email and webhooks too

docs/usage.md

@@ -726,6 +726,7 @@ applied. You can use the following placeholders in the template with any trigger
 - `{{added_time}}`: added time in HH:MM format
 - `{{original_filename}}`: original file name without extension
 - `{{filename}}`: current file name without extension (for "added" workflows this may not be final yet, you can use `{{original_filename}}`)
+- `{{custom_fields}}`: Custom field names mapped to their type and value, as in [file name templates](advanced_usage.md#additional-variables). For example, `{{ custom_fields.Invoice.value }}` or `{{ custom_fields | get_cf_value("Invoice", "") }}` for a fallback when the field is missing. In title assignments, fields assigned by the same action are available.
 - `{{doc_title}}`: current document title (cannot be used in title assignment)
 
 The following placeholders are only available for "added" or "updated" triggers

src/documents/consumer.py

@@ -847,6 +847,19 @@ class ConsumerPlugin(
             local_added,
             self.filename,
             self.filename,
+            custom_fields=[
+                CustomFieldInstance(
+                    field=field,
+                    **{
+                        CustomFieldInstance.get_value_field_name(
+                            field.data_type,
+                        ): self.metadata.custom_fields[field.pk],
+                    },
+                )
+                for field in CustomField.objects.filter(
+                    pk__in=self.metadata.custom_fields or {},
+                )
+            ],
         )
 
     def _store(

src/documents/signals/handlers.py

@@ -1381,17 +1381,9 @@ def task_revoked_handler(
         return
     try:
         close_old_connections()
-        reason = "Task revoked before completion."
-        if expired:
-            reason = "Task expired before execution."
-        elif terminated:
-            reason = "Task terminated during execution."
         PaperlessTask.objects.filter(task_id=task_id).update(
             status=PaperlessTask.Status.REVOKED,
             date_done=timezone.now(),
-            result_data={
-                "reason": (reason + " Check worker logs for details."),
-            },
         )
     except Exception:  # pragma: no cover
         logger.exception("Updating PaperlessTask on revocation failed")

src/documents/templating/workflows.py

@@ -1,4 +1,5 @@
 import logging
+from collections.abc import Iterable
 from datetime import date
 from datetime import datetime
 from pathlib import Path
@@ -13,7 +14,9 @@ from jinja2 import make_logging_undefined
 from jinja2.meta import find_undeclared_variables
 from jinja2.sandbox import SecurityError
 
+from documents.models import CustomFieldInstance
 from documents.templating.environment import _template_environment
+from documents.templating.filepath import get_custom_fields_context
 from documents.templating.filters import format_datetime
 from documents.templating.filters import localize_date
 
@@ -56,6 +59,7 @@ _known_placeholder_names = {
     "doc_title",
     "doc_url",
     "doc_id",
+    "custom_fields",
 }
 
 
@@ -86,6 +90,7 @@ def parse_w_workflow_placeholders(
     doc_title: str | None = None,
     doc_url: str | None = None,
     doc_id: int | None = None,
+    custom_fields: Iterable[CustomFieldInstance] = (),
 ) -> str:
     """
     Available title placeholders for Workflows depend on what has already been assigned,
@@ -108,6 +113,7 @@ def parse_w_workflow_placeholders(
         "original_filename": Path(original_filename).stem,
         "filename": Path(filename).stem,
     }
+    formatting.update(get_custom_fields_context(custom_fields))
     if created is not None:
         formatting.update(
             {

src/documents/tests/test_api_documents.py

@@ -46,7 +46,6 @@ from documents.models import UiSettings
 from documents.models import Workflow
 from documents.models import WorkflowAction
 from documents.models import WorkflowTrigger
-from documents.search import get_backend
 from documents.signals.handlers import run_workflows
 from documents.tests.utils import ConsumeTaskMixin
 from paperless_testing.dirs import DirectoriesMixin
@@ -67,70 +66,6 @@ class TestDocumentApi(DirectoriesMixin, ConsumeTaskMixin, APITestCase):
         self.client.force_authenticate(user=self.user)
         cache.clear()
 
