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chore: add organisation docs (#1831)
This commit is contained in:
David Nguyen
GitHub
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{
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"sending-documents": "Sending Documents",
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"document-preferences": "Document Preferences",
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"document-visibility": "Document Visibility"
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}
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---
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title: Preferences
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description: Learn how to manage your team's global preferences.
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---
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import Image from 'next/image';
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import { Callout, Steps } from 'nextra/components';
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# Document Preferences
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Document preferences allow you to set the default settings when creating new documents and templates.
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For example, you can set the default language for documents sent by the team, or set the allowed signatures types.
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## Preferences
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Document preferences can be set on either the organisation or team level.
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By default, teams inherit the preferences from the organisation. You can override these preferences on the team level at any time.
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To access the preferences, navigate to either the organisation or teams settings page and click the **Preferences** tab.
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- **Document Visibility** - Set the default visibility of the documents created by team members. Learn more about [document visibility](/users/documents/document-visibility).
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- **Default Document Language** - This setting allows you to set the default language for the documents uploaded in the organisation. The default language is used as the default language in the email communications with the document recipients.
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- **Signature Settings** - Controls what signatures are allowed to be used when signing the documents.
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- **Sender Details** - Set whether the sender's name should be included in the emails sent by the team. See more below [sender details](/users/documents/document-preferences#sender-details).
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- **Include the Signing Certificate** - This setting controls whether the signing certificate should be included in the signed documents. If enabled, the signing certificate is included in the signed documents. If disabled, the signing certificate is not included in the signed documents. Regardless of this setting, the signing certificate is always available in the document's audit log page.
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Document visibility, language and signature settings can be overriden on a per document basis.
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### Sender Details
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If the **Sender Details** setting is enabled, the emails sent by the team will include the sender's name. The email will say:
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> "Example User" on behalf of "Example Team" has invited you to sign "document.pdf"
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If the **Sender Details** setting is disabled, the emails sent by the team will not include the sender's name. The email will say:
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> "Example Team" has invited you to sign "document.pdf"
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---
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title: Document Visibility
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description: Learn how to control the visibility of your team documents.
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---
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import { Callout } from 'nextra/components';
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# Document Visibility
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The default document visibility option allows you to control who can view and access the documents uploaded within a team.
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This value can either be set in the [document preferences](/users/documents/document-preferences), or when you [create the document](/users/documents/send-document)
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## Document Visibility Options
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The document visibility can be set to one of the following options:
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- **Everyone** - The document is visible to all team members.
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- **Managers and above** - The document is visible to team members with the role of _Manager or above_ and _Admin_.
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- **Admin only** - The document is only visible to the team's admins.
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The default document visibility is set to "_EVERYONE_" by default. You can change this setting by going to the [document preferences page](/users/documents/document-preferences) and selecting a different visibility option.
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## How it works
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- If a user with the "_Member_" role creates a document and the default document visibility is set to "_Everyone_", the document's visibility is set to "_EVERYONE_".
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- The user can't change the visibility of the document in the document editor.
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- If a user with the "_Member_" role creates a document and the default document visibility is set to "_Admin_" or "_Managers and above_", the document's visibility is set to the default document visibility ("_Admin_" or "_Managers and above_" in this case).
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- The user can't change the visibility of the document in the document editor.
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- If a user with the "_Manager_" role creates a document and the default document visibility is set to "_Everyone_" or "_Managers and above_", the document's visibility is set to the default document visibility ("_Everyone_" or "_Managers and above_" in this case).
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- The user can change the visibility of the document to any of these options, except "_Admin_", in the document editor.
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- If a user with the "_Manager_" role creates a document and the default document visibility is set to "_Admin_", the document's visibility is set to "_Admin_".
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- The user can't change the visibility of the document in the document editor.
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- If a user with the "_Admin_" role creates a document, and the default document visibility is set to "_Everyone_", "_Managers and above_", or "_Admin_", the document's visibility is set to the default document visibility.
