Publishing a Document - CDM via Document Properties
- Debby Gibson
If a document has been created within the Current Folder (green folder) (or sub-folder of), it means that the document is not yet visible to the Client. If you wish to make this document visible to the Client via their Client Portal, the document must be Published.
Publishing via the Document Properties
The Properties of a document can be accessed either via
the Client menu - clicking the Client Yellow folder icon, OR
the Document menu - locating the required document
How to publish a document:
Locate the document to be published and click the Document Properties icon
If you are using Nimbus Workflow, set the Status field to a status that is set for Publishing. In the screen shot sample below, we have set the Status to be Publish.
Click on the Published flag. Note that the Publish flag will only be visible IF:
The document is in a folder where it can be published (there may be restrictions on the folder properties)
The staff member wanting to Publish the file HAS permissions to Publish (this is handled via the Document Workflow Status levels)
If you wish to send an email notification, you can select either:
Send Published Notification | System will send an email to ALL related contacts who have folder visibility. System uses the email template “Upload notification.email.html”. If file includes Signature Blocks, file will be included on the Client Portal “Files for Signing” view and will remain until the file is fully signed. |
|---|---|
Send Signature Notification | System will send an email to ALL related contacts who have folder visibility. System uses the email template “Upload Notification Signature Required.email.html”. File will be included on the Client Portal “Files for Signing” view and will remain until the file is fully signed. |
If the document has previously been attached to an Email Job as “Attach for Signing”, the “Send Signature Notification” option will not be visible.
Send Signature Notification
The Send Signature Notification option allows sending documents for signature from the Document Properties menu, on an “ad-hoc” or “on the fly” basis:
a) Both the Send Published Notification and Send Signature Notification options will become visible and active when the Published option is ticked.
b) Either the Send Published Notification or Send Signature Notification option can be selected – if one is selected, it will clear the other. Both options can also be left blank if no notification is to be sent.
c) If the Send Signature Notification option is selected and clicked on update, it will use the Signature required template for the email notification.
An SMS notification will also be sent if SMS has been set up for the recipient. The document will be listed under the Files for Signing view in the Client Portal
d) When the Published option is selected:
If a document contains client signature blocks it will select the Send Signature Notification option by default.
If no client signature blocks are present, it will select the Send Published Notification by default.
e) In the Documents Grid view, a new column called Signature Notification is now available to see for which documents signature notifications have been sent.
Click the Update button to save your changes.
As soon as the Update button is selected, the system will:
send a file notification (once a new menu option is selected), depending on whether an option was selected in step 4 above
make the file visible to the Client in their Portal. The file will display via the following Client views:
In-Tray
Files for Signing (if file includes signature blocks, or “Signature Required” option was selected above.
update the Published column (via Client / Document Grid)
Signature Notification Column
The Signature Notification column will display the following based on the type of signature request:
Grey envelope icon:If a manual request for signature has been sent. E.g. when files are uploaded, and the option was ticked for Signature Required, or when the new Send Signature Notification option is ticked in document properties (CDM customers only).
Blue envelope icon: If a request for signature has been sent via an email job. The date stamp will also provide the email job reference number and will open the email job when the link is clicked. It will always show the last email job sent for a particular document attached.
Date stamp: The date the signature notification has been sent.
Pending: If a document has been flagged for signature, but a signature notification has not yet been sent.
IMPORTANT:An email or SMS notification will only be sentonce you move to a different menu option on the left menu panel, or when you log outof Nimbus. It has been specifically designed in this manner in order not to inundate users with multiple emails. Instead, files that are published in the same timespan will get batched and combined into a single email per recipient. The Pendingstatus will hence keep showing until one of the above actions are performed.
As shown in the example above, the Signature Notification column can be used as a Date Filter to sort notifications sent according to Date.
Please note: The Signature Notification column will not show if a document has been signed or not. It only shows that a document has been flagged for signature and if a notification has been sent.
The other way to Publish a file is to send an email job, with a document link attached / attached for signing. The process of sending the email job will publish the file, if the file can be published (i.e., there are no restrictions on the staff member sending the job, or on the document itself). The email job allows you to setup auto-reminder emails for documents requiring signature.
Customers who subscribe to Nimbus Professional have the functionality to send an email job.