Document Management

Summary

In this guide, you will learn about the main view of the moduleDocuments and Signature(the "document manager"). Here you can see all issued documents, check their status, access your pending signatures or reviews, and manage bulk actions on them.

By the end, you will know:

• How to access the document manager.
• What each tab and column means.
• What actions you can perform from this screen.

Before you start

Before using the Documents manager, make sure that:

• Your company has theDocuments and Signaturemodule enabled.
• Your user has permissions to accessAdministrative > Documents and Signature.
• You have at least a basic understanding of what a document template is (not mandatory, but it helps to understand the context).

Steps to use this feature

Path on the platform

Path:Administrative > Documents and Signature > Documents

Steps

1. In the left side menu, go toAdministrative.
2. Click onDocuments and Signature.
3. Select theDocumentsoption.
4. You will see thedocuments view, organized into different tabs and columns.

Below is a detailed explanation of what you can do in this view.

Document Tabs

The document manager is organized into different tabs. Depending on your permissions, you will see some or all of the following:

1. All Documents
   • Displays the general list of documents associated with employees.
   • It usually includes columns such as: Employee, Document type, Review status, Signature status, Visibility, Issue date, among others.
   • From here you can apply filters, download documents, and perform bulk actions.
2. My pending signatures
   • Shows only the documents that you, as a user, need to sign (for example, as a supervisor, legal representative, or other signer).
   • This is the recommended tray to quickly manage your pending signatures.
3. My pending reviews
   • Shows the documents where you are set as areviewer.
   • From here you can review, approve, or reject documents, individually or in bulk.
4. All pending
   • Displays a consolidated view of documents that are still in flow (review and/or signature), depending on the user's permissions.
   • It is especially useful for administrators who need to monitor the progress of the signature flow.
5. Trash
   • Contains documents sent for deletion.
   • From here you can check which documents have been recently deleted and, according to your company's rules, restore them, delete them permanently, or let them be permanently deleted.

Filters and search

At the top of each tab in the Documents view, you will find tools to narrow down the information:

• Search bar: allows you to search by employee name, DNI/ID, or other criteria depending on the configuration.
• Simple filters: for example, signature status, document type, visibility, company, among others.
• Advanced filter(when available): allows you to combine multiple criteria (company, cost center, position, custom attributes, date ranges, etc.) to select a specific set of documents.

Using filters correctly will help you quickly find the documents you need to review, sign, or manage.

Available actions in the view

In the document manager, you will see a list of documents with available actions:

• Row selection: you can select one or more documents using the checkboxes.
• "Actions" menu(bulk actions): is enabled when documents are selected and includes options such as:
  • Download documents.
  • Notify reviewers, employees, or company signers.
  • Send documents to Trash or restore (depending on the tab you are in).
  • Other specific actions depending on the tab.
• Actions per document(icons in each row):
  • View/download the document.
  • Notify participants in the flow (reviewer, signers, employee).
  • Hide or show the document for the employee.
  • Modify signers (when the flow allows it).
  • Send to Trash.

What happens after the action

Depending on the tab and the action you perform:

• New or updated documents will appear in the list with their corresponding status (for example, "Pending review", "Pending signature", "Signed", etc.).
• If you send documents to Trash, they will move to theTrashtab and will no longer appear in the main view.
• When restoring documents from Trash, they will become visible again in the main tab or in the corresponding view.
• Notification actions will send emails to the users involved (reviewer, signers, employee), according to the module's configuration.

Important notes and limitations

• The visibility of tabs and actions depends on thepermissionsassigned to your user.
• Some options in the "Actions" menu may vary depending on the country, module configuration, and contracted products.
• Documents sent to Trash are kept for only 60 days, according to the platform's configuration; after that period, they are permanently deleted.
• Not all users can restore documents from Trash; this action will depend on the profile assigned to your user.

Best practices and recommendations

• Before applying bulk actions, always check the active filters to ensure you are working with the correct group of documents.
• Use theMy pending signaturestab as your work tray for documents you need to sign personally.
• If you manage the module as an administrator, periodically reviewAll pendingto identify bottlenecks in review or signature.
• Use theTrashas a safety mechanism in case of errors (for example, documents issued by mistake), but avoid keeping unnecessary information for long periods.

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🤖 This article was translated using artificial intelligence. View original article.