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- The user can change the visibility of the document to any of these options in the document editor.
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You can change the visibility of a document at any time by editing the document and selecting a different visibility option.
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<Callout type="warning">
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Updating the default document visibility in the team's general preferences will not affect the
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visibility of existing documents. You will need to update the visibility of each document
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individually.
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</Callout>
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## A Note on Document Access
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The `document owner` (the user who created the document) always has access to the document, regardless of the document's visibility settings. This means that even if a document is set to "Admins only", the document owner can still view and edit the document.
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The `recipient` (the user who receives the document for signature, approval, etc.) also has access to the document, regardless of the document's visibility settings. This means that even if a document is set to "Admins only", the recipient can still view and sign the document.
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---
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title: Document Fields
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description: Learn about the different fields you can add to your documents in Documenso.
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---
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# Document Fields
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Learn about the different fields you can add to your documents in Documenso and how to make the most of them.
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## Signature Field
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The signature field collects the signer's signature. It's required for each recipient with the "Signer" role.
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### Document Editor View
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The field doesn't have any additional settings. You just need to place it on the document where you want the signer to sign.
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### Document Signing View
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The recipient will see the signature field when they open the document to sign.
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The recipient must click on the signature field to open the signing view, where they can sign using their mouse, touchpad, or touchscreen.
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The image below shows the signature field signed by the recipient.
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After signing, the recipient can click the "Complete" button to complete the signing process.
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## Email Field
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The email field is used to collect the signer's email address.
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### Document Editor View
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The field doesn't have any additional settings. You just need to place it on the document where you want the signer to sign.
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### Document Signing View
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When the recipient opens the document to sign, they will see the email field.
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The recipient must click on the email field to automatically sign the field with the email associated with their account.
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The image below shows the email field signed by the recipient.
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After entering their email address, the recipient can click the "Complete" button to complete the signing process.
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## Name Field
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The name field is used to collect the signer's name.
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### Document Editor View
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The field doesn't have any additional settings. You just need to place it on the document where you want the signer to sign.
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### Document Signing View
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When the recipient opens the document to sign, they will see the name field.
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The recipient must click on the name field, which will automatically sign the field with the name associated with their account.
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The image below shows the name field signed by the recipient.
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After entering their name, the recipient can click the "Complete" button to complete the signing process.
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## Date Field
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The date field is used to collect the date of the signature.
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### Document Editor View
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The field doesn't have any additional settings. You just need to place it on the document where you want the signer to sign.
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### Document Signing View
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When the recipient opens the document to sign, they will see the date field.
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The recipient must click on the date field to automatically sign the field with the current date and time.
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The image below shows the date field signed by the recipient.
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After entering the date, the recipient can click the "Complete" button to complete the signing process.
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## Text Field
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The text field is used to collect text input from the signer.
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### Document Editor View
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Place the text field on the document where you want the signer to enter text. The text field comes with additional settings that can be configured.
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To open the settings, click on the text field and then on the "Sliders" icon. That opens the settings panel on the right side of the screen.
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The text field settings include:
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- **Label** - The label displayed in the field.
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- **Placeholder** - The placeholder text displayed in the field.
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- **Text** - The default text displayed in the field.
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- **Character limit** - The maximum number of characters allowed in the field.
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- **Required** - Whether the field is required or not.
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- **Read only** - Whether the field is read-only or not.
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It also comes with a couple of rules:
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- The field can't be required and read-only at the same time.
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- A read-only field can't have an empty text field. It must have a default text value.
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- The signer must fill out a required field.
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- The text field characters count can't exceed the character limit.
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- The signer can't modify a read-only field.
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- The field auto-signs if there is a default text value.
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Let's look at the following example.
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The field is configured as follows:
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- Label: "Address"
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- Placeholder: "Your office address"
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- Default Text: "Signing Street 1, 241245"
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- Character Limit: 35
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- Required: False
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- Read Only: False
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Since the field has a label set, the label is displayed instead of the default text field value - "Add text".
