Document Menus

Documents

Documents are stored in the following three menus according to the document status:

  • In progress: View the list of documents you have created or signed/approved that are incomplete.

  • Action required: View the list of documents you have saved as a draft, requested by other members for you to sign or approve, or sent to external recipients but have yet to be signed.

  • Completed: View the list of completed documents among the documents created by you.

By using these menus, you can easily view the status and history of each document, find the documents you want by filtering and searching, resend documents, void/reject documents that have yet to be completed in the workflow, and edit draft documents.

All documents and related activities are stored in the Documents menus, and you can view detailed information about the document status and history.

Aside from the three document menus, there is another menu for managing documents.

  • Manage documents: View and manage all documents created from a template in which you have been given access permission.

Note

The company administrator can view and manage all documents in the company.

Location of the Documents Menus and the Manage Documents Menu

The three Documents menus and the Manage documents menu are laid out almost the same.

Note

The layout of the Documents menus are very similar to each other, but the documents that are displayed differ according to the document status or granted permission to users.

Documents Menus Layout

Each documents menu consists of the following five sections:

  1. Menu and home icon, and document menu name

    You can go to another menu by clicking the menu icon (image1) or go to the dashboard by clicking the home icon (image2). You can also see the name of the documents menu you are currently viewing.

  2. Template category combo box, document status filter combo box, and search box

    You can view documents by the selected template category and filter documents by document status.

    In addition to performing searches using keywords, you can also use advanced methods such as searching by name + contents, document ID, date, and many more.

  3. Document list andactions

    Up to 20 documents are listed per page and you can view the documents in other pages by clicking the page numbers at the bottom.

    The information of each document such as the document status, name, step, creator, created date, processed date, and document number is provided in columns in the document list. You can also change the column information displayed. Click the column icon (image3) displayed at the top right corner of the page, and then check the columns you want to display in the column check box.

    You can also perform actions on a document such as reviewing, previewing, correcting, voiding, resending, and deleting a document.

  4. Document status and history

    You can check the documents status and history.

    In the Document status tab, you can see what happens to a document in each step of the workflow.

    In the History tab, you can see the activities of the document creator and recipients from document creation to completion.

  5. The column selection icon, document download icon, delete icon

    Clicking the column selection icon (image4) displays the column types which you can check to select which columns will be displayed in the document list.

    Clicking the download icon (image5) allows to select the documents in the list you want to download. You can select multiple documents to download at once and choose the file type including the PDF of the completed documents, audit certificate, and CSV of selected fields.

    Note that the delete icon (image6) is disabled in the three document menus, but is enabled in the Manage documents menu.

    Note

    Documents can be deleted only in the Manage documents menu and you can only delete documents in which you have document management permission. The company administrator or the template managers of a template can grant you document management permission for all documents created from a template in Manage templates > Template settings > Set permissions > Document management and selecting the groups/members you want to grant permission. Document management permission can be set for each template. Members with this permission can open, delete, and download the documents (PDF, CSV) created from this template in the Manage documents menu.

Actions that Can Be Performed in the Document List by Documents Menu

Actions on documents that can be performed in the document list include preview, correct, void, resend, send final copy, and download.

In progress

Can perform actions including preview, correct, void, send final copy, and download.

Action required

Can perform actions including preview, correct, void, review, resend, and download.

Completed

Can perform actions including preview, void, send final copy, and download.

Manage documents

Can perform actions including preview, void, send final copy, remove, download, and delete. Documents can only be deleted in the Manage documents menu.

Document Status and History

If you select a document in the document list, you can view the status and history of that document on the right side of the screen.

In the Document status tab, you can see when and what happens to a document in each step of the workflow. In the History tab, you can see the activities of the document creator and recipients from document creation to completion.

Document status tab
History tab

Document Download

Documents created in eformsign can be safely stored for long periods of time.

All documents are stored in a file format for long-term storage (PDF/A) and only members with document management permission can open and delete them.

  1. Click the download icon (image12) on the right side of the document list.

  2. Select the document to be downloaded, and then click the Download button.

Document download pop-up

Note

CSV files can also be downloaded in the Download pop-up where PDF files can be downloaded. Select CSV download in the pop-up and check the fields (columns) to be downloaded and then click the Download button.

Deleting Documents

In eformsign, only members with document management permission can delete documents.

  1. Click the delete icon (image13) on the right side of the document list.

  2. Select the document and then click the Delete button.

  3. Click the Yes button in the Delete pop-up window to delete the document.

Document Menu Column Selection

If you click the column (image14) icon on the right side of the document list, you can select which column to be displayed on the list.

Document column selection icon

Drafts

The Drafts menu stores the documents in the New from my file step that have been saved by clicking Save as a draft before sending the document. You can open the files stored in the Drafts menu anytime and proceed or delete.

  1. Click Drafts in the sidebar menu to go to the Drafts page.

    image15

  2. Select a document you want and click the Continue button next to it.

    image16

  3. Edit the document in the Create from my file screen and send it.