-    def test_detail_save_indexes_final_workflow_state(self) -> None:
-        viewer = UserFactory()
-        grant_global(viewer, "view_document")
-        inbox = TagFactory(is_inbox_tag=True)
-        doc = DocumentFactory(owner=self.user, content="distinctiveword")
-        doc.tags.add(inbox)
-        trigger = WorkflowTrigger.objects.create(
-            type=WorkflowTrigger.WorkflowTriggerType.DOCUMENT_UPDATED,
-        )
-        action = WorkflowAction.objects.create(assign_title="Workflow title")
-        action.assign_view_users.add(viewer)
-        action.remove_view_users.add(viewer)
-        workflow = Workflow.objects.create(name="Update document")
-        workflow.triggers.add(trigger)
-        workflow.actions.add(action)
-        backend = get_backend()
-        backend.add_or_update(doc)
-
-        for action_type in (
-            WorkflowAction.WorkflowActionType.ASSIGNMENT,
-            WorkflowAction.WorkflowActionType.REMOVAL,
-            WorkflowAction.WorkflowActionType.MOVE_TO_TRASH,
-        ):
-            with self.subTest(action_type=action_type):
-                grant = action_type == WorkflowAction.WorkflowActionType.ASSIGNMENT
-                action.type = action_type
-                action.save()
-                trigger.filter_has_not_tags.set([inbox] if grant else [])
-                trigger.filter_has_tags.set([] if grant else [inbox])
-                self.client.force_authenticate(self.user)
-                response = self.client.patch(
-                    f"/api/documents/{doc.pk}/",
-                    {"tags": [] if grant else [inbox.pk]},
-                    format="json",
-                )
-                self.assertEqual(response.status_code, status.HTTP_200_OK)
-                self.client.force_authenticate(viewer)
-                self.assertEqual(
-                    self.client.get(f"/api/documents/{doc.pk}/").status_code,
-                    status.HTTP_200_OK if grant else status.HTTP_404_NOT_FOUND,
-                )
-                # Check the index directly: the API's DB permission filtering
-                # would otherwise hide stale grants and trashed index entries.
-                self.assertEqual(
-                    list(backend.search_ids("distinctiveword", user=viewer)),
-                    [doc.pk] if grant else [],
-                )
-                if grant:
-                    response = self.client.get(
-                        "/api/documents/",
-                        {"query": "distinctiveword AND title:workflow"},
-                    )
-                    self.assertEqual(response.status_code, status.HTTP_200_OK)
-                    self.assertEqual(
-                        [result["id"] for result in response.data["results"]],
-                        [doc.pk],
-                    )
-                elif action_type == WorkflowAction.WorkflowActionType.MOVE_TO_TRASH:
-                    self.assertFalse(Document.objects.filter(pk=doc.pk).exists())
-                    self.assertEqual(
-                        list(backend.search_ids("distinctiveword", user=None)),
-                        [],
-                    )
-
     def testDocuments(self) -> None:
         response = self.client.get("/api/documents/").data
 

src/documents/tests/test_task_signals.py

@@ -429,36 +429,6 @@ class TestTaskRevokedHandler:
         assert task.status == PaperlessTask.Status.REVOKED
         assert task.date_done is not None
 
-    @pytest.mark.parametrize(
-        ("expired", "terminated", "reason"),
-        [
-            (True, False, "Task expired before execution."),
-            (False, True, "Task terminated during execution."),
-            (False, False, "Task revoked before completion."),
-        ],
-    )
-    def test_records_revocation_details(
-        self,
-        mocker,
-        expired,
-        terminated,
-        reason,
-    ) -> None:
-        task = PaperlessTaskFactory(status=PaperlessTask.Status.PENDING)
-        request = mocker.MagicMock()
-        request.id = task.task_id
-
-        task_revoked_handler(
-            request=request,
-            expired=expired,
-            terminated=terminated,
-        )
-        task.refresh_from_db()
-
-        assert task.result_data == {
-            "reason": f"{reason} Check worker logs for details.",
-        }
-
     def test_ignores_none_request(self) -> None:
         """task_revoked_handler must not raise when request is None."""
 

src/documents/tests/test_workflows.py

@@ -1846,6 +1846,50 @@ class TestWorkflows(
             expected_str = f"Document storage path {doc.storage_path} does not match {trigger.filter_has_storage_path}"
             self.assertIn(expected_str, cm.output[1])
 