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### Document Signing View
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What the recipient sees when they open the document to sign depends on the settings configured by the sender.
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In this case, the recipient sees the text field signed with the default value.
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The recipient can modify the text field value since the field is not read-only. To change the value, the recipient must click the field to un-sign it.
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Once it's unsigned, the field uses the label set by the sender.
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To sign the field with a different value, the recipient needs to click on the field and enter the new value.
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Since the text field has a character limit, the recipient must enter a value that doesn't exceed the limit. Otherwise, an error message will appear, and the field will not be signed.
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The image below illustrates the text field signed with a new value.
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After signing the field, the recipient can click the "Complete" button to complete the signing process.
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## Number Field
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The number field is used for collecting a number input from the signer.
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### Document Editor View
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Place the number field on the document where you want the signer to enter a number. The number field comes with additional settings that can be configured.
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To open the settings, click on the number field and then on the "Sliders" icon. That opens the settings panel on the right side of the screen.
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The number field settings include:
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- **Label** - The label displayed is the field.
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- **Placeholder** - The placeholder text displayed in the field.
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- **Value** - The default number displayed in the field.
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- **Number format** - The format of the number.
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- **Required** - Whether the field is required or not.
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- **Read only** - Whether the field is read-only or not.
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- **Validation** - The validation rules for the field.
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It also comes with a couple of rules:
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- The value must be a number.
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- The field can't be required and read-only at the same time.
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- A read-only field can't have an empty number field. It must have a default number value.
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- The signer must fill out a required field.
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- If the default number and a max value are set, the default number must be less than the max value.
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- If the default number and a min value are set, the default number must be greater than the min value.
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- The value must match the number format if a number format is set.
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In this example, the number field is configured as follows:
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- Label: "Quantity"
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- Placeholder: "Enter the preferred quantity"
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- Default Value: 12
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- Number Format: "123,456,789.00"
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- Required: False
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- Read Only: False
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- Validation:
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- Min value: 5, Max value: 50
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Since the field has a label set, the label is displayed instead of the default number field value - "Add number".
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### Document Signing View
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What the recipient sees when they open the document to sign depends on the settings configured by the sender.
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The recipient sees the number field signed with the default value in this case.
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Since the number field is not read-only, the recipient can modify its value. To change the value, the recipient must click the field to un-sign it.
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Once it's unsigned, the field uses the label set by the sender.
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To sign the field with a different value, the recipient needs to click on the field and enter the new value.
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Since the number field has a validation rule set, the recipient must enter a value that meets the rules. In this example, the value needs to be between 5 and 50. Otherwise, an error message will appear, and the field will not be signed.
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The image below illustrates the text field signed with a new value.
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After signing the field, the recipient can click the "Complete" button to complete the signing process.
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## Radio Field
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The radio field is used to collect a single choice from the signer.
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### Document Editor View
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Place the radio field on the document where you want the signer to select a choice. The radio field comes with additional settings that can be configured.
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To open the settings, click on the radio field and then on the "Sliders" icon. That opens the settings panel on the right side of the screen.
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The radio field settings include:
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- **Required** - Whether the field is required or not.
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- **Read only** - Whether the field is read-only or not.
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- **Values** - The list of choices for the field.
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It also comes with a couple of rules:
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- The field can't be required and read-only at the same time.
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- A read-only field can't have an empty radio field. It must have at least one option.
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- The signer must fill out a required field.
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- The field auto-signs if there is a default value.
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- The signer can't sign with a value not in the options list.
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- The signer can't modify the field if it's read-only.
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- It should contain at least one option.
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- The field can't have more than one option selected.
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In this example, the radio field is configured as follows:
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- Required: False
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- Read Only: False
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- Options:
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- Option 1
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- Option 2
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- Empty value
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- Empty value
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- Option 3
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Since the field contains radio options, it displays them instead of the default radio field value, "Radio".
