Documents & signatures
Documents helps your team keep files with the people and places they concern, prepare reusable documents, and follow requests for signatures. Knowing the difference between a stored file and a signing request makes it easier to choose the right starting point.
Files, types and templates
Section titled “Files, types and templates”A stored document is an uploaded file with a title, notes, dates and links to the relevant records. For example, a welcome guide may belong to a site, while a settling-in plan belongs to a child’s enrollment.
A document type is the category used to file it. Its association roles define which kinds of records the document must be linked to. “Family Welcome Guide” can be the type, while “Harbourview family welcome guide” is the title of one file.
A document template is reusable wording and fields for preparing a document for signing. Its version helps identify which wording was used for a particular request.
Follow a signing request
Section titled “Follow a signing request”A signing submission is one document prepared for particular people to sign. It records the template version, associated records, recipients and progress of that request. Preparing and previewing a document gives you a chance to check the details before starting the signing process.
Uploading a file and creating a signing submission serve different purposes. Choose the stored-document workflow when you already have a file to keep; use the signing workflow when you need to prepare and track a request.
Find the right material
Section titled “Find the right material”The document library provides the wider view. A record’s Documents area keeps that child, enrollment, staff member or site in context. Effective dates, expiry dates and archive filters help you distinguish current material from earlier records. A document bundle puts current effective documents into a ZIP organized by site.
Document guides
Section titled “Document guides”The examples and screenshots use demonstration records.