---
title: "Document history and downloads - Workflow Documents"
description: "Find every generated document with its status, source and size, download stored PDFs again, and see how long PDFs are kept on your plan."
canonical: "https://docs.workflow-documents.app/document-history"
---

# Document history and downloads

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 |
| PDF | 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](https://docs.workflow-documents.app/plans-and-pricing.md).

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.

> [!NOTE]
> **Two different time limits**
> The **download link** from the Flow action or the API is valid for 7 days. The **stored PDF** is kept for your plan's retention. Whichever ends first, the link stops working: on a plan that keeps PDFs for less than 7 days, the link ends when the PDF is deleted.

## 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](https://docs.workflow-documents.app/troubleshooting.md) for what each error means.

## Next steps

- [Troubleshooting](https://docs.workflow-documents.app/troubleshooting.md) - fix a failed document.
- [Plans and pricing](https://docs.workflow-documents.app/plans-and-pricing.md) - allowance and retention.
- [Developer API and MCP](https://docs.workflow-documents.app/developer-api-and-mcp.md) - read the history from code.