Document types | signotec Knowledge Base

The user icon in the header can be used to open the configuration for document types via the ‘Document types’ button.

Definition

Document types are configurations that make it possible to store settings for specific documents. In particular, this includes the automatic placement of signature fields and the associated permitted signature methods.

Any number of document types can be configured. Once settings have been saved, they apply to all documents of a type and do not have to be explicitly specified for each process. This facilitates the automation of processes and reduces redundant work steps.

Configuration of a document type

Document types can be added, deleted and sorted using the list of document types.

Create new document type

To create a new document type, you can use the ‘+’ symbol above the list. The button automatically creates a new document type and selects it. This can then be configured.

A newly added or unsaved document type must be saved using the ‘Save’ button. As long as an unsaved setting is available, it is not possible to switch between document types. The currently active and unsaved document type is highlighted in the list.

Configure document type

After a document type has been added or selected, its settings can be changed. All settings are described below.

General

The general settings define the name and identification of the document type.

Setting	Description
Title	Defines the name of the document type. The name is purely for administrative purposes and is displayed in the list of document types, for example.
File name	Defines which file name the document must have for this document type to be used. Unique file names or placeholders can be used. If a unique file name is used, e.g. ‘Contract.pdf’, these settings are only applied if the file name is identical. If placeholders are used, the file name may also differ and contain variable values. Examples: The file name ‘Contract.pdf’ only applies to documents with the exact name ‘Contract.pdf’. The file name ‘Contract’ applies to all documents whose file name begins with ‘Contract’. The file name ‘Contract’ applies to all documents whose file name ends with ‘Contract’. The file name ‘Contract’ applies to all documents whose file name contains ‘Contract’. The file name ‘*’ applies to all file names and therefore to all documents. The entries are case-sensitive!

Setting

Description

Title

Defines the name of the document type.

The name is purely for administrative purposes and is displayed in the list of document types, for example.

File name

Defines which file name the document must have for this document type to be used.

Unique file names or placeholders can be used.

If a unique file name is used, e.g. ‘Contract.pdf’, these settings are only applied if the file name is identical.

If placeholders are used, the file name may also differ and contain variable values.

Examples:

The file name ‘Contract.pdf’ only applies to documents with the exact name ‘Contract.pdf’.
The file name ‘Contract*’ applies to all documents whose file name begins with ‘Contract’.
The file name ‘*Contract’ applies to all documents whose file name ends with ‘Contract’.
The file name ‘*Contract*’ applies to all documents whose file name contains ‘Contract’.
The file name ‘*’ applies to all file names and therefore to all documents.

The entries are case-sensitive!

Signature fields with relative position

Signature fields with a relative position are placed in the document depending on a search term.

Setting	Description
‘+’ button	Creates a new entry for a signature field.
Signature field name	Defines the name of the signature field in the document. The name is displayed, for example, when assigning form fields or when signing. The name corresponds to the technical form field name in the document and must be unique. If the document already creates a field with the same name, no new field is created.
Search term	Defines the search term that is used to position the signature field. The search term can be any text contained in the document, e.g. ‘customer signature’. The term serves as a zero point for the positioning and size of the signature field. The position can be finally determined via the size and offset. Thanks to the technical extraction of the text, the software also recognises text that is used ‘white on white’. Search terms can therefore also be inserted ‘invisibly’ into forms. Search terms should be unique. Common words such as ‘signature’ can also frequently occur in continuous text and cause the positioning not to work as desired.
Field size	Defines the signature field size (height and width) of the signature field. The field size is specified in pixels. A good standard size is 150 x 50 pixels, for example.
Offset	Defines the horizontal and vertical offset for the search term. The offset shifts the zero point of the signature field. Values above 0 shift the zero point to the right or down. Values below 0 to the left or upwards. Example: If the term ‘Customer signature’ is searched for and a signature field with a height of 50 pixels is specified, the vertical offset can be set to -50 to move the field up by 50 pixels.
Mandatory field	Defines whether the signature field is a mandatory field. These signature fields are inserted into the document as mandatory fields and are given a red frame in the document display. When documents are shared, the assigned mandatory fields must be signed by the recipient before the document is finalised.
Permitted signing methods (‘cogwheel’ icon)	The permitted signing methods for the signature of this signature field can be defined via the cogwheel icon.
Delete field (‘trash can’ icon)	The configured signature field can be deleted using the trash can icon.

