Digital Docs
This update introduces the creation of Digital Docs within the system.
Users can now build document templates similar to those in a typical word processor, enabling the creation, editing, formatting, and printing of documents. However, Digital Docs offer additional features, including the ability to insert dynamic fields, custom fields, or signatures.
They can also be used for emailing students or companies, downloading documents, publishing documents with signatures, and much more!
Please refer to the release summary for complete details: (RN) Digital Docs.docx
Module Setting for Digital Docs
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The module toggle for Digital Docs is available in the Client modules area, accessible via super admin login. This toggle controls the display of Digital Docs and all its functionality in the selected Client. It takes priority over permissions, so for example, if the Digital Docs toggle is set to off, all digital docs functionalities will be hidden, even if the Digital Docs permission is toggled on.
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This toggle is disabled or toggled off by default
Client Modules toggled on:
Administration > Templates > Digital Docs
Students > Enrolments > Digital Docs
Companies > Details > Digital Docs
Client Modules toggled off:
Administration > Templates > Digital Docs
Students > Enrolments > Digital Docs
Companies > Details > Digital Docs
Digital Docs Main Features
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Digital Docs editor is located at Administration > Templates > Digital Docs Tab
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Digital Docs consists of these main components:
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Main form – Where we edit the docs. This works just like a typical word processor used for creating, editing, formatting, and printing documents. But within the digital docs, it has the option to send the documents directly to the selected entity through email, publish a document for signature, and be exported as a pdf.
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Settings Tab – It contains the configurable settings and required details of the template
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Templates – Where the created templates are located and can search here for existing templates
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Entity – Where the entity of a template is set whether its “Enrolment” or “Company”. This should be set first so the dynamic fields for the related entity
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Enrolment – relates the document to the student and it’s only accessible through the students’ page
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Company – relates the document to the company and it’s only accessible through the companies’ page
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Template Name – Where name of the template is set
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Status – Where the status of the file is set, these options represent the documents status and their visibility on the students or companies’ page.
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Draft – This marks the document as draft and does not display on the student's or company's pages
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Published – This marks the document as Published and displays on the student's or company's pages
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Superseded - This marks the document as superseded and does not display on the student's or company's pages
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Type – Where the type of docs you are creating is set and defines the options on the document ribbon for type and it dictates what are available would be accessible.
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Standard - Provides access to all the options in the ribbon, like what you would see in word processors like Microsoft Word. The only limitation is that you cannot set signatures in this mode.
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Signature - Offers fewer ribbon options compared to the Standard type, but it allows you to accept signatures on your document.
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Save Button – Saves the document created and lists it in the Template dropdown
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Duplicate Button – Allows you to duplicate the selected existing template and opens a modal where you can specify the new name for the duplicate
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Delete Button – Gives you the option to delete the selected existing document and displays a confirmation modal when clicked.
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Company/Student Access Default Toggle – Users can set the default Company or Student Access toggle based on the Entity and Type selected:
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Entity Company AND Type Standard – “Company Access by Default” toggle will display, if the toggle is set to ON the document emailed or downloaded will be accessible to the company.
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Entity Student AND Type Standard – “Student Access by Default” toggle will display, if the toggle is set to ON the document emailed or downloaded will be accessible to the student.
Note: The Mail Merge tab is hidden for both Standard and Signature types, as it is rarely used.
Adding Dynamic Tags, Custom Fields, & Signatures
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When creating a document on the Digital Docs page, the options add Dynamic Tags, Custom Fields, and Signatures can be added depending on the Document Type. These features function in the same way as implemented in DevExpress.
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Dynamic tags and Signatures are filtered depending on the entity set on the document wherein it only displays the tags related to companies if the set entity is companies and vice versa.
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Custom Fields are shown only when the entity is set to "Enrolment." These fields are defined in Administration > Templates > Custom Fields > Custom Fields. In Digital Docs, these fields are displayed when the Internal Reference ID is set, and the said ID is shown instead of the actual field name.
Different displays of Dynamic Tags, Custom Fields, & Signatures depending on Entity and Type:
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Standard:
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Enrolment – Contains Dynamic Tags related to enrolment and Custom Fields from the Templates page > Custom Fields
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Dynamic Tags
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Custom Fields
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Company – Only contains Dynamic Tags as these are the only fields related to it.
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Dynamic Tags
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Signature:
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Enrolment - Contains Dynamic Tags related to enrolment, Custom Fields from the Templates page > Custom Fields, and the signature fields related to the enrolment entity
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Dynamic Tags
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Custom Fields
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Signatures
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Company - Contains Dynamic Tags related to enrolment and the signature fields related to the enrolment entity, unlike the enrolment entity this does not contain Custom Fields.
