A document uses one unit from your organization’s allowance as soon as it is created. It does not need to be published or shared to count.
Actions that use one document
Each of these actions creates a new document and uses one unit:
A draft counts. If you want to collect information before creating the final
report, use notes: text, photo, and voice notes are unlimited.
Actions that do not use another document
Once a document exists, you can do the following without counting it again:
- edit or enrich its content;
- add notes, photos, attachments, or recipients;
- share it again;
- collect comments or signatures;
- lock it;
- export it as a PDF on Pro and above.
There does not charge for revisions or versions of the same document. A new unit is used only when a new document is created or restored.
Trash and restoration
Moving a document to Trash immediately removes it from the allowance. The document remains recoverable for 30 days.
To restore it, the organization must have at least one available unit. The restored document then uses that unit. If the allowance is full, delete another active document, wait for the monthly renewal, or upgrade before restoring.
After 30 days in Trash, the document is permanently deleted and can no longer be restored.
There has no archive status for documents. Locking a document prevents editing
but does not remove it from the allowance.
Examples
Prepare a weekly report
Editing last week’s report does not use another document. Duplicating it or selecting Create next creates this week’s report and uses one unit.
Import an existing report
Creating a document and importing a Word file uses one unit in total. The import itself does not use an additional unit.
Restore a deleted report
If your organization has 2 units available, restoring a report from Trash leaves 1 unit available. If no unit is available, restoration is blocked until allowance becomes available.
See Document allowance and usage for renewal and limit rules. 
