This article explains how to send e-documents to employees. You follow the approval status of the documents you sent on Comms and docs > E-document archive (E-Document Archive). Users with the Add E-Document Approval permission do this.
Before you start
The document you will send must be defined on E-Document Types and not archived (Creating e-document types).
For timestamped documents, employees' phone numbers must be registered and the company needs a Digital Credit balance.
Step by step
Sending from the e-document archive
You can send documents without leaving the screen where you follow them.
In the left menu, go to Comms and docs > E-document archive.
Click Send e-document at the top right of the page. If you have not sent any document yet, the list is empty and says "You have not sent any e-documents yet"; the Send e-document button there opens the same window.
In the window that opens:
E-Document Groups: If you choose a group, the documents in the group are selected automatically.
E-Documents (required): Choose or adjust the documents to send.
Choose the employees who will receive the documents with the Branch, Department, Position and Employee fields. All Employees selects every employee you are responsible for.
Message: Optionally write a note for the employee.
Enable the rejection feature.: When checked, the employee can reject the document; if you uncheck it, the employee can only approve.
Once you choose documents and recipients, the bottom of the window, left of the Send button, shows how many people will receive it: for example "Will be sent to 5 people" with "2 documents · 10 records in total" under it.
Click Send. The button is not enabled until you choose documents and employees; the reason is shown at the bottom of the window.
The notice "E-document sent to 5 people." appears, the window closes and the list and the tab counts refresh. The new documents appear at the top of the list as Waiting for approval. If you were on the Approved, Rejected or Waiting over 7 days tab, the list switches to Total documents so that the new documents show.
Sending a single document
In the left menu, go to Configuration > E-document > E-document types.
Open the Actions menu on the document's row and choose Send.
In the Send E-Document window the document is already selected in E-Documents; you can add other documents too. It is the same window the archive and bulk sending open:
Choose the employees who will receive the document with the Branch, Department, Position and Employee fields.
Message: Optionally write a note for the employee. The employee sees this text in the document's Description field.
Enable the rejection feature.: When checked, the employee can reject the document; if you uncheck it, the employee can only approve.
Check the summary at the bottom of the window for how many people it goes to, then click Send. The button is not enabled until you select at least one employee; the bottom of the window says "Select at least one employee to send."
Sending several documents together
Click the Send button at the top of the E-Document Types screen. You can open the same window with Send e-document on the E-document archive screen (above), or from any page with Send document in Quick add on the home page or in the Create menu of the left menu. If the E-document archive is open when you send, its list refreshes by itself.
In the window that opens:
E-Document Groups: If you choose a group, the documents in the group are selected automatically.
E-Documents (required): Choose or adjust the documents to send.
Message, employee selection and Enable the rejection feature. work as in single sending.
The summary at the bottom of the window (left of the Send button) shows how many people and documents it will go to.
Click Send.
Tracking sent documents
The documents you sent are listed on Comms and docs > E-document archive. There you follow them with status cards and filters, remind employees of pending documents, send a rejected document again, see a document's history, set up automatic reminders and the overdue documents report, and export the list to Excel. Details: E-Document Archive.
Result
A separate record in Waiting for approval status is created for each selected employee and each document. If the PDF has auto-filled fields, they are filled with the employee's data. If the PDF cannot be prepared (for example the template file is broken), you as the sender get an "E-document could not be prepared" e-mail; no technical error goes to the employee. Check the template and send the document again. The employee receives an email saying a document was sent and the document appears on their My E-Documents screen. If the document is not approved, the employee gets automatic reminders: by default 5 days after sending, then every 7 days, at most 3 times (every morning at 09:00). You change this schedule in Follow-up settings on the E-Document Archive screen (E-Document Archive).
Common problems
Symptom: The document is not in the list and I can't send it.
Cause: The document may be archived.
Solution: Open the Archived card at the top and restore the document with Unarchive.
Symptom: On E-Document Archive I can't see some employees' documents.
Cause: The list shows only employees in the branches you are responsible for.
Solution: Ask your administrator to extend your branch permission (Managing permissions).
Symptom: I accidentally sent the same document to the same employee twice.
Cause: Every send creates a new record.
Solution: The employee sees both records separately; tell the employee not to approve the unnecessary one.