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### Document Signing View
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What the recipient sees when they open the document to sign depends on the settings configured by the sender.
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In this case, the recipient sees the radio field unsigned because the sender didn't select a value.
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The recipient can select one of the options by clicking on the radio button next to the option.
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||||
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After signing the field, the recipient can click the "Complete" button to complete the signing process.
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||||
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## Checkbox Field
|
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The checkbox field is used to collect multiple choices from the signer.
|
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### Document Editor View
|
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|
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Place the checkbox field on the document where you want the signer to select choices. The checkbox field comes with additional settings that can be configured.
|
||||
|
||||
|
||||
|
||||
To open the settings, click on the checkbox field and then on the "Sliders" icon. That opens the settings panel on the right side of the screen.
|
||||
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||||
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||||
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The checkbox field settings include the following:
|
||||
|
||||
- **Validation** - The validation rules for the field.
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||||
- **Rule** - The rule specifies "At least", "At most", and "Exactly".
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||||
- **Number** - The number of choices that must be selected.
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||||
- **Required** - Whether the field is required or not.
|
||||
- **Read only** - Whether the field is read-only or not.
|
||||
- **Options** - The list of choices for the field.
|
||||
|
||||
It also comes with a couple of rules:
|
||||
|
||||
- The field can't be required and read-only at the same time.
|
||||
- A read-only field can't have an empty checkbox field. It must have at least one checked option.
|
||||
- The signer must fill out a required field.
|
||||
- The field auto-signs if there is a default value.
|
||||
- The signer can't sign with a value not in the options list.
|
||||
- The signer can't modify the field if it's read-only.
|
||||
- It should contain at least one option.
|
||||
|
||||
In this example, the checkbox field is configured as follows:
|
||||
|
||||
- No validation rules
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||||
- Required: True
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||||
- Read Only: False
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||||
- Options:
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||||
- Option 1
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||||
- Empty value (checked)
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||||
- Option 2
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||||
- Option 3 (checked)
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||||
- Empty value
|
||||
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||||
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||||
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||||
Since the field contains checkbox options, it displays them instead of the default checkbox field value, "Checkbox".
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||||
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||||
### Document Signing View
|
||||
|
||||
What the recipient sees when they open the document to sign depends on the settings configured by the sender.
|
||||
|
||||
In this case, the recipient sees the checkbox field signed with the values selected by the sender.
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|
||||
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||||
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||||
Since the field is required, the recipient can either sign with the values selected by the sender or modify the values.
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||||
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The values can be modified in 2 ways:
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||||
- Click on the options you want to select or deselect.
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- Hover over the field and click the "X" button to clear all the selected values.
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||||
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The image below illustrates the checkbox field with the values cleared by the recipient. Since the field is required, it has a red border instead of the yellow one (non-required fields).
|
||||
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||||
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||||
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Then, the recipient can select values other than the ones chosen by the sender.
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||||
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||||
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||||
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||||
After signing the field, the recipient can click the "Complete" button to complete the signing process.
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||||
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||||
## Dropdown/Select Field
|
||||
|
||||
The dropdown/select field collects a single choice from a list of options.
|
||||
|
||||
### Document Editor View
|
||||
|
||||
Place the dropdown/select field on the document where you want the signer to select a choice. The dropdown/select field comes with additional settings that can be configured.
|
||||
|
||||
|
||||
|
||||
To open the settings, click on the dropdown/select field and then on the "Sliders" icon. That opens the settings panel on the right side of the screen.
|
||||
|
||||
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||||
|
||||
The dropdown/select field settings include:
|
||||
|
||||
- **Required** - Whether the field is required or not.
|
||||
- **Read only** - Whether the field is read-only or not.
|
||||
- **Options** - The list of choices for the field.
|
||||
- **Default** value - The default value selected in the field.
|
||||
|
||||
It also comes with a couple of rules:
|
||||
|
||||
- The field can't be required and read-only at the same time.
