Document history and downloads
Find every generated document with its status, source and size, download stored PDFs again, and see how long PDFs are kept on your plan.
Every document a workflow or the API generates is listed on the Documents page, successful or not. It is the first place to look when you want a PDF again or when a workflow did not do what you expected.
The list
| Column | What it shows |
|---|---|
| For | The order number, product title or customer name the document is about. A failed document shows its error message here |
| Status | Generated, Failed or In progress |
| Template | The name of the template at the time |
| Source | Shopify Flow or API |
| Size | The size of the PDF |
| Created | When it was generated |
| A download button while the PDF is stored |
Previews in the editor are not listed. They are not documents and do not count toward your plan.
Find a document
- Search by order, product, customer, template or file name.
- Filter by template with All templates, by status with All statuses and by source with All sources.
From a template, the Documents button at the top of the editor opens the history filtered to that template. The number in the Documents column of the Templates list does the same.
Download a PDF
Select the download button in the PDF column. The PDF downloads with its file name.
This works for as long as the PDF is stored, also after the 7-day link that Flow received has expired. So when a customer asks for an invoice again after a week, download it here, or generate a new one.
How long PDFs are kept
Each plan keeps the PDF files for a number of days:
| Plan | PDFs kept for |
|---|---|
| Free | 7 days |
| Starter | 30 days |
| Unlimited | 90 days |
See Plans and pricing.
After that time the PDF file is deleted. The row stays in the history with its status, template and date, and the PDF column shows Deleted after retention. The document still counts as generated, and nothing changes in your usage.
If you need a document for longer than your plan keeps it, save the PDF in your own system when it is generated, for example by passing the download link to a workflow step that stores the file.
Failed documents
A failed document shows its error in the For column, in the same words Flow shows in its run details. Failed documents do not count toward your plan.
The Home page lists Recent failures and shows your Success rate for the period you pick. You can also get an email when an unusual share of documents from Flow fail, under Notification settings on the Home page.
See Troubleshooting for what each error means.
Next steps
- Troubleshooting - fix a failed document.
- Plans and pricing - allowance and retention.
- Developer API and MCP - read the history from code.