Document Inboxes

Documents

Documents are stored in document menus (inboxes) according to their status. You can use these inboxes to 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. Documents saved as a draft are shown in the Action required inbox in which you can select and send.

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

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

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

• Manage bulk sent documents: View the list of documents you created in bulk. For more information, go to the section on Manage bulk sent documents inbox.

• Shared: If you share documents you own with other members or have access to a shared inbox, you can view the shared documents at-a-glance.

Manage documents and Manage bulk sent documents: These are inboxes for document managers and they can view documents in which they have permission.

Note

For information on granting the document manager permission refer to the Document manager section. Note that the company administrawtor can view and manage all documents in the company.

• Manage documents: Only members with the document manager permission can access this inbox. They can view all documents created from templates in which they are given permission to view.

• Manage bulk sent documents: Only members with the document manager permission can access this inbox. They can view all documents bulk created from templates in which they are given permission to view.

Documents menu

Note

While the screen layout for the Action required, In progress, and Completed inboxes and the Manage documents page are almost identical, there are differences in the documents you see based on the document status or the permissions you have.

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 () or go to the dashboard by clicking the home icon (). 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 and actions

   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, and document number is provided in columns in the document list. You can also change the column information displayed. Click the column icon () 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 share, column, download, and delete icons

   • Share (): Clicking the share icon allows you to select a document you want to share in a shared folder.

   • Column (): Clicking the column icon allows you to view the column types and select the columns in the document list that you want to be displayed.

   • Download (): Clicking the icons allows you to download documents in PDF or CSV format and view the list of CSV files that have been generated.

   Note

   How to delete documents

   In document inboxes, the delete icon is disabled.

   Documents can be deleted only in the Manage documents menu and you can only delete documents in which you have document manager permission. The company administrator or the template managers of a template can grant you document manager 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.

   The document manager 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.

Template Category Combo Box, Document Status Filter Combo Box, and Search Box

The template category combo box, document status filter combo box, and search box are located at the top left side of the Documents menus and the Manage documents menu.

• ‘In progress’, ‘Action required’, and ‘Completed’ menus

  In these menus, the template category combo box, document status filter combo box, and search box are also located at the top left side of the screen.

• Manage documents

  In this menu, the template category combo box, document status filter combo box, and search box are located at the top left side of the screen. However, the document status filter combo box contains one additional menu, ‘Voided’, compared to the three documents menus.

Template category combo box

By using the template category combo box, you can display the list of documents by template category by selecting the desired template available in the Manage templates menu.

Clicking the X icon of the template category combo displays the templates according to categories as shown below:

Searching by document status

You can search for documents by document status in each document menu.

• Action required

• In progress

• Completed

• Manage documents

Document status filter combo box

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

You can also search for field values in documents in detail by using a custom filter. As well, by using a custom filter, you can search for documents according to the range of numbers and dates.

The following table describes the filters that can be used for performing searches. However, custom filters can only be used in the Manage documents and Completed menus.

Action required	In progress	Completed	Manage documents
Name + contents	Name + contents	Name + contents	Name + contents
Name	Name	Name	Name
Contents	Contents	Contents	Contents
Document ID	Document ID	Document ID	Document ID
Document number	Document number	Document number	Document number
Template name	Template name	Step	Step
Step	Step	Created by	Created by
Created by	Created by	Created on	Created on
Created on	Created on	Recipient	Recipient
Requested by	Days passed	Custom filter	Custom filter
Requested on	Recipient
Recipient

Using the custom filter

1. Select Custom Filter in the Advanced search combo box.

2. Select the field name, field type (keyword, range, or period), and search value.

The default value of the field name is an empty value.

Make sure to manually enter the Display name of the field in the document you want to search for. You can view the Display name for fields in the Template settings > Field setting menu.

Note

1. Documents may not be searched if you search for a document by entering the display name of the field that does not exist.

2. You cannot enter special characters in the display name (”, ‘, ;, <, >, \).

3. Empty spaces before and after the display name are all removed. E.g. “Time off ” -> “Time off”.

4. When adding or editing a search value, if you enter a duplicate value in the custom filter, then the previously entered field typeand field search value will be displayed. For example, when adding a custom filter again while ‘years worked: 5~10’ was entered in the custom filter, if you enter ‘years worked’ in the field name, then the previous value such as Range for Type, 5 for Min value, and 10 for Max value are displayed.

You can choose one of Keyword, Range, and Period for the field type. Keyword is the default.

Note that the input boxes displayed differ according to the field type selected.

