Portal Data & Form View

Data View

The Data View shows object data associated with the current document, but not the document itself. The Object field is displayed at the top followed by the object fields and their data.

If the document is not associated with an object, the only field that displays is the Object Type drop-down.

Portal document viewer data view.

Form View

The Form View show the form that was used to initiate the current Workflow.

Depending on permissions and configuration, this form may be able to be edited by the user.

For more information about the Document Viewer in general and the views available, see Portal Document Viewer.

For more information about the External User Portal, see External User Portal User Guide.

Switch to the Data or Form Views

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

Select the view filter .
Select the view you want from the drop-down.

Adjust viewer filter gif.

View Toolbar

The toolbar has the following functionality:

Depending on the selected document or form, not all buttons may display.

Portal data view toolbar.

Print

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

Select the Print button .
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.
Select Print.

Print modal.

Email

Use the Email button to send a message to someone with either with a link to the document or as an attachment on the email. Here are some of the options available when choosing email.

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.

Utilize the Object Side Bar to initiate or progress a workflow, change object, run a lookup, or edit index fields.

The sidebar is not available for data view.

Workflow actions

When viewing a document that is not in Workflow, select the Start Workflow button to initiate a workflow with the open document.

When viewing a document that is in workflow, the configured workflow action buttons will be displayed.

Start workflow button on external user portal document.

Select Object

Select the Object drop-down, then select an object to change the object.

Object drop down.

Database Lookup

When you enter one or more specific values into field, the Vasion Automate Pro system performs a database lookup and utilizes that value to search for and retrieve additional, related information. Once found, this related information is then automatically filled into other corresponding fields within the sidebar, eliminating the need for you to type it manually.

To use a database lookup:

Select the Database Lookup button from the sidebar.

If there are multiple results for the lookup:

Select the correct one from the Lookup Results modal.
Select the OK button.

Edit Index Data

Enter data into the relevant index fields in the side bar, then select the Save button.

Edit index data.

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.

To export the history to a PDF, select the Export to PDF button.
To export the history to a comma-delimited (CSV) file, select the Export to CSV button.
Select the Close button to close the history.

Add a Note

The Notes button shows 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:

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

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

Workflow history pop-up.

Attachments

The Attachments 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.

Select the Attachments button.
In the Attachment modal:
1. Select any existing attachment to view, if applicable, or
2. Select the Add Document button to add a document.
3. In the Upload modal, you can drag and drop the attachment into the upload section or select Browse to locate the file on your computer and select the attachment you want.
Select the Close button to close the Attachments modal.

Line Items

If the document was read by an Amazon Textract process, there will be one or more tables with the associated data stored with the document. The Line Items button Line items button. will bring up a display of any line item data that is associated with the document being viewed.

Table with existing line items.

If there is more than one table associated with the document, you can use the Select Line Item Table dropdown to select which table to view.

Select line item table.

Collapse Object Side Panel

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