Electronic signatures | External processes
Document generator | Electronic signatures | Email messages

File-creation and signing actions

About the actions

These actions are accessible from the icons on the left in each row of the records table on the main screen, as well as from buttons that appear in the record editing/viewing screen, but they can be blocked – see left for further explanation…

The actions are:

  • Creating a Word file
  • Creating a PDF file
  • Sending a document for electronic signing – see here an explanation of the send-for-signing dialog screen

Since the system is based on quotas of document-creation and signing actions, the following rules were implemented in order to preserve the budget:

  • If you try to create a document from a record for the first time – the system will ask for your confirmation, and only then create the document.
  • If a file of the same type you requested to create already exists, and since the file was last created there have been no changes to the record – the system will simply download the existing file.
  • If a file of the same type you requested to create already exists, but since the file was last created there have been changes to the record – the system will ask for your confirmation to recreate it, and only then create the document.
 What can block the actions?

Some of the actions, or even all of them, can be blocked, for a variety of reasons, and in this case – a “block” icon will appear and text will be displayed explaining the reason for the block. A block can happen, for example, in the following cases:

  • The entire action quota appropriate to the organization’s subscription has been used up. Say the subscription allows creating up to 20 files per month, and the employees have already created 20 files – there will be a block on the file-creation action. The same applies to the signing quota.
  • There is no document collection linked to the form type from which the record is built – in such a case – it will not be possible to create files or sign.
  • A document collection contains more than one document, or the single document in it was not “defined” as one that allows electronic signing – in such a case – it will not be possible to sign.