Field type	Input box 1	Input box 2
Keyword	Text
Range	Min	Max
Period	Start date	End date

• Keyword

  Used for searching multiple values by a comma (,) which is used as the delimeter. The default value is empty.

  When used, it searches for the text entered. In other words, it searches for documents that contain at least one of the multiple values entered. E.g. Field name: fruit / Field type: keyword / Value1: strawberries, apple → searches for documents that contain at least one of ‘strawberries’ and/or ‘ apple’.

• Range

  Used for searching values of range such as numbers or dates. E.g. number: 100 ~ 200, period: 01/01/2019 ~ 06/30/2019

  When used, it searches for values between the min and max. If you only enter the min, then only the values larger than the min value are searched, while if you only enter the max then only the values smaller than the max are searched. E.g. salary: 1000 ~ , salary: ~ 5000

• Period

  Selects the period in the calendar displayed. The default value of the period length is set to one week.

  Searches for the date between the start and end date selected.

3. Click the add search () button to add the keyword entered and documents are searched according to the conditions set.

Note

1. You can add multiple custom filters, and can modify/delete the custom filters you added.

2. You cannot add multiple custom filters with duplicate field names.

3. If you modify a predefined custom filter, then the field type and search values are updated with the most recently entered values.

Displaying search keywords and modifying/deleting them

1. The search keyword is added in the form of field name: value.

• Keyword: “employment type: permanent, contract”

• Range: “years worked: 5~10”

• Period “contractperiod_yymmdd: 2018-01-01~2018-12-31”

2. Modify the custom filter by selecting a search keyword added. When modifying, the Advanced filter item is changed to Customer filter, and the selected filter’s field name, field type, and search value are displayed.

3. Added keywords can be deleted by clicking the X icon on the right.

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, schedule send final copy, remove, share, download, and create new document.

• In progress

Can perform actions including preview, correct, void, share, review, resend, schedule send final copy, download, and create new document.

• Action required

Can perform actions including preview, correct, void, share, review, edit, resend, schedule send final copy, download, and create new document.

• Completed

Can perform actions including preview, share, send final copy, create new document, set reminder and download.

• Manage documents

Can perform actions including preview, void (excluding completed documents), remove, download, schedule send final copy (excluding completed documents), send final copy (only completed documents), and create new document. Documents can only be removed 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 Download

Documents created in eformsign can be downloaded in PDF as well as in CSV, which contains the data entered in the documents.

Note

💡 What data is in a CSV file?

The CSV file you download contains data entered into a document as well as document metadata such as document title, document ID, recipients.

PDF Download

1. Go to a document inbox or the Manage documents page and click the document download icon ().

2. Tick the check box to the left of the document(s) you want to download.

3. Click the Download button.

4. Decide whether to include the audit trail certifcate in the pop-up displayed and click the Download button.

   

Export to CSV file

1. Click the Export to CSV file icon () in the Completed inbox or the Manage documents page.

2. Tick the check box to the left of the document(s) you want to download.

3. Click the Export to CSV file button.

4. Select the columns and range in the Export to CSV file pop-up displayed. To include all fields in all templates, select All results.

5. Click the Export button.

   

6. Name the CSV file and click Confirm.

   

7. Check the status of the file in the CSV files pop-up and download the file once it is created.

   

Note

CSV files

You can view the list of files that have been created or is being created by clicking the CSV files icon (). You can cancel while the file is being created and the files that are created can be downloaded again or deleted. The files can be downloaded again within 7 days of creation and are automatically deleted after 7 days.

Tip

Downloading documents in the Bulk send inbox and Manage bulk sent documents inbox

You can download bulk sent documents in the Bulk send inbox.

1. Click the Detail view button next to the document you want in the Bulk send inbox.

2. Select the document(s) to download and then click either the Download or Export to CSV file button.

Permanently Removing Documents

In eformsign, only members with document manager permission can permanently remove documents.

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

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

3. Click the Yes button in the Remove pop-up window to permanently remove the document.

Document Menu Column Selection

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

My saved documents

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

1. Click My saved documents in the sidebar menu to go to the My saved documents page.

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

   

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

Note

For more information about creating a new document from my file, please refer to New from my file.

Bulk send

In the Bulk send inbox, you can see all the documents sent in bulk. You can check the status of documents sent in bulk, cancel or change the date & time of scheduled sends, or resend bulk-sent documents.

In the list of bulk sent documents, click Detail view to see the detailed information of the documents such as response status, the step in the workflow of the sent document, etc.