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Dynamic Tags
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Signatures
Students and Companies Digital Docs Display
Students’ Digital Docs
Standard:
Signature:
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Upon student login, they can view the digital docs located in the Documents tab whenever the document is set to "Student Access" = Yes. They can also sign, view, or download digital document located in agreements tab if these are assigned to the student.
Student Documents Tab
Student Agreements Tab
Companies’ Digital Docs
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On the Companies Page > Details > Digital Docs button, the options are the same as those on the Student Dashboard. You have three choices for handling the digital document. When the document type is set to "Standard," you can either Download or Email it. If the document type is "Signature," you can publish it for signing.
Standard
Signature
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Upon company contact login, they can view the digital docs located in the company details documents whenever the document is set to "Company Access" = Yes. They can also sign, view, or download digital documents located in the company details agreements tab if these are assigned to the company.
Company Details Documents Tab
Company Details Agreements Tab
Publish, Email, and Download Digital Docs Functionality
Publish for Signing Option
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When the "Publish for Signing" option is selected, the system follows the same logic as publishing other agreement documents. It will prompt a pop-up asking, "Are you sure you wish to publish the Enrollment Custom Digital Docs?" After clicking "OK," another pop-up will appear asking, "Do you wish to edit the digital docs template before proceeding?" If you click "OK," the digital docs will be editable before publishing the document, without affecting the main template; only the template updated will be published.
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You can skip the editing function by clicking the "Cancel" option, allowing you to proceed directly to the publishing step. If "OK" for editing is selected, a large modal containing the editable digital docs will be displayed, allowing you to update the contents. The digital doc will only be published if you click the "Publish" button; if you click the "X" button, the modal will close without being published.
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Similar to the logic of other documents with signatures, emails will be sent to the appropriate users upon initial publishing and once all signatures are completed.
Email Option
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When selecting the “Email” option on a digital docs without a signature, just like the publish functionality, it will prompt a pop-up asking, "Do you wish to edit the digital doc template before proceeding?" If you click "OK," the digital doc will be editable before emailing the document, without affecting the main template; only the template updated will be emailed.
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You can skip the editing function by clicking the "Cancel" option, allowing you to proceed directly to the email modal. If "OK" for editing is selected, a large modal containing the editable digital docs will be displayed, allowing you to update the contents. The digital doc will only proceed to email modal if you click the "Email" button; if you click the "X" button, the modal will close.
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The email modal that is displayed includes the fields for subject, CC, body, and attached files, all of which can be edited. By default, the selected digital docs will always be included as an attachment in the email.
Student Email Modal: 
Company Email Modal:
Download Option
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When selecting the “Download” option on a digital doc without a signature, just like the above-mentioned functionalities, it will prompt a pop-up asking, "Do you wish to edit the digital doc template before proceeding?" If you click "OK," the digital doc will be editable before downloading the document, without affecting the main template; only the template updated will be downloaded.
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You can skip the editing function by clicking the "Cancel" option, allowing you to proceed directly to download the digital doc. If "OK" for editing is selected, a large modal containing the editable digital docs will be displayed, allowing you to update the contents. The digital doc will only proceed to download if you click the "Download" button; if you click the "X" button, the modal will close.
Digital Docs saved to Student Notes or Student/Company Documents tab
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When a Digital Doc is created and sent through email or saved as download
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Whenever the digital docs are associated with a Company, it is saved to the Company Documents. It is only accessible by company contact users when “Company Access by Default = On”.
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Whenever the digital docs are associated with an Enrolment it is saved to the Student Documents. It is only accessible by students when “If Student Access by Default = On”.
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Also whenever an Enrolment Digital Docs Email is sent, the email will also be saved to the student’s notes.
Activity Logs for Digital Docs
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Activities that involve the digital docs are recorded under Reports > Activity Logs with the new object type called "Digital Docs”.
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Add – Templates Page Activities
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Edit - Templates Page Activities
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Delete - Templates Page Activities
Digital Docs Permissions
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Permissions for Digital Docs are available under Permissions > Templates, in a new category called "Digital Docs," with a single permission called "Digital Docs." When this toggle is set to "ON," the view and all actions under Templates Page > Digital Docs Tab are displayed and functional. Otherwise, it remains hidden.
Toggled On:
Toggled Off:
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Permissions for Digital Docs under Companies are available under Permissions > Companies > Details, in a new toggle called "Digital Docs." When this toggle is set to "ON," the view and all actions related to Digital Docs on Companies Page are displayed and functional. Otherwise, it remains hidden.
Toggled On:
Toggled Off:
