For Administrators

  • Working with the Documents module

    In the Documents module you can upload contracts and private or company-wide/team documents to the app or create it easily from the preset templates.

    The application allows users with the role of the Owner, Admin or a regular user with an additional role Document manager to manage documents. A detailed overview of the roles can be found here.

     

    Let's have a look on how to set up documents step by step:

    Content:

    Initial settings of documents

    Firstly, open the Document module in the Company section. Once you are in, in the right top corner you can navigate to Settings. This is the place where you can set up the basics and desired documents set up.
     


    The settings is focused on three main sections: Folders, Approval and Notifications. 

    Folders
    For better overview of the documents, you might want to sort them out to the specific folders. Here you can create as many folders as required. Just click on + Add folder and name the folder.

    When creating the folder, you can put a description to the folder (e.g. These documents are confidental) or grant an READ ONLY rights to some user. You can find this useful for example when the Team Managers would like to see documents for their team members.

     

    Approvals

    This funcionality can be used for manual approval of all uploaded documents - if you need administrators and managers of the users to approve the documents, you can turn this on.

    Notifications

    In the Notifications section you can set up some of the reminders for the document recipients to remind them reading or signing the document. Moreover, you can set up a notification for the administrators before the document expires.

    You can also choose when is the right time for the notification to pop up.

     

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    Creation of a document template

     

    You can easily create a document template with the auto-fill fields to quickly prepare documents for preset templates.
    To do that, navigate to the Documents module and to 'Templates' in the top right corner and then click + Add new template to open the new template editor. 

    Start with naming your template and then continue to the editor to create the text.
     
    The text itself is edited using tools similar to those in Word. There are three ways how you can insert the text. You can:
     
    • import it from Word
    • insert a copied text
    • type it into the editor yourself

    To import the file from Word just click on 'File' in the top panel of the editor and import from Word. You can then also export the template to PDF or Word.
     
    Adding the placeholders
    Once the text is in the editor, it is time to add the placeholders into the text. The placeholders are designated spots in your document for automatic data insertion from users profile (like names, addresses, etc.). By clicking into the text and then choosing the type of placeholder on the right side you indicate where in the text should the data appear. 
     
    If the template should contain more representatives and signing parties, you can easily preset placeholders for every signatory to speed up your work with documents. To do so, check the section 'Variables' on the right side. 
     
    Name the first recipient, e.g. Employee and then add as many parties as you wish. 
    Example: We are preparing a template that typically requires signatures from the employee, their manager, and the company CEO. Therefore, we are including placeholders for all three parties in the template. Later, when creating the actual document from the template, we will simply select the representatives of these roles to populate their information in the document.

    Not only User details but also Company placeholders can be added to the template or some other data, such as Today's date.Once all set up and before saving the template, you can also define the Order of Signatures. This will specify the sequence of the signatures and by whom the document should be signed first.

    Just drag and drop the signatories to define who will be the first one and who will sign he document as the last one.

    And that's it. As a final step just Save the template and it is ready to be used for the document creation!

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    How to create a document from the template

    Create a new document directly from previously created template. Go to Documents module and click on +Add new document in the top right corner. Then navigate to 'Create document from template' section.

    In the next step, select the template you want to use from the list of templates.

     There are several fields to fill in or options to choose. Let's look at it more closely!

     

    Name: name the document here (e.g. NDA - PMO Team (Maria Quancia)

    Tags: you can tag the document which will help you with filtering later (e.g. NDA tag)

    Folder: you can already sort the document to the correct folder (e.g. in this case we want it in the NDA folder)

    Is private: the document can be sent to the user's private email - just switch the button on if you want it to be delivered this way

    Single recipient vs. Multiple users: you can either create one document for one user or a set of documents at once for more users. So if you select multiple users, it means that it will create a separate document for each of them

    Parties - Employee, Project Manager or ANY other party: these fields will appear exactly in a way you have defined when creating the template (e.g. can be just once Recipient or can be Employee, Manager, CEO.....) Here you select actual users who should receive the document

    Show preview: you can preview the finalized document

    Download PDF: you can download the document into PDF

    Confirmation type:

    • Not required - this type does not require any type of confirmation from the user
    • Read confirmation - this type requires the confirmation that the user has read the document but without the need of signing it
    • Signature request - this type requires an actuall signature from the user

    Deadline date: date for the read/signature deadline

    Expiration date: date when the document is expiring

    Designation/version: you can use versions for your documents

    Accompanying message: place for placing a message for the users who will recieve the document

     

    And as a last step, simply Upload the document and by doing so, selected users will receive the document.

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    How to upload a document

    If you do not prefer to use templates, you can upload a document in PDF. Go to Documents module and click on +Add new document in the top right corner and navigate to 'Upload document' section.

    Note: Please be aware that you can only upload PDFs, PNGs, JPEGs etc. — basically, only closed formats. The reason for this is simple: you do not want users to be able to rewrite or change the content of the document when signing it!

     

    This gives you three options!

    Upload company-wide document

    Use this type for sharing a company-wide document, such as policies, guidelines etc. You just name the document, use tags and select folder, upload the document and define if it should go to the users private emails.

    The comany wide document can be sent out to the Whole company or just to the Selected team.

    In case the document requires a confirmation, you can define in how many days maximum it should be read/signed by the users and also if any new newcomers should receive it once they join the company.

     

    Upload single user document

    Use this type for uploading document for one specific employee. You can also add another user who should sign the document (e.g. for Work Contract it might be the CEO) or an external user. Just fill in the details of the external user you want to send the contract to, including their name, email address, phone number and langugage you want to use to communicate with them.

    Other than that, the process is almost the same as above - you just name the document, use tags and select folder, upload the document and define if it should go to the users private emails and if it has an expiration day and should be confirmed by the user.

     

     

    Bulk upload documents for user

    If you have more documents to upload, use Bulk upload. Just click to upload from your folder or drag and drop the documents.

     

    Once the documents are uploaded, you can adjust the names, add tags, recipient, folder and expiration date.

    In the first line of fields is you can simply set up the parameters and by clicking the Apply it will change for all uploaded documents. Let's say I want all the documents to be called - Work Contract so I would put this name into the firts field and click Apply.

     

    Then just update all neccessary details and upload the documents to the users profiles.

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    Overview of the documents

    In the Document management section you can see the detail of All documents but also all folders so that you can easily navigate to the relevant sections. 

    For better navigation use the Filters and search the document based on Titles, versions, expiration date, recipent or document owner and many others. Here you can also get to the archived documents by filtering 'Only archived'.

     

    If you open the document detail, you can check all details including the Confirmations.

     

     

    In the Confirmations section you can see if the document has been signed/read or not and download the signatures from there.

    Once the document is signed, it generates the Certificate. More details on how to Sign the document as a user can be found HERE. And if you are interested more in electronic signatures, its validity and securty, please navigate HERE.

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