Editable Documents

Klervex generates trade documents with smart fillable fields for data that is not yet available at generation time. Once all fields are complete, you can finalize the document to archival PDF/A-2b format.

How Fillable Fields Work

When you generate a document and certain fields are empty in your shipment data, Klervex renders those fields as interactive PDF form fields instead of leaving them blank. The rest of the document — weights, values, HS codes, party details — is locked into the page content and cannot be modified.

This means you can generate a Bill of Lading before the carrier assigns a B/L number, then fill it in later without regenerating the entire document set.

Which Fields Are Editable

The following fields become fillable when their value is missing at generation time:

Field	Document Types	Reason
B/L Number	Bill of Lading	Assigned by carrier after booking confirmation
Container Number	B/L, Packing List, VGM	Assigned at port of loading
Seal Number	B/L, Packing List	Applied during container stuffing
Vessel Name	B/L, VGM	Confirmed after carrier booking
Voyage Number	B/L	Confirmed after carrier booking
AWB Number	Air Waybill	Assigned by airline at cargo acceptance
Inspector Signature	Phytosanitary, Health/Vet, CoA	Signed at the inspection point
Customs Stamp	Certificate of Origin, EUR.1	Applied by the customs authority

Which Fields Stay Locked

These fields are always rendered as static content, even if they could theoretically change:

• Net and gross weights — validated against packing list totals
• Declared values — must match commercial invoice line items
• HS codes — verified against WCO and country-specific tariff schedules
• Party details — cross-checked with sanctions screening results
• Incoterms — validated against the transport mode
• Line item quantities — matched for consistency across all documents

Locking these fields prevents accidental or intentional modification of compliance-critical data after validation.

How to Fill Fields

Adobe Acrobat / Acrobat Reader

1. Open the generated PDF in Adobe Acrobat or Acrobat Reader
2. Fillable fields appear highlighted in blue
3. Click on a field and type the value (e.g., MAEU123456789 for B/L Number)
4. Save the file when all fields are complete

Foxit Reader

1. Open the PDF in Foxit Reader
2. The Form toolbar activates automatically when fillable fields are detected
3. Click each field to enter data
4. Save the completed document

Browser Preview

Most browsers (Chrome, Edge, Firefox) display fillable PDF fields in their built-in viewer. Click the field, type the value, and download the updated file. For best compatibility, use a dedicated PDF reader.

Finalizing a Document

Once all fillable fields are complete, upload the filled PDF back to Klervex. The system extracts the field values, merges them into your shipment data, and regenerates clean documents with the complete data set.

Via Dashboard

1. Open the shipment in the Klervex dashboard
2. Go to the Deliver stage
3. Click Upload Filled Document next to the document
4. Upload the PDF you filled in Acrobat (or any PDF editor)
5. Review the extracted values — Klervex shows each field it found and the mapped shipment data path
6. Click Finalize & Regenerate to generate clean documents with the complete data
7. Download the regenerated documents

You can upload multiple filled documents (e.g., Bill of Lading and Air Waybill) before finalizing the shipment. All extracted values are merged into the shipment data before regeneration.

Via API

Use the POST /functions/v1/extract-filled-fields endpoint to upload a filled PDF and extract field values. Optionally set auto_merge: true to merge extracted values into the shipment automatically, then call the generate endpoint to regenerate.

What Finalization Does

1. Extracts form field values — reads the filled data directly from PDF form fields (no AI, instant)
2. Maps to shipment data — each extracted field is mapped to the corresponding shipment data path
3. Merges into shipment — extracted values are added to the shipment record
4. Regenerates clean documents — new documents are generated with the complete data set
5. Generates a new verification hash — the regenerated document gets its own SHA-256 hash
6. Applies a verification stamp — visible stamp in the footer with the new hash and timestamp

The regenerated documents are identical to ones that would have been generated with full data from the start — no form fields, no artifacts, native rendering quality.

Best Practices

• Generate early, fill later — do not wait for carrier booking confirmation to generate your document set. Generate with the data you have and fill in transport details when they arrive.
• Upload and regenerate before submission — always upload filled documents and regenerate before submitting to customs or sharing with trading partners. Fillable PDFs can be accidentally modified.
• Upload multiple documents at once — you can upload several filled documents before finalizing. All extracted values are merged into the shipment before regeneration.