click Regenerate (e.g. Regenerate RAMS), rerun the wizard and a new version is issued. Old share links warn that they're superseded, and the crew re-signs the new version.
Every version is kept. On a desktop the Version History list sits beside the PDF — View shows an older version, and the download icon fetches its PDF. On a phone, tap the Document menu button and pick the version from the Versions list; Download then fetches the version you're viewing.
Frequently asked questions
Why can't I share this document?
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.
What can the person I share with actually do?
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.
What happens when I regenerate a document?
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.
Why does my PDF have a footer on the free plan?
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.
What should I do if document generation times out?
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.
Related guides
Didn't answer it? Email [email protected] — we reply within 24 hours.