Signature fields with absolute position

Signature fields with an absolute position are placed at a specific position on a page of the document, regardless of the document content.

Setting	Description
Signature field name	Defines the name of the signature field in the document. The name is displayed, for example, when assigning form fields or when signing. The name corresponds to the technical form field name in the document and must be unique. If the document already creates a field with the same name, no new field is created.
Page	Defines on which page the signature field should be inserted.
Field size	Defines the signature field size (height and width) of the signature field. The field size is specified in pixels. A good standard size is 150 x 50 pixels, for example.
Position	Defines the position (the zero point) of the signature field on the specified page. The first value determines the horizontal position, and the second value the vertical position. The zero point is at the top left of the page, so negative values are not permitted. The specified position and size must be in the visible area of the document. An A4 page has 72 DPI as default and therefore a coordinate system from 0/0 (top left) to 595/840 (bottom right) in portrait format.
Mandatory field	Defines whether the signature field is a mandatory field. These signature fields are inserted into the document as mandatory fields and are given a red frame in the document display. When documents are shared, the assigned mandatory fields must be signed by the recipient before the document is finalised.
Permitted signing methods (‘cogwheel’ icon)	The permitted signing methods for the signature of this signature field can be defined via the cogwheel icon.
Delete field (‘trash can’ icon)	The configured signature field can be deleted using the trash can icon.

The settings for sharing access define the framework conditions for the ‘Share access’ function.

Setting	Description
Forwarding after completion (redirect URL)	Defines whether the signatory of a shared document should be redirected to a specific page after completing the document, e.g. to your own website or a ‘Thank you’ page.
Allows the recipient to save the process and complete it at a later time	Defines whether the signatory may cache the document for later editing. Enabled: The recipient can cache the document. Disabled: The recipient cannot cache the document. Default: Disabled
Allows the recipient to reject the process	Defines whether the signatory may reject the signature of the document. Enabled: The recipient can refuse to process the document. If the ‘Configuration of the consent form’ option is enabled, the dialogue for rejecting the document will open when the form is rejected. Otherwise, the dialogue box closes and the document remains in read mode. Disabled: The recipient cannot refuse to process the document. Default: Disabled
Configuration of the consent form	Defines whether the recipient must agree to a consent form when opening the shared document. Enabled: The recipient must agree to a consent form before the document can be processed and signed. The title and text of the consent form can be customised. If the recipient of the form does not agree, the document remains in read-only mode. If the ‘Allow recipient to reject the process’ option is enabled, the dialogue box for rejecting the document will open when the form is rejected. Otherwise, the dialogue box closes and the document remains in read mode. Disabled: The recipient does not need to agree to a consent form in order to edit the document. Standard: Disabled
Start the signing process immediately	Defines whether signature capture should start immediately when the shared document is opened, without further interaction. Disabled: The signature process is not started automatically. Start with first signature: The signing process starts with the first signature field in the document. The other signature fields are then processed one after the other. Start with the first mandatory signature: The signing process starts with the first mandatory signature field in the document. The other signature fields are then processed one after the other. Start with the named signature field: The signature process is initiated with a specific signature field. The name of the signature field must be specified. The other signature fields are then processed one after the other. If a signature field is specified that does not exist in the document, the signature process begins with the first signature in the document. Default: Disabled
Automatic saving	Defines whether the shared document should be saved automatically when certain changes are made. Disabled: The document is not saved automatically. The recipient must therefore explicitly confirm and save the information. At the start of the signing process: The document is saved automatically when a signature process is started. When confirming a signature: The document is automatically saved as soon as a signature is confirmed. Upon completion of all signatures: The document is automatically saved once all signatures have been captured. When closing the document: The document is automatically saved when you close it. Default: Disabled

Sort document types

When a document is opened, the application attempts to find the appropriate settings. The list of available document types is searched from top to bottom. The application then applies the first settings that apply to the open document.

To prioritise the settings, the list of configured document types can be sorted. To move a document type in the list, it must be selected in the list and moved up or down using the arrow icons above the list.

Sorting the document types is generally only useful if not all document types can be configured uniquely. In this case, the most unique settings should be at the beginning of the list and the most general settings at the end.

Only one document type is used at a time. There is no combination of several document types.

Delete document type

To delete a document type, it must be selected in the list of configured document types and removed using the delete icon above the list. A prompt appears querying whether the selected document type should really be deleted, which must be confirmed with ‘Yes’.

Deleted document types cannot be restored.