E-Document Sets Setup
The following describes the process for creating Electronic Documents to send to Customers
Step One: Set up your document in HTML
Open Setup > Documents > Documents & Imaging
Select the document name and click the Edit button at the bottom of the screen.
To indicate that a document requires a customer's signature, check the "Signature Required" box. Also, check "Visible to Customer on Web" so they can access it online.
A preview window will appear (if this is your first time setting up this document type, it may be blank). Click the Edit button in the top-right corner to add or modify the document text.
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A text editor window—similar to Microsoft Word—will open. You can type directly or copy and paste text from another document.
To personalize the document, right-click to insert replaceable text fields, which pull information from the customer’s folder (e.g., name, vehicle details).
When you're done, click Save to finalize the content.
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Note: Images and fillable fields (text boxes, checkboxes) are not supported, but basic text mark-up like centering, bold, underline, sizing, etc. is allowed. The document will be presented to the customer in a read-only format. Based on whether or not you indicated "Signature Required", the customer will be prompted to digitally sign the document at the bottom of the form. When the document is saved back to the Folder in Nexsyis, a basic header with Company and Folder information and a footer with the signature and date will be appended.
Once you've saved, a checkmark will appear in the HTML column to let you know the document has been set up for HTML.
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Step Two: Set up e-Document Sets that include your documents
An e-Document Set will need to be set up for either a single or group of documents. This will allow you to send a unique link to a customer (from the Folder Communication tab) to view or sign the document(s) included in the set.
- Open Setup > Folder > Customer e-Communication & Web > e-Document Sets
- Create a Code and a Description.
- Move document(s) from Available on the left to Assigned on the right.
- Use the up/down arrows to order the documents in the order you would like them to be presented to the customer.
- Note: Documents must be marked as Visible to the Customer on the Documents tab of the Folder in order for the customer to see them when sent the e-Document set. If more than one document has the same name and is marked as visible, the most recent one is the one that will be used.
Save.
Step Three: Set up Default e-Document Sets for Document Tasks
**This should already be done** but is worth checking
- Open Setup > Folder > Customer e-Communication & Web > e-Document Defaults
- For all locations, choose the e-Document Set you would like to send when the user clicks "Send" next to the Customer Authorization date on the Folder. If you would like a different set sent for unique location(s), you can add additional lines, choosing the specific location.
Step Four: Set up the Customer Communication Messages for the document set