Operation

Initial start

When the app is opened for the first time, the data privacy statement is displayed. The data protection statement should be read carefully and must be confirmed before use. The app can then be closed.

Managing documents

Work folder

Work folders must be defined in order to use the app.

Each work folder is a path to a folder in the Android file system that the app saves documents to.

The work folders are displayed when the app is started and are used to logically sort the documents and automate processing.

The following work folders are available:

Templates: Documents that are used repeatedly can be saved in the “Templates” folder. When documents of this type are opened and edited, no changes are made to the original file and a new file containing the changes is saved in the “Documents” folder.
Documents: The “Documents” folder contains documents that have been created from the “Templates” folder. The folder is also used to store documents in the application that do not need to be edited repeatedly. Imported documents are also saved here. Documents opened from this location are overwritten when they are saved.
Archive: The “Archive” folder is used to save all documents that are archived with the “Archive” function.

The work folders are defined via the settings. A corresponding message is displayed when the app is started for the first time. The folders can also be changed at a later date at any time.

The logic described for the “Templates” and “Documents” work folders is only applied if there are documents in the respective folder. If documents from other folders are opened, this logic does not apply.

Other folders

Regardless of the definition of work folders, documents can also be selected and opened from any other folders, e.g. on the device or in cloud storage such as Google Drive.

To select a different folder, a working folder must first be selected from the start page of the app. The path to the configured folder is opened. However, other storage locations can also be selected via the navigation in the open file browser.

If files from other folders are edited, the changes are generally always overwritten in the original folder—regardless of the selected work folder. However, due to increasingly strict guidelines, the app may not always be able to automatically overwrite, delete, or rename files in external folders.

Editing documents

If a document is opened for editing, it will be displayed in the document viewer. The viewer makes it possible to navigate through the document, fill in form fields, edit and share the document and capture signatures.

Form fields

PDF forms can be filled out in the viewer. The standard field types for text entries, checkboxes, multiple selection and drop-down are supported. The form field entries are saved when the document is saved or when the first signature is provided in the document.

Signature capture

Signature capture can be started by tapping a signature field or by starting the “Sign” function.

If an individual signature field is tapped, signature capture starts for the selected signature field. If the “Sign” function is used, all the document’s empty signature fields are signed one after the other, instead of each field having to be selected individually.

Once signature capture has been started, a dialog opens for capture and real-time display of the signature. The signature can be provided via the pen or touch input of the smartphone or tablet. The icons can be used to cancel, repeat, or confirm the signature capture. Once the entry has been confirmed, the signature will be inserted into the document and shown there.

When a signing process is started for the first time, a certificate must first be created that will be used for the digital signature. The name of the certificate will then be visible in the document. Alternatively, a certificate can be imported in the settings.

The toolbar under the opened document displays all the functions that are available for editing the document. The availability of the functions is determined partially by the app settings and by whether the document has already been signed. The following tools should generally be displayed:

Function	Description
Sign	This button can be used to start the signing process or to create a new signature field. A selection is displayed: Start signature capture: Starts the signing process so that all available signature fields can be signed one after the other. Add signature field: If a new signature field is added, a frame is shown in the middle of the display. The frame can be moved within the document and its size can be changed. The position is confirmed by activating the checkbox. Adding the signature field can be canceled with the “X” icon. If the document does not yet contain any signature fields, a new signature field will be created without any selection being displayed.
Notes	This button can be used to start capturing handwritten notes. When the tool is selected, the upper and lower toolbars change. Undo: The arrow icons can be used to jump backwards and forwards through the changes. Marker: Activates the highlighter to highlight text in the document. Line style: The pen or marker has a definable color, strength, and opacity. Confirm notes: The notes entered can be confirmed by clicking the confirm icon in the top right-hand corner of the bar above the document. Cancel notes: You can cancel and discard the notes you have entered by clicking the cancel icon at the top left of the bar above the document. Notes that have already been confirmed can no longer be removed.
Images	This button is used to insert images in the document. The images can be placed anywhere in the document or inserted as new pages at the end of the document. A selection is displayed: Insert camera image anywhere. Starts the camera to capture an image that can then be placed anywhere in the document. Camera image on new page: Starts the camera to capture an image that is then added as a new page at the end of the document. Insert gallery image anywhere. Opens the gallery so that an image can be selected that can then be placed anywhere in the document. Gallery image on new page: Opens the gallery so that one or more images can be selected that are then added as new pages at the end of the document. A maximum of two images can be inserted per page. This function can be restricted in the settings so that images can only be added from the camera or the gallery.
Share	This button allows a document to be forwarded to a different app. For the selection, a typical Android-style selection dialog is displayed that shows the compatible devices and apps, e.g. an e-mail app.
Archiving	This button is used to archive the document. This involves saving the document in the “Archive” app folder. If the original document originates from the “Document” app folder, it will be deleted there.