Document View

The Document View is the default view when you open any document. The document displays on the left and any actions you can take on the document and object data shows on the right.

If the document is in a workflow and it's assigned to you, use the workflow action buttons to move the document to the next step in the workflow. Additionally, with the right permissions, you can update any object data by typing directly into the appropriate object field.

If the document is saved in a storage folder, and is not part of any current workflow, the Start Workflow option displays on top right below the toolbar.

Document View

Rename the Document

Select the Edit button Edit button to change the name of the document. To save the new name select the Save button Save button. To cancel select the Close button Close button.

Change the View

To change the view on the current document use the view filter on right side of the tool bar.

  1. Select the view filter View filter button.
  2. Select the view you want from the drop-down.

Change view in document viewer

Toolbar

The toolbar at the top contains buttons to control the view, plus print, download, email, highlight, insert or redact text, and apply signatures. The options displayed are based on user permissions. Depending on your role, you may only see some of the buttons.

Document view top tool bar

Signature Documents

By default, all documents sent out by hosted customers are certified. We use Hardware Security Module (HSM) A physical computing device that safeguards and manages secrets (most importantly digital keys), performs encryption and decryption functions for digital signatures, strong authentication and other cryptographic functions. technology to certify the authenticity and integrity of the document once the signature process is complete. Once a document is certified it cannot be modified in any way. The only options available from the tool bar are: multiple page navigation, zoom, print, download, email and document history. Additionally, the following options are limited:

  • Print — the only option available when you want to print a document is to include the signature document history.
  • Download — the only option available when you want to download a document is to include the signature document history with the download.
  • Email — the only option available when you want to email a document is to include the signature document history.

Multiple Page Navigation

Page navigation If there are multiple pages in the document, you can move through them using the page navigation buttons. Click the single forward or back arrows to move forward or back by one page. Click the double forward or backward arrows to move to the first or last page in the document.

Zoom In and Out

Zoom in/out buttons Use the appropriate button to zoom in or out in the document.

Upload New Version

Use this option to upload a new version of this document. When you use this feature, the new document is saved with the same name and the current document is given a version number.

  1. Select the Upload New Version button Upload new version button.
  2. Upload the new document using one of the following options:
    1. Drag and drop the new document from File Explorer.
    2. Click in the Upload New Document section to navigate to the new document and select Open.

Upload file modal

Print

Print the selected document and any annotations. If the document is part of a signature workflow, you can also print the signature history.

  1. Select the Print button Print button.
  2. In the Print Documents modal, select from the following options:
    1. Burn Annotations — select this option to include unburned annotations on the document you’re printing.
    2. Include Signature Doc History– this option only displays if a document is part of a signature workflow. When selected, it downloads the current signature audit trail in a separate PDF.
  3. Select Print.

Print modal

Download

Use the Download option to save a copy of the document to your local system.

  1. Select the Download button Download button.

  2. In the Download Documents modal, select your download options:

    1. Burn Annotations – includes annotations on the document. If you leave this box unchecked, the document will not include unburned annotations.
    2. Convert to PDF — select this option to download a form as a PDF.
    3. Include Signature Doc History– this option only displays if a document is part of a signature workflow. When selected, it downloads the current signature audit trail in a separate PDF.
    4. Extract Pages – use this option if you want to download specific pages from the document. To save a range of pages, use a hyphen between the first page number and last page number, for example, 2-7. To extract single pages, use a comma, for example, 3, 7, 9. You can combine hyphens and commas to get the pages you need, for example 2-7, 9, 15.
  3. Select Download.

Download Documents modal

The file is saved to your system's default download location.

Email

With the appropriate permissions, you can use the Email option to send a link to the document via email, or send the document as an attachment. Some options available when using this feature are:

  • Send Document as Attachments.
    • Sending only selected pages as attachments.
    • Burn annotations.
  • Send a link to a document.
    • Set a maximum number of views for the document.
    • If you want to allow the recipient to download the document, you can set a maximum number of downloads.
    • Set document access limit in hours.
    • Do not require the recipient to log in to view the document.

For more details, see Email.

Email documents options

Create Version

You can manually create a new version of the current document by using the Create Version button Create Version button.

Generate a PDF

If you have created a new version of the document and made changes, use the Generate PDF button to update the PDF with the new changes.

This option is typically used when object data has been updated on a form and you want an updated PDF to reflect those changes, or if you've added annotations.

Add Pages

Add or replace pages on the current document at a specific point on the document by using the Add Pages button Add pages button. Options for adding pages are:

  • Insert Page Before — inserts the page before the page indicated.
  • Insert Page After — inserts the page after the page indicated.
  • Replace Page — replaces the page indicated.

To learn more see Add Pages.

Add pages modal

Delete Pages

  1. Select Delete PagesDelete pages button from the toolbar.
  2. In the Delete Pages modal select the page or pages you want to delete and then select Delete.
  3. Select Yes in the confirmation modal.

Delete pages

Rotate / Permanently Rotate

Documents can be rotated to the left or right only during the time you’re viewing them or permanently.

To rotate the documents:

  1. Select the Rotate button Rotate button.
  2. From the Rotate menu choose the option you want:
    1. Rotate Left — rotates the page to the left. If you leave the document, page resets to its original layout.
    2. Rotate Right — rotates the page to the right. If you leave the document, the page resets to its original layout.
    3. Permanently Rotate Left — rotates the page to the left and saves the new layout.
    4. Permanently Rotate Right — rotates the page to the right and saves the new layout.