|
||||
- A read-only field can't have an empty select field. It must have a default value.
|
||||
- The signer must fill out a required field.
|
||||
- The default value must be one of the options.
|
||||
- The field auto-signs if there is a default value.
|
||||
- The field can't be signed with a value not in the options list.
|
||||
- The signer can't modify the field if it's read-only.
|
||||
- It should contain at least one option.
|
||||
|
||||
In this example, the dropdown/select field is configured as follows:
|
||||
|
||||
- Required: False
|
||||
- Read Only: False
|
||||
- Default Value: None
|
||||
- Options:
|
||||
- Document
|
||||
- Template
|
||||
- Other
|
||||
|
||||
### Document Signing View
|
||||
|
||||
What the recipient sees when they open the document to sign depends on the settings configured by the sender.
|
||||
|
||||
In this case, the recipient sees the dropdown/select field with the default label, "-- Select ---" since the sender has not set a default value.
|
||||
|
||||
|
||||
|
||||
The recipient can modify the dropdown/select field value since the field is not read-only. To change the value, the recipient must click on the field for the dropdown list to appear.
|
||||
|
||||
|
||||
|
||||
The recipient can select one of the options from the list. The image below illustrates the dropdown/select field signed with a new value.
|
||||
|
||||
|
||||
|
||||
After signing the field, the recipient can click the "Complete" button to complete the signing process.
|
||||
@@ -0,0 +1,153 @@
|
||||
---
|
||||
title: Send a document for signing
|
||||
description: The guide gives a detailed description of all options available when sending out a document for signing.
|
||||
---
|
||||
|
||||
import { Callout, Steps } from 'nextra/components';
|
||||
|
||||
# Send Documents for Signing
|
||||
|
||||
This guide will walk you through the process of sending a document out for signing. You will learn how to upload a document, add recipients, place signature fields, and send the document for signing.
|
||||
|
||||
<Steps>
|
||||
### Login Into Your Account
|
||||
|
||||
The guide assumes you have a Documenso account. If you don't, you can create a free account [here](https://documen.so/free-docs).
|
||||
|
||||
### Upload Document
|
||||
|
||||
Navigate to the [Documenso dashboard](https://app.documenso.com/documents) and click on the "Add a document" button. Select the document you want to upload and wait for the upload to complete.
|
||||
|
||||
|
||||
|
||||
After the upload is complete, you will be redirected to the document's page. You can configure the document's settings and add recipients and fields here.
|
||||
|
||||
|
||||
|
||||
### (Optional) Advanced Options
|
||||
|
||||
Click on the "Advanced options" button to access additional settings for the document. You can set an external ID, date format, time zone, and the redirect URL.
|
||||
|
||||
|
||||
|
||||
The external ID allows you to set a custom ID for the document that can be used to identify the document in your external system(s).
|
||||
|
||||
The date format and time zone settings allow you to customize how the date and time are displayed in the document.
|
||||
|
||||
The redirect URL allows you to specify a URL where the signer will be redirected after signing the document.
|
||||
|
||||
### (Optional) Document Access
|
||||
|
||||
Documenso enables you to set up access control for your documents. You can require authentication for viewing the document.
|
||||
|
||||
The available options are:
|
||||
|
||||
- **Require account** - The recipient must be signed in to view the document.
|
||||
- **None** - The document can be accessed directly by the URL sent to the recipient.
|
||||
|
||||
|
||||
|
||||
<Callout type="info">
|
||||
The "Document Access" feature is only available for Enterprise accounts.
|
||||
</Callout>
|
||||
|
||||
### (Optional) Recipient Authentication
|
||||
|
||||
The "Recipient Authentication" feature allows you to specify the authentication method required for recipients to sign the signature field.
|
||||
|
||||
The available options are:
|
||||
|
||||
- **Require passkey** - The recipient must have an account and passkey configured via their settings.