• Check the response status of bulk-sent documents

• Resend documents in bulk or individually

• Void documents (excluding completed ones)

• Download PDF or/and CSV files

• View the current document step, document status, and history of each document

Tip

When you are resending documents in bulk, you cannot change the recipients’ contact information. The documents will be sent to the contact information that you entered previously. It you want to change the contact information, resend documents seperately.

For documents scheduled to be sent later, you can change or cancel the scheduled send.

Note

For more information about sending documents in bulk, please refer to Send in bulk.

---

Shared

In the Shared inbox, you can share your documents with other members by creating shared folders and also access the documents other members shared with you.

A member can create a shared folder and choose the members and groups that can access the folder.

If you have a document you want to added a shared folder, you can go to the Action required, In progress, or Completed inbox and add the document to a shared folder.

Creating a shared folder

1. Click Shared in the sidebar menu.

2. Click the Add shared folder button to create a shared folder.

3. Enter the folder name and description in the pop-up window displayed and select the members/groups you want to grant access permission.

4. Click the see more (⋯) button next to the shared folder you created to configure its settings.

• General settings: Sets the folder name, description, and access permission.

• Set auto-sharing rule: Sets the rules for auto-sharing documents in the shared folder.

  If you select the document type and words included in the document title, documents will be automatically shared in the shared folder according to the rule.

  For example, if you add the word “contract” in Words included in the document title and select documents created without a template in Document type, documents containing the word “contract” in the document title that were created without a template are shared in the shared folder.

• Change owner: Changes the owner of the shared folder.

  Note

  ❗A member who creates a shared folder automatically becomes the owner of the shared folder.

• Delete: Deletes a shared folder. If a shared folder is deleted, all documents shared in the shared folder are unshared.

Tip

Tip. How to set the auto-sharing rule.

1. Click the see more (⋯) button next to the desired shared folder and click the Set auto-sharing rule option.

2. Set the rule for auto-sharing documents in the pop-up displayed. Adding words under Words included in the document title automatically adds the documents containing the words in the document title. Selecting a template under Document type automatically adds the documents created from the template in the shared folder.

• Words included in the document title: If you add a word, documents containing that word in the document title are automatically shared in the shared document. You can add multiple words, and if a document contains any one of the words, it is shared in the shared folder.

• Document type: If you select a template in the template list, when a document containing any of the words in Words included in the document title is created from that template, the document is automatically shared in the shared folder. If you select “Documents created without a template” in the template list, when a document containing any of the words in Words included in the document title is created from New from my file, the document is automatically shared in the shared folder.

  

Adding a document in a shared folder

1. Go to a document inbox (Action required, In progress, or Completed).

2. Click “Shared” under a document name to add a document to a shared folder of your choice.

   

Tip

To share multiple documents at the same time, click the share icon at the top right corner of the screen. Then, select the documents you want to share and click the Share button at the top of the screen.

Trash

In the Trash inbox, you can view the list of deleted documents that are not deleted permanently. Documents that are manually deleted and those that are automatically deleted according to the Document retention period are stored here.

• The Trash inbox is visible to all members, but the list of documents shown and the available actions differ depending on your permissions (company administrator, document manager, member).

• Documents sent to the Trash page are deleted permanently after 14 days, and members can manually restore or permanently delete them.

• Restoring documents is only possible for manually deleted ones.

• Documents in the Trash can be permanently deleted if they were deleted by you, while automatically deleted documents can only be fully deleted by the company administrator or a document admin. Permissions determine which articles can be fully deleted.

• Depending on your permissions, you can delete the following documents.

  • Company administrator: All documents created by company members that are shown on the Manage documents page.

  • Document manager: Documents in which you have been granted permission to delete that are shown in the Manage documents page.

  • Member: Your draft documents in your inbox and documents you created that have been rejected.

Permanently deleting a document from Trash

1. Click the Trash menu in the sidebar to navigate to the Trash inbox.

2. Click the Delete permanently button below the document you want to delete permanently. If you want to delete multiple documents, tick the boxes to the left of the documents and click the Delete Permanently button at the top of the screen.

3. In the pop-up displayed, click the Delete permanently button to delete the document permanently from the system.

Caution

Caution: Permanently deleted documents cannot be restored.

Restoring a deleted document

1. Click the Trash menu in the sidebar to navigate to the Trash page.

2. Click the Restore button below the document. If you want to restore multiple documents, tick the checkboxes to the left of the documents and click the Restore button on the top right corner of the screen.

3. In the pop-up displayed, click the Restore button to restore the document to its original inbox.

Note

Note that you cannot restore documents that have been automatically deleted after the retention period has ended.