In Documents you create and manage your clinic's documents — consent terms, certificates, reports, declarations and authorizations. Open it from the Documents item in the sidebar (on desktop) or from More → Documents (on mobile).
Create a document
Tap New document and choose how to start:
- Start from scratch — a blank page with your letterhead.
- From a template — pick one of the ready-made templates.
- Upload a PDF to sign — upload your own external PDF and sign it two ways. With the ICP-Brasil certificate, the signature is embedded into the file itself and the QR and validation code show up in the app and on the public page. With the handwritten signature, the app opens the PDF and you drag your signature to the spot you want (on any page) before confirming — it's low legal assurance (no ICP/QR), equivalent to signing by hand. An uploaded PDF can only be signed, downloaded or deleted (it isn't editable).
You can also issue a template straight from the Templates tab: tap Use.
Link a patient and guardian
The patient and guardian are chosen before the editor, on the "Who is this document for?" step that opens when you create any new document (from scratch or from a template). These links make the document show on the patient timeline and fill the text's variables right away: on continue the real data replaces the variables and you review and edit the final text — you can fix a name or add details directly in the text.
The writing screen is just the text: there is no patient/guardian picker there and the recipient is fixed. To change who the patient or guardian is, create the document again.
Self-filling variables
Variables are for writing templates that work for any visit: while editing, open the ⋯ (more actions) menu in the header, tap Insert variable and pick the field (Guardian, Patient, Clinic, Vet, Date). When you create any new document, a first step — "Who is this document for?" — lets you pick the patient and guardian (optional); on continue each variable is filled with real data right in the text and the patient/guardian are locked (no picker on the writing screen). Any variable left in the text is still replaced when the PDF is generated.
To check the result without generating the PDF, while viewing a document open the ⋯ (more actions) menu in the header and tap Preview: the page shows the real data applied (e.g. the guardian's name instead of the variable). Tap again to go back to the variable fields.
Letterhead (optional)
While editing, the Letterhead toggle (in the second header, next to the zoom) turns the clinic letterhead at the top of the document on or off (logo, clinic name, address and phone, and the vet's details). To set up the letterhead, open the ⋯ (more actions) menu and tap Configure letterhead (it opens the clinic settings). The letterhead identifies only the clinic; the patient and guardian data goes in the document body via variables.
Templates
The Templates tab has two areas: "My templates" (the templates that are yours, organized into folders you create) and the system "Library", a ready-made collection grouped by category (Consent forms, Terms & authorizations, Certificates & declarations, Clinical, Financial, Other). System templates are read-only; tap one to issue a document from it.
Only use a few? You can hide the system templates you don't use (the eye icon on the card) — they leave your list and move to the "Hidden" section at the bottom of the tab. Nothing is deleted: you can restore one (or all) from there anytime.
Organize your templates into folders
The system library categories are fixed, but you can create your own folders to organize your own templates. In the "My templates" area, tap New folder, name it, and create. Each folder has a ⋯ menu to rename or delete it (deleting a folder just moves its templates back to "No folder" — nothing is deleted). To move a template into a folder, open the card's ⋯ and pick the folder under "Move to folder"; you can also set the folder from the header selector while editing the template. Templates with no folder are grouped under "No folder".
Customize a system template
Want a ready-made template, but with your own wording? Tap Customize on the template card: the app creates an editable copy among your templates (with the "Mine" badge) and opens the same document-editing screen — the full page, with Insert variable, zoom and the ✦ AI button so the AI can help you write the template (improve, shorten, expand, formalize or a free instruction). Here the variables stay visible (e.g. {{guardian.name}}) since they're only filled in when the template becomes a document. The original system template stays intact. To edit one of your templates later, tap the pencil on its card — it opens the same screen.
Create your own template
Write or open a document and, in the header, open the ⋯ (more actions) menu and tap Save as template. The content (with its variables) becomes a reusable template that shows up in the Templates tab with a "Mine" badge. Your own templates can be deleted there (the trash icon on the card).
Delete a document
Open the document, open the ⋯ (more actions) menu in the header and tap Delete (the app asks for confirmation). Only unsigned documents can be deleted — a signed document is immutable; to change it, use Create new version.
Formatting: tables, images, checklists and more
The editor's formatting bar goes beyond bold, italics, headings and lists:
- Tables — the Table button inserts a 3×3 table with a header row. With the cursor inside a table, the same button opens the add/delete row and column, toggle header and delete table actions.
- Images — the Image button uploads a photo or file from your device; you can also paste a copied image or drag one straight into the text.