+    def test_title_custom_fields(self) -> None:
+        from documents.consumer import ConsumerPlugin
+        from documents.templating.workflows import validate_workflow_template
+
+        field = CustomField.objects.create(
+            name="Invoice",
+            data_type=CustomField.FieldDataType.STRING,
+        )
+        template = '{{ custom_fields.Invoice.value }} {{ custom_fields | get_cf_value("Missing", "fallback") }}'
+        validate_workflow_template(template)
+        consumer = mock.Mock(
+            filename="invoice.pdf",
+            metadata=DocumentMetadataOverrides(custom_fields={field.pk: "INV-123"}),
+        )
+        self.assertEqual(
+            ConsumerPlugin._parse_title_placeholders(consumer, template),
+            "INV-123 fallback",
+        )
+        trigger = WorkflowTrigger.objects.create(
+            type=WorkflowTrigger.WorkflowTriggerType.DOCUMENT_ADDED,
+        )
+        action = WorkflowAction.objects.create(assign_title=template)
+        doc = Document.objects.create(title="Original")
+        action.assign_custom_fields.add(field)
+        action.assign_custom_fields_values = {str(field.pk): "INV-123"}
+        action.save()
+        workflow = Workflow.objects.create(name="Custom field title", order=0)
+        workflow.triggers.add(trigger)
+        workflow.actions.add(action)
+
+        document_consumption_finished.send(sender=self.__class__, document=doc)
+
+        doc.refresh_from_db()
+        self.assertEqual(doc.title, "INV-123 fallback")
+
+        # Existing fields remain available when the action assigns no custom fields.
+        action.assign_custom_fields.clear()
+        CustomFieldInstance.objects.filter(document=doc, field=field).update(
+            value_text="INV-456",
+        )
+        document_consumption_finished.send(sender=self.__class__, document=doc)
+        doc.refresh_from_db()
+        self.assertEqual(doc.title, "INV-456 fallback")
+
     def test_document_added_invalid_title_placeholders(self) -> None:
         """
         GIVEN:
@@ -5120,6 +5164,72 @@ class TestWorkflows(
         self.assertEqual(Document.objects.count(), 0)
 
 
+@pytest.mark.django_db
+@pytest.mark.parametrize("use_overrides", [False, True])
+def test_custom_fields_in_email_and_webhook_templates(
+    use_overrides,
+    settings,
+    tmp_path,
+):
+    from documents.workflows.actions import build_workflow_action_context
+    from documents.workflows.actions import execute_email_action
+    from documents.workflows.actions import execute_webhook_action
+
+    settings.EMAIL_ENABLED = True
+    field = CustomField.objects.create(
+        name="Invoice",
+        data_type=CustomField.FieldDataType.STRING,
+    )
+    if use_overrides:
+        invoice = tmp_path / "invoice.pdf"
+        invoice.write_bytes(b"%PDF-1.7")
+        document = ConsumableDocument(
+            source=DocumentSource.ConsumeFolder,
+            original_file=invoice,
+        )
+        overrides = DocumentMetadataOverrides(custom_fields={field.pk: "INV-123"})
+    else:
+        document = Document.objects.create(title="Invoice")
+        CustomFieldInstance.objects.create(
+            document=document,
+            field=field,
+            value_text="INV-123",
+        )
+        overrides = None
+    context = build_workflow_action_context(document, overrides)
+    template = '{{ custom_fields.Invoice.value }} {{ custom_fields | get_cf_value("Missing", "fallback") }}'
+    action = WorkflowAction(
+        email=WorkflowActionEmail(
+            subject=template,
+            body=template,
+            to="test@example.com",
+        ),
+        webhook=WorkflowActionWebhook(
+            url="https://example.com",
+            body=template,
+        ),
+    )
+    with mock.patch("documents.workflows.actions.send_email") as send_email:
+        execute_email_action(
+            action,
+            document,
+            context,
+            None,
+            Path("invoice.pdf"),
+            WorkflowTrigger.WorkflowTriggerType.DOCUMENT_ADDED,
+        )
+    assert send_email.call_args.kwargs["subject"] == "INV-123 fallback"
+    assert send_email.call_args.kwargs["body"] == "INV-123 fallback"
+    with mock.patch("documents.workflows.actions.send_webhook.apply_async") as send:
+        for use_params in (False, True):
+            action.webhook.use_params = use_params
+            action.webhook.params = {"invoice": template}
+            execute_webhook_action(action, document, context, None, Path("invoice.pdf"))
+            assert send.call_args.kwargs["kwargs"]["data"] == (
+                {"invoice": "INV-123 fallback"} if use_params else "INV-123 fallback"
+            )
+
+
 class TestWebhookSend:
     def test_send_webhook_data_or_json(
         self,

