Electronic Document Q3-2018
-Introduction to electronic documents
-Setting up an electronic document
-Fields and settings
Setting up electronic documents
SIMPler supports electronic documents, meaning you can upload forms or contracts in pdf and we can then manipulate the document to add a signature or data on to it, this document will then get saved to your SIMPLer instance or even sent directly to the customer if configured.
Enabling electronic documents is pretty straight forward, here we will go through the steps and explain different configuration options available.
1- Getting the PDF ready
To start off you will need a pdf file with your form or contact on, it's always good to make the fields that need to be filled in a bit bigger just so they are more visible once the final pdf is generated, i will be using a blank pdf document in this tutorial.
2- Creating the electronic document
To get the electronic document setup in simpler we will need to navigate to settings->electronic documents
Click on add entry and fill in name and description
Name: the name of the document set this to something specific the explains what the document is eg. (Setup Contract ,Upgrade Form, Workorder Form).
Description: more information regarding the document, can be left blank if none.
We will come back to this page in a bit, for now click on Update Table to save your changes.
3- We now have to add your PDF into SIMPLer, to do this navigate to Settings->Templates->Work Orders (Please note this might be moved in the future to the electronic document page). And under Attachment Type select your named electronic document in this case it will be named Tutorial Document as per named in step 2.
4- Once Selected change your file type to template and chose your pdf file, click upload file.
Modifying Electronic Documents(adding customer data/customfields/signature positioning)
In this section we will modify the electronic document to
-Automatically pull customer data and place it on the final document
-Enable a custom field with multiple choice selection
The configuration options are placed on the electronic document setup page that we accessed above, in here we can place different settings and options.
Below you can see the default options on the right side, all options that are available will be displayed at the bottom of this tutorial.
Automatically pull customer data and place it on the final document
We will now add in the option to pull the customerid and display it automatically on the final document.
The options we will add are the following
DYNAMICFIELDAMMOUNT tells simpler how many dynamic fields you have, increase this value if you add more fields, this field is global and has to be set only once per document.
DYNAMICFIELDTYPE_0 this option specifies what type the field is going to be a textfield, multiplechoice, duplicate or customerdata
These are specified with the value 0
These are specified with the value 1
These are specified with the value duplicate
Customer data is specified with the value customerdata, if this type is specified you also need to specify another option called DYNAMICCUSTOMERDATA_0 with the data you wish to display eg. customerid, customername, address, email below we are getting the customer id.
There options are self explanitory, specify the size of the text, position where the text will be placed on the document and colour
Page where the field will be placed
This option will specify on what page of the pdf the field will be placed it starts from 1, below we will place it on the first page.
Once you have placed the settings above click the update button at the top of the page and your changes will be saved.
Enable a custom dropdown box with multiple choices.
We will now prepare the options to enable a multiple choice dropdown box.
Remember this is going to be our second field so we will have to increase the field amount by 1.
We have removed the option DYNAMICCUSTOMERDATA and added a new option named DYNAMICFIELDNAME.
Field Name and multiple choice values
The way we define the multiple choice values are with a comma very like an array.
The first value will be the label of the dropdown.
anything after the first comma will be the dropdown options the above example will display as the image below.
Place these fields in the option box and click update.
Dynamic Field Options
It is now possible to add custom fields to the electronic document.
We have some new settings for custom fields, each setting will have to be specified with the number of the field it represents eg to set the name for field 4 (DYNAMICFIELDNAME_4 name).
The total amount of fields you wish to add to the document.
0 = textfield
duplicate = this type means the field wont be displayed on the form as its a duplicate (more on duplicates below)
DYNAMICFIELDNAME_0 text field label
DYNAMICFIELDNAME_0 Method of payment,Cash,Check,Credit Card
This sets the labels and values of the fields, if the type is 1 (dropdown) you can specify the dropdown values here separated by a comma the first value will be the label.
Position x where text will be placed on pdf.
Position y where text will be placed on pdf.
The page number where the value will be placed on the pdf
If set to 1 a copy of the electronic document will be sent to the customer by email.
Duplicate fields are fields that are a copy of existing fields, this was implemented in the case a fields value needs to be placed in two parts of the document.
the field number of the duplicate.
the type of the field.
position x of the duplicate
position y of the duplicate
Electronic Document Additional Image Options
This specifies after what page the image will be placed, if you have a document with one page and you wish to place it after that you put 2.
The size of the additional image.
The image density of the additional image, higher values the image will be move visible.
Electronic Document Signature Options (Max 3 signatures per document)
You can add 3 signatures to each document, these will be colour labeled when signing, and can be named with a label by using the signature label option, below example of all 3 signatures.
The size of the first signature
position x of the first signature
position y of the first signature
The image density of the first signature, higher values the signature will be move visible.
page where the first signature is placed on
SIGNATURELABEL_1 Signature 1
label of the first signature
second signature settings, same as above but the _2 added on
SIGNATURELABEL_2 Signature 2
third signature settings, same as above but the _3 added on
SIGNATURELABEL_3 Signature 3
NOTE: if you only require 2 signature or 1, you don't need to add the second and third signature options.
Electronic Document Other Options
if set to 1 it will send a copy of the signed document to the customers email address.
if set to 1 it will send a copy of the signed document to the operators email address
if you enable the option to send copy to operator you will need to define the email or emails in this option, you can separate them with a comma for multiple addresses
Display Customers address on current page (legacy support, use dynamic fields).