Page rotate options

Annotations

Redact Text

There are two options to redact text: Black Redaction Black redaction button or White Redaction White redaction button. To add a redaction box, click the appropriate redact button then click and drag over the content you want to redact. After you release the mouse button, you can click and drag the handles on the redaction box to modify the length or height or click on the box itself to drag it to another location on the page.

Insert Text

To insert a text box, click the Insert Text button Text button then click and drag where you want to insert the text. Type the text you want included on the document. You can click and drag the handles on the insert text box to modify the length or height or click on the box itself to drag it to another location on the page.

Highlight

To highlight text in the document, click the Highlight button Highlight button then click and drag over the area you want to highlight. After you release the mouse button, you can click and drag the handles on the highlight box to modify the length or height or click on the box itself to drag it to another location on the page.

Add a Stamp

Stamps are images that can be applied to a document. The images are configured and managed by the Vasion Automate Pro administrator.

To add a stamp:

  1. Click the Stamp button Stamp button.

  2. From the drop-down click on the stamp you want. It displays in an image box on the document. Click and drag the handles on the image box to modify the length or height or click on the box itself to drag it to another location on the page.

Insert a stamp

Apply Signatures

If you have your signature saved to your user profile, you can apply that signature to documents from the document view.

To apply a signature:

  1. Select the Signatures button.
  2. Select your signature.
  3. Click and drag the mouse over the location where you want the signature applied.

You can click and drag the handles on the image box to modify the length or height or click on the box itself to drag it to another location on the page.

How to apply a signature using the tool bar option

Burn Annotations

Use the Burn Annotations button Burn annotations button to permanently save any annotations applied to the document.

Document Info Bar

The toolbar on the left side of the window contains buttons for the document history, notes, versions, attachments and workflow comments. The options displayed on the toolbar depend on if there is an object or workflow that is associated with the document.

Document information bar

View Document History

Document History Document history button shows all of the actions that were taken on the document.

To view the history of a document, select the History button on the left side. In the Document History window, you can see the complete history, including entries for:

  • When the documents were imported.
  • When attribute fields were filled out.
  • When a document was moved and the person that performed each task.

Document history

  1. To export the history to a PDF, click the Export to PDF button.

  2. To export the history to a comma-delimited (CSV) file, click the Export to CSV button.

  3. Click the Close button to close the history.

Signature History

If the document is attached to a Signature workflow, the audit of the signature history is displayed in a separate tab. Select the Signature tab to view the details.

You can export the signature history as a PDF with the Export to PDF button.

Signature document history audit

Add a Note

The Notes button Note buttonshows a badge with a number that indicates if there are any notes attached to the document.

When you add a note to a document, the note is attached to the document itself and not visible on the document. It also won’t be visible on a printed or emailed copy of the document.

To add a note:

  1. Click the Notes button.
  2. In the Notes window type your note in the Note field.
  3. Add a page number in the Attachment Page Number field if you want to reference a specific page in the document.
  4. Click the Save button to save your note. The note appears in the notes area of the window.

  5. Click the Close button.

Note window

View Workflow History

Any time an action is taken on a document when it is in a workflow, is recorded in the workflow history.

  1. Select the Workflow History button.
  2. To export the workflow history to PDF, click the Export to PDF button.
  3. When you're done click the Close button.

Workflow history pop-up

Attachments

The Attachments button Attachment button shows a badge with a number that indicates how many files are attached to the current document.

You can view any supporting documents or add documents by using the Attachments button.

  1. Click the Attachments button.
  2. In the Attachment modal:
    1. Click on any existing attachment to view, if applicable, or

    2. Click on the Add Document button to add a document.

      Attachments

    3. In the Upload modal, you can drag and drop the attachment into the upload section or click Browse to locate the file on your computer and select the attachment you want.

      Upload pop-up

  3. Click the Close button to close the Attachments modal.

View Versions

If you make a change to a document, you can make a copy of that document and create a new version. It may be helpful at times to see a prior version of a document.

To view the different versions:

  1. Click the Versions button.
  2. In the Versions modal click on one of the versions listed to open that PDF.
  3. Use the Create Versions button Create version button to create a new version, if necessary.
  4. To exit select the Close button.

Document versions

Document Packager

If the current document is part of a document package, the Packager button Packager button displays the number of documents currently in the package and the total number of documents expected. Select the Packager button to view the list of document types defined for the package. The modal displays the name of the package and the following details in a table format:

  • File — shows the document type defined in the package and the name of the document, if it exists in the system.
  • Required — shows Yes or No depending on whether the document is required to complete a package.
  • Document Exists — shows Yes or No depending on whether a document in the system meets the package definition.

When the list of documents is complete, select the Submit Package button. Depending on how you configured your package, the files may be merged and/or moved to a storage location or to a new workflow.

Document Packager modal

If a document meets the definition of two or more packages, the modal displays the name of the packages and how many documents are currently added to each package. You can also do the following:

  • Select the name of package from the left to see the package details.

  • Hover over the document link to see a thumbnail of the document

    Document package thumbnail

  • Select the document name link to open the document in the viewer.
  • From the Document Viewer use the Back button Back button to return to the package modal.

Packager modal showing multiple matches for the document packages

Line Items

Select the Line Items button to open the Line Items view to verify and edit the data that was captured using an Amazon Textract process.

Line item data view

Field Validation

The Field Validation button Field validation button displays if an advanced image process configuration was applied to the current document. Select the button to display the Field Validation viewer.

Select the Line Item Data arrow to show or hide the line item data from a Amazon Textract Process if applicable.

Field Validation viewer

Collapse Object Side Panel

Select the Collapse button to collapse or expand the object side panel.

collapse document data