- Checklists — lists with checkboxes (e.g. discharge instructions, pre-surgical checklist).
- Highlight, superscript and subscript — text highlighting and clinical notation (e.g. m², doses).
- Page break — forces the following content to start on the next page. While editing it shows as a dashed line; the PDF prints no line, just the break.
All of it comes out identical in the PDF and on the guardian signing page. On mobile, table, image and page break live in the Paragraph tab of the formatting panel.
View, print and share
In the document header, open the ⋯ (more actions) menu and pick Print or Download the PDF (on mobile, Share). The document comes out with the letterhead, the filled-in data and signature lines for the guardian and the vet — the PDF is identical to the page you see on screen, same page breaks included. The lines are configurable: while editing, tap Signatures (in the sub-header) to show/hide each line and customize the second line's label (e.g. "Witness signature"). Printing also works for those who prefer to sign by hand: the document comes out clean, with no draft markings.
Editing on your phone
On the phone, the editing screen follows the style of mobile text editors: a slim bar at the top gathers undo/redo, zoom, the ✦ AI button, the ⋯ menu and save (✓) — and it tucks away as you scroll down, giving the screen back to the document (scroll up to bring it back). A double tap on the document jumps straight into editing.
At the bottom sits a panel with the document name: tap or drag it up to open the options — rename, the Print layout switch and the actions (Edit, Sign, letterhead, insert variable, signature lines). With Print layout on you see the A4 page exactly as it comes out in the PDF; off, the text fills the screen width in a flow mode that's more comfortable for typing — it's display-only (the PDF doesn't change) and your choice is remembered for next time.
While typing, the formatting bar shows above the keyboard (bold, italic, lists, alignment, color). The pinned button at its right edge opens the full formatting panel (the Text and Paragraph tabs) in place of the keyboard.
Improve the text with AI
In the editor, tap the ✦ AI button: besides the improve, shorten, expand and formalize shortcuts, there's a field to ask for any change in your own words — typing, dictating by voice or attaching files (e.g. an exam PDF or photo for the AI to consider). Select a passage first and the AI edits just that passage; with nothing selected it works on the whole document.
The suggestion shows up on the document itself, with the changes marked (insertions highlighted, deletions struck through) — you pick Accept, Adjust (asks for another pass on top) or Discard. Nothing changes without your confirmation, and the text formatting is preserved. For a longer conversation about the document, the same panel has the Talk in AI Chat shortcut.
Sign with a digital certificate
Tap Sign — on desktop the action lives in the ⋯ (more actions) menu; on mobile, also in the document's bottom panel. It is offered while you are editing too — the app saves the document first and goes straight to signing. Sign with your ICP-Brasil digital certificate, the same one used for prescriptions (set it up in Settings). Once signed, the document is frozen and can no longer be edited, and it gets a public validation QR and code. To change a signed document, use Create new version (the original is preserved). Digital signing requires the Pro plan and a CRMV on your profile.
Guardian signature
For terms that need the guardian's signature, open the ⋯ (more actions) menu in the header — both options live there:
- Collect the guardian's signature — the guardian signs right there, on your device, with a finger (handy at the counter).
- Send a link to sign — generates a link for the guardian to sign from their own phone, over WhatsApp or email. The link expires in 14 days and records the signature, IP and timestamp as proof. On the link page the guardian reads the document before signing; for uploaded PDFs, a View document (PDF) button opens the file.
The collected signature shows immediately above the guardian's line, on the on-screen document and in the PDF.
Order matters: guardian first
Your signature as the veterinarian seals the document — after it, the guardian can no longer sign. So collect the guardian's signature before signing yourself. If you try to sign while the guardian's signature is still pending, the app warns you and offers to collect it right away or send the link first. If the document is already sealed, use Create new version to collect the signature on the new copy.
Track the sent link
After sending the link, the send status — Sent, Viewed, Signed or Expired — shows in the document's second header. The Resend (renews the same link, handy if it expired) and Cancel send (the link stops working immediately) actions live in the ⋯ (more actions) menu.
Content locked after signing
Once the guardian signs — at the counter or via the link — the document content is locked: the signature applies to the text they read. To change anything after that, use Create new version (the signed document is preserved as a record).
Create a document with Mima
You can also ask Mima (AI Chat): "create a surgical consent term for Rex". She drafts the text and saves it as a draft in Documents for you to review, adjust and sign.
Mima can also change a document you already have: with the document open, ask for the change — e.g. "add an 8-hour fasting clause" or "make the tone more formal". If the document is already signed, she creates a new version (draft) with the change and keeps the original.