src/documents/views.py

@@ -1304,19 +1304,13 @@ class DocumentViewSet(
 
         from documents.search import get_backend
 
+        get_backend().add_or_update(refreshed_doc)
+
         document_updated.send(
             sender=self.__class__,
             document=refreshed_doc,
         )
 
-        # Index the final workflow state, including deletion.
-        backend = get_backend()
-        final_doc = Document.objects.filter(pk=root_doc.pk).first()
-        if final_doc is None:
-            backend.remove(root_doc.pk)
-        else:
-            backend.add_or_update(final_doc)
-
         return response
 
     def list(self, request, *args, **kwargs):

src/documents/workflows/actions.py

@@ -11,6 +11,8 @@ from documents.data_models import DocumentMetadataOverrides
 from documents.mail import EmailAttachment
 from documents.mail import send_email
 from documents.models import Correspondent
+from documents.models import CustomField
+from documents.models import CustomFieldInstance
 from documents.models import Document
 from documents.models import DocumentType
 from documents.models import WorkflowAction
@@ -48,6 +50,9 @@ def build_workflow_action_context(
             "added": timezone.localtime(document.added),
             "created": document.created,
             "id": document.pk,
+            "custom_fields": CustomFieldInstance.global_objects.filter(
+                document=document,
+            ).select_related("field"),
         }
 
     correspondent_obj = (
@@ -80,6 +85,19 @@ def build_workflow_action_context(
         "added": timezone.localtime(timezone.now()),
         "created": overrides.created if overrides else None,
         "id": "",
+        "custom_fields": [
+            CustomFieldInstance(
+                field=field,
+                **{
+                    CustomFieldInstance.get_value_field_name(
+                        field.data_type,
+                    ): overrides.custom_fields[field.pk],
+                },
+            )
+            for field in CustomField.objects.filter(
+                pk__in=overrides.custom_fields or {},
+            )
+        ],
     }
 
 
@@ -116,6 +134,7 @@ def execute_email_action(
                 context["title"],
                 context["doc_url"],
                 context["id"],
+                custom_fields=context["custom_fields"],
             )
             if action.email.subject
             else ""
@@ -133,6 +152,7 @@ def execute_email_action(
                 context["title"],
                 context["doc_url"],
                 context["id"],
+                custom_fields=context["custom_fields"],
             )
             if action.email.body
             else ""
@@ -211,6 +231,7 @@ def execute_webhook_action(
                             context["title"],
                             context["doc_url"],
                             context["id"],
+                            custom_fields=context["custom_fields"],
                         )
                 except Exception as e:
                     logger.error(
@@ -230,6 +251,7 @@ def execute_webhook_action(
                 context["title"],
                 context["doc_url"],
                 context["id"],
+                custom_fields=context["custom_fields"],
             )
         headers = {}
         if action.webhook.headers:

src/documents/workflows/mutations.py

@@ -43,6 +43,33 @@ def apply_assignment_to_document(
     if action.assign_owner:
         document.owner = action.assign_owner
 
+    if action.has_assign_custom_fields:
+        for field in action.assign_custom_fields.all():
+            value_field_name = CustomFieldInstance.get_value_field_name(
+                data_type=field.data_type,
+            )
+            args = {
+                value_field_name: action.assign_custom_fields_values.get(
+                    str(field.pk),
+                    None,
+                ),
+            }
+            # for some reason update_or_create doesn't work here
+            instance = CustomFieldInstance.objects.filter(
+                field=field,
+                document=document,
+            ).first()
+            # empty string is indistinguishable from no value in the UI
+            if instance and args[value_field_name] not in (None, ""):
+                setattr(instance, value_field_name, args[value_field_name])
+                instance.save()
+            elif not instance:
+                CustomFieldInstance.objects.create(
+                    **args,
+                    field=field,
+                    document=document,
+                )
+
     if action.assign_title:
         try:
             title = parse_w_workflow_placeholders(
@@ -57,6 +84,9 @@ def apply_assignment_to_document(
                 "",  # dont pass the title to avoid recursion
                 "",  # no urls in titles
                 document.pk,
+                custom_fields=CustomFieldInstance.global_objects.filter(
+                    document=document,
+                ).select_related("field"),
             )
             if title:
                 document.title = title
@@ -91,33 +121,6 @@ def apply_assignment_to_document(
             merge=True,
         )
 
