Deal documents and sharing
Every deal page has a Documents panel for the material of the sale: assessments, quotes, contracts, work orders, briefs, presentations, transcripts and more. Documents can be generated in Nucleo, uploaded as files or linked from Google Drive. Each one has a number, keeps every version and, for documents meant for the client, goes through approval before anyone outside your company can see it.
Once approved, you share a document with a private link. The client opens it in the browser, without an account, and you see when and how often it was opened.
Read the Documents panel
| Column | What it shows |
|---|---|
| Document | The title, the document number (or where the file comes from: Uploaded file or Google Drive) and the current version. |
| Type | Assessment, Quote, Contract, Work order, Brief, Presentation, Transcript or Other. |
| Status | Where the document stands in the approval flow. |
| Valid until | The document's own validity date. Past it, the date turns red with expired. |
| Status | Meaning |
|---|---|
| Draft | Being prepared. It can't reach the client. |
| In approval | Waiting for an approver. |
| Approved | Approved: it can be shared. |
| Sent | A link has been created for it. |
| Signed | Signed. It can no longer be changed: create a new document instead. |
| Declined | Sent back by an approver. Change it and send it for approval again. |
Who approves documents
Assessments, quotes, contracts, work orders and every document generated in Nucleo need approval before they reach the client. Other material, such as a brief or a transcript you uploaded, can be shared directly.
Approvers are chosen person by person in Document templates, under Approvers. The Owner of the company can always approve. Roles, including Admin, don't grant approval on their own.
Create a document
Documents are usually generated for you, for example when Atomo builds an assessment or a proposal from your templates. You can also create one yourself from its HTML content.
Steps
- In Nucleo, go to Brain > Deals, and then click the deal.
- In the Documents panel, click New document.
- Enter the Title and choose the Type.
- Choose the Format: A4 document or Deck 16:9.
- Choose the Language: Italiano or English. The page the client sees uses this language.
- Optional: set Valid until.
- Paste the HTML content. A fragment is enough: the standard layout is added on top.
- Click Create.
The document gets a unique number and starts as a Draft.
How documents are numbered
Every document Nucleo produces gets a unique number when it's created, and never reuses one. New versions keep the same number, with the version shown next to it, such as v2 or v3.
| Document | Number |
|---|---|
| Quote | PRV- followed by the year and a progressive number, such as PRV-2026-0012. |
| Contract | C- followed by the year and a number, such as C-2026-0474. Each year the count starts from a new value, not from 0001. |
| Assessment | ASS- followed by the year and a progressive number. |
| Work order | ODL- followed by the year and a progressive number. |
The number appears in the header of every page, in the PDF and in its file name. A4 documents also show the version in the header and the page number, such as page 2 of 5, in the footer.
Creating a document of type Contract also creates the contract itself, pending, in the deal's Contracts card, with the same number, the company and contact of the deal and the deal's value. Duration, renewal and notice come from the template. When the signed copy comes back as a PDF, it joins the same contract, which becomes signed together with its document.
Correct the number of a contract or a quote
The number in Brain must match the one printed on the document the client received. If they differ, correct the number in Brain, also on a signed contract.
Steps
- Open the contract or the quote.
- Next to the number, click the pencil icon (Correct the number).
- Enter the New number and the Reason for the correction.
- Click Save number.
The change is recorded in the company timeline with the old and new number, the reason and who made it. The deal documents linked to the contract or quote follow the new number; if one can't, Brain lists it so you can check it.
Preview a document and save a new version
For a generated document, the icons on its row let you open the Preview, download the PDF, or save a New version. For an uploaded file, the icon downloads it; for a Google Drive document, it opens it in Drive.
To save a new version, click New version, paste the new HTML, and then click Save version. The new version becomes the current one.
Add a version in another language
For international clients, a document often goes out in more than one language. A language version is the same document in another language: it stays under the main document, with the language flag next to it, and has its own versions and its own approval. It works for generated documents and for uploaded files, in any combination: an English file for an Italian HTML document, or the other way round.
Steps
- In Nucleo, go to Brain > Deals, and then click the deal.
- In the Documents panel, under the main document, click + language.
- Choose the Language.
- Choose the content: File to upload it, or HTML to paste it. Brain suggests the format of the main document.
- Click Create.
The version takes the number of the main document with the language code, such as ASS-2026-0003-EN, and stays in the same contract or quote: no new number, contract or quote is created. If the main document has no number, the version is identified by its language. Click a language under the document to see that version and act on it.
Send a document for approval and approve it
Steps
- In Nucleo, go to Brain > Deals, and then click the deal.
- In the Documents panel, click Send for approval on the document's row. It becomes In approval.
- An approver opens the same deal and, on the document's row, clicks Approve, or Decline to send it back to draft.
Send a document in several languages
When a document has language versions, Share link starts with Languages to send. Tick the languages, and then choose how to send them:
| Action | What it does |
|---|---|
| Links for the chosen languages | Creates a link for each language and copies them all, one per line with the language code. The documents become Sent. |
| Email draft with the files | Creates an email draft in Inbox > Drafts, addressed to the deal's contact, with the file of each language attached: the uploaded file, or the PDF of a generated document. The documents become Sent when you send the email. |
Copy, renew or revoke a link
Click Share link on a document to see all its links. For each one, the panel shows whether it's Active, Revoked or Expired, when it expires, how many times it was opened and when it was last viewed.
| Action | What it does |
|---|---|
| Copy | Copies the link again. |
| Renew | Extends the link by the default duration from today. It also reactivates a revoked or expired link. |
| Revoke | Switches the link off after a confirmation. Whoever has it can no longer open the document. You can create a new link at any time. |
What the recipient sees
The document opens under a bar that says who shared it, with the document number, title, version and issue date, and a validity badge: Valid until a date, No expiry, or No longer valid. The recipient can Print it or Save PDF. Documents display as A4 pages or as 16:9 slides, and the page follows the document's language. Public pages are never indexed by search engines.
If the recipient can't see the document, the page explains why:
| Message | When it appears |
|---|---|
| Document unavailable | The link doesn't exist or has been revoked. |
| Link expired | The link is past its expiry date. |
| Document under revision | A new version is waiting for approval. |
Delete a document
Click the trash icon on the document's row, and then click Delete to confirm.