|
||||
- **Require 2FA** - The recipient must have an account and 2FA enabled via their settings.
|
||||
- **None** - No authentication required.
|
||||
|
||||
|
||||
|
||||
This can be overridden by setting the authentication requirements directly for each recipient in the next step.
|
||||
|
||||
<Callout type="info">
|
||||
The "Recipient Authentication" feature is only available for Enterprise accounts.
|
||||
</Callout>
|
||||
|
||||
### Recipients
|
||||
|
||||
Click the "+ Add Signer" button to add a new recipient. You can configure the recipient's email address, name, role, and authentication method on this page.
|
||||
|
||||
You can choose any option from the ["Recipient Authentication"](#optional-recipient-authentication) section, or you can set it to "Inherit authentication method" to use the global action signing authentication method configured in the "General Settings" step.
|
||||
|
||||
|
||||
|
||||
You can also set the recipient's role, which determines their actions and permissions in the document.
|
||||
|
||||
|
||||
|
||||
#### Roles
|
||||
|
||||
Documenso has 4 roles for recipients with different permissions and actions.
|
||||
|
||||
| Role | Function | Action required | Signature |
|
||||
| :-------: | :-----------------------------------------------------------------------------: | :-------------: | :-------: |
|
||||
| Signer | Needs to sign signatures fields assigned to them. | Yes | Yes |
|
||||
| Approver | Needs to approve the document as a whole. Signature optional. | Yes | Optional |
|
||||
| Viewer | Needs to confirm they viewed the document. | Yes | No |
|
||||
| Assistant | Can help prepare the document by filling in fields on behalf of other signers. | Yes | No |
|
||||
| CC | Receives a copy of the signed document after completion. No action is required. | No | No |
|
||||
|
||||
### Fields
|
||||
|
||||
Documenso supports 9 different field types that can be added to the document. Each field type collects various information from the recipients when they sign the document.
|
||||
|
||||
|
||||
|
||||
The available field types are:
|
||||
|
||||
- **Signature** - Collects the signer's signature
|
||||
- **Email** - Collects the signer's email address
|
||||
- **Name** - Collects the signer's name
|
||||
- **Date** - Collects the date of the signature
|
||||
- **Text** - Collects text input from the signer
|
||||
- **Number** - Collects a number input from the signer
|
||||
- **Radio** - Collects a single choice from the signer
|
||||
- **Checkbox** - Collects multiple choices from the signer
|
||||
- **Dropdown/Select** - Collects a single choice from a list of choices
|
||||
|
||||
All fields can be placed anywhere on the document and resized as needed.
|
||||
|
||||
<Callout type="info">
|
||||
Learn more about the available field types and how to use them on the [Fields
|
||||
page](/users/documents/fields).
|
||||
</Callout>
|
||||
|
||||
#### Signature Required
|
||||
|
||||
Signer Roles require at least 1 signature field. You will get an error message if you try to send a document without a signature field.
|
||||
|
||||
|
||||
|
||||
### Email Settings
|
||||
|
||||
Before sending the document, you can configure the email settings and customize the subject line, message, and sender name.
|
||||
|
||||
|
||||
|
||||
If you leave the email subject and message empty, Documenso will use the default email template.
|
||||
|
||||
### Sending the Document
|
||||
|
||||
After configuring the document, click the "Send" button to send the document to the recipients. The recipients will receive an email with a link to sign the document.
|
||||
|
||||
|
||||
|
||||
#### Signing Link
|
||||
|
||||
If you need to copy the signing link for each recipient, you can do so by clicking on the recipient whose link you want to copy. The signing link is copied automatically to your clipboard.
|
||||
|
||||
|
||||
|
||||
The signing link has the following format:
|
||||
|
||||
```bash
|
||||
https://app.documenso.com/sign/12ACP777zxQLO52hjj_vCB
|
||||
```
|
||||
|
||||
</Steps>
|
||||
Reference in New Issue
Block a user