-    if action.has_assign_custom_fields:
-        for field in action.assign_custom_fields.all():
-            value_field_name = CustomFieldInstance.get_value_field_name(
-                data_type=field.data_type,
-            )
-            args = {
-                value_field_name: action.assign_custom_fields_values.get(
-                    str(field.pk),
-                    None,
-                ),
-            }
-            # for some reason update_or_create doesn't work here
-            instance = CustomFieldInstance.objects.filter(
-                field=field,
-                document=document,
-            ).first()
-            # empty string is indistinguishable from no value in the UI
-            if instance and args[value_field_name] not in (None, ""):
-                setattr(instance, value_field_name, args[value_field_name])
-                instance.save()
-            elif not instance:
-                CustomFieldInstance.objects.create(
-                    **args,
-                    field=field,
-                    document=document,
-                )
-
 
 def apply_assignment_to_overrides(
     action: WorkflowAction,

src/locale/en_US/LC_MESSAGES/django.po

@@ -2,7 +2,7 @@ msgid ""
 msgstr ""
 "Project-Id-Version: paperless-ngx\n"
 "Report-Msgid-Bugs-To: \n"
-"POT-Creation-Date: 2026-10-28 02:55+0000\n"
+"POT-Creation-Date: 2026-10-24 21:11+0000\n"
 "PO-Revision-Date: 2022-02-17 04:17\n"
 "Last-Translator: \n"
 "Language-Team: English\n"
@@ -1653,7 +1653,7 @@ msgid "workflow runs"
 msgstr ""
 
 #: documents/serialisers.py:483 documents/serialisers.py:840
-#: documents/serialisers.py:2872 documents/views.py:360 documents/views.py:2730
+#: documents/serialisers.py:2872 documents/views.py:360 documents/views.py:2724
 #: paperless_mail/serialisers.py:156
 msgid "Insufficient permissions."
 msgstr ""
@@ -1694,7 +1694,7 @@ msgstr ""
 msgid "Duplicate document identifiers are not allowed."
 msgstr ""
 
-#: documents/serialisers.py:2958 documents/views.py:4780
+#: documents/serialisers.py:2958 documents/views.py:4774
 #, python-format
 msgid "Documents not found: %(ids)s"
 msgstr ""
@@ -1949,36 +1949,36 @@ msgstr ""
 msgid "Specify only one of text, title_search, query, or more_like_id."
 msgstr ""
 
-#: documents/views.py:353 documents/views.py:2727
+#: documents/views.py:353 documents/views.py:2721
 msgid "Invalid more_like_id"
 msgstr ""
 
-#: documents/views.py:1665
+#: documents/views.py:1659
 msgid "Invalid AI configuration."
 msgstr ""
 
-#: documents/views.py:1676
+#: documents/views.py:1670
 msgid "AI backend request timed out."
 msgstr ""
 
-#: documents/views.py:1688
+#: documents/views.py:1682
 msgid "AI backend rejected the request. Check logs for details."
 msgstr ""
 
-#: documents/views.py:4796
+#: documents/views.py:4790
 #, python-format
 msgid "Insufficient permissions to share document %(id)s."
 msgstr ""
 
-#: documents/views.py:4843
+#: documents/views.py:4837
 msgid "Bundle is already being processed."
 msgstr ""
 
-#: documents/views.py:4909
+#: documents/views.py:4903
 msgid "The share link bundle is still being prepared. Please try again later."
 msgstr ""
 
-#: documents/views.py:4923
+#: documents/views.py:4917
 msgid "The share link bundle is unavailable."
 msgstr ""