The records (the information items)

A record is an “information item” of a certain type determined by its form type. A record can (but does not have to) form the basis for a Word document, a PDF document, and/or an electronic-signing process

Why do you need records?

In order to allow you to generate a document (and when needed – also sign it), the system needs you to first enter the data that should be “merged” into the document. For example – if you want to create a “supplier confidentiality declaration”, you will need to enter the company name, the name of the signing employee, and the date…

For each such document, the data will be entered and saved into a “record” of the appropriate type. Thus, over time you may have 10 records of the type “supplier confidentiality declaration” (one for each supplier who declared), and another 150 records of “monthly employee hours report”.

Important facts regarding records:

Each record is of a “certain type” – that is, its form type. Records of each type have a “main screen” that displays them in a “table” format
Each record “belongs” to the employee who created it. You can define that other users will be able to view and/or edit records they did not create…
Records have a “status”. You can define various statuses, and the possible transitions between them…
Each record can be linked to other records, of the same type, or of another type…
To each record you can attach files, add reminders, and view it also from a mobile device…
The digital form of each record type is a “do-it-yourself” tool that you create yourselves. This form is used both for entering the record data, and for displaying it at any time in the future.
Records intended for document generation also have a connection to a “template document” (see definition below) – the “document generation” action actually “merges” the information you entered into the record via the digital form, into the appropriate places in the template document, and thereby creates the final document