Overview
The Warehouse Release document gives shippers and warehouse staff a clear record of items being released from storage. It shows totals at the top, a full inventory table with separate columns for condition at check-in and condition at release, a section for Oversized items, and inline flags for High Value Items, Fragile items, and Oversized items. The document is delivered as a downloadable, printable PDF stored on the opportunity record.
Before You Start
Available to accounts using SmartMoving Storage.
You must be an admin (typically owners) or have a role with access to storage opportunities and the Document Library.
Access to storage opportunities and to the Document Library is controlled by your existing roles and permissions.
If you don't see this option, contact SmartMoving Support.
How To Do It
You can use the Warehouse Release document in one of two ways.
Option 1: Use SmartMoving's built-in Warehouse Release document
SmartMoving provides a Warehouse Release document on storage releases out of the box. No setup is required. If you do not need to customize the document, you can stop here. The document generates with the standard layout and SmartMoving's complex tokens already in place.
Option 2: Customize the document from the Document Library
If you want to change the layout, wording, or branding of the document, use the Warehouse Release starting template.
Go to Settings, then open Forms & Documents, then Document Library.
Locate the Warehouse Release starting template.
Copy the template to use it as the base for a custom Warehouse Release document for your company.
Edit the document the same way you edit any other document in the library. Adjust sections, branding, or wording as needed.
Save your changes. Your custom version will be used on storage releases instead of the built-in document.
What the Document Includes
A summary section at the top showing the Total Items Released, the count of Oversized items, the count of High Value Items, and the count of Fragile items.
A full inventory table listing the items being released.
A Condition at Check-In column showing any damages or notes recorded on the initial Descriptive Inventory (DI) and on any checks completed up to and including the warehouse check.
A Condition at Release column showing any new damages or notes recorded after the item was received into storage, such as from the warehouse cross-reference check or from the Storage Module.
Blank condition columns when no damages or exceptions were recorded for an item. A blank entry means the item is in good condition, per industry standard.
Inline flags next to item descriptions: (Oversized) for Oversized, (HVI) for High Value Item, and (FA) for Fragile.
A light purple row background for High Value Items and a light pink row background for Fragile items. The colors match the Descriptive Inventory sheet.
An Oversized Items detail section between the inventory table and the charges summary, listing all Oversized items.
Rooms support: if your company uses rooms, items are sorted into their correct rooms on the document.
Customization Tokens
If you customize the document using the starting template, it relies on a set of tokens that pull live release data when the document generates. These tokens support header content, signatures, and other sections that depend on real-time data. Keep them in place so the document renders correctly.
Token | What it inserts |
| The date the move-out is processed. |
| The count of individual inventory items being released. |
| The move-out request number from the Storage Portal or Storage Module. |
| The lot number or numbers associated with the released items. |
| The count of Oversized items, used in the charges table alongside the amount. |
| The count of High Value Items. |
| The count of Fragile items. |
| Populates the Oversized Items detail section between the inventory table and the charges summary. |
Note: Removing any of these tokens from a customized template can cause sections of the document to render incorrectly or come out blank.
Best Practices
Start from SmartMoving's built-in Warehouse Release document if your team does not need custom branding or layout changes.
When customizing, copy the Warehouse Release starting template rather than building a new document type from scratch. The starting template includes the required tokens.
Keep all customization tokens in the template, even if you rearrange the layout. Tokens can be moved, but removing them breaks parts of the rendered document.
Use the rooms feature on your inventory if you want items grouped by room on the document.
Troubleshooting
A section of the document renders blank or incorrectly. Confirm the relevant tokens are still in your customized template. Removing tokens such as @StorageReleaseTotalItems or @OversizedItemsList causes sections to render incorrectly.
Condition columns are blank for an item. A blank condition column means no damages or exceptions were recorded for that item. Per industry standard, a blank entry indicates the item is in good condition.
Items are not grouped by room on the document. Rooms support depends on your inventory using rooms. Confirm room assignments on the items before generating the document.
You don't see the Warehouse Release template in the Document Library. Contact SmartMoving Support.