Document types
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 the documents of a particular type and do not have to be specified explicitly for each process. This facilitates the automation of processes and reduces redundant work steps.
Configuring a document type
Document types can be added, deleted, and sorted via the list of document types.
Create new document type
To create a new document type, you can use the “+” icon above the list. The button automatically creates a new document type and selects it. The document type can then be configured.
A newly added or unsaved document type must be saved using the “Save” button. It is not possible to switch between document types until all settings have been saved. 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 used purely for administrative purposes and is displayed in the list of document types, for example. |
File name | Specifies 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 names are case-sensitive! |
Signature fields with relative positions
Signature fields with a relative position are placed in the document in accordance with 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 form fields are assigned or during the signing process. 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 in the document, e.g. “Customer signature.” The term serves as a zero point for the positioning and size of the signature field. The final position can be set by adjusting the size and offset. Thanks to the technical extraction of the text, the software also recognizes “white on white” text. Search terms can therefore also be inserted into forms “invisibly.” Search terms should be unique. Common words such as “signature” can also occur frequently in running text and prevent the positioning from working 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 to 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 up. 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 | Determines whether the signature field is a mandatory field. These signature fields are inserted into the document as mandatory fields and are shown with a red outline in the document display. When documents are shared, the assigned mandatory fields must be signed by the recipient before the document is finalized. |
Permitted signing methods (“cogwheel” icon) | The permitted signing methods for the signature of this signature field can be defined by clicking 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 on a page of the document at a specific position, 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 form fields are assigned or during the signing process. 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 | Determines 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 standard and therefore a coordinate system from 0/0 (top left) to 595/840 (bottom right) in portrait format. |
Mandatory field | Determines whether the signature field is a mandatory field. These signature fields are inserted into the document as mandatory fields and are shown with a red outline in the document display. When documents are shared, the assigned mandatory fields must be signed by the recipient before the document is finalized. |
Permitted signing methods (“cogwheel” icon) | The permitted signing methods for the signature of this signature field can be defined by clicking the cogwheel icon. |
Delete field (“trash can” icon) | The configured signature field can be deleted using the trash can icon. |
Settings for sharing access
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 the document is completed, e.g. to your own website or to a “thank you” page. |
Allows the recipient to save the process and complete it at a later time | Determines whether the signatory may cache the document for later editing. Activated: The recipient can cache the document. Deactivated: The recipient cannot cache the document. Default value: Deactivated |
Allows the recipient to reject the process | Defines whether the signatory is able to reject signature of the document. Activated: The recipient can refuse to process the document. Deactivated: The recipient cannot refuse to process the document. Default value: Deactivated |
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 it finds that apply to the open document.
To prioritize 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 specific 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 asking the user whether they are sure they want to delete the selected document type, which must be confirmed by clicking “Yes.”
Deleted document types cannot be restored.