Document Record Properties categorize, record, and summarize key information about your documents to improve your document management efficiency. These properties make it possible to search through and filter Document Records and make further use of document information, including analytics.

Workspace Admins can manage Document Record content in My Account => Settings => Document Records.

The Document Records administration area has three sections:

• Properties
• Property Groups
• Document Record Types

Properties

The Properties section allows for the creation, modification, deactivation (and reactivation), and deletion of Document Record Properties. To create a new Document Record Property, click the “Create” button in the top right corner of the screen. Each Document Record Property has the following attributes:

• Name: Name of the property that will be displayed to users in Document Records. This field is mandatory.
• System Name: Auto-generated text-string used to import or export property data via our API. This field cannot be modified.
• Description: Additional information describing the property to be displayed in a “bubble” next to the property name in Document Management. This field is optional.
• Property Group: Each Property must be assigned to a Property Group. Property Groups are described below.
• Application to Template Suites: Properties may be applied either to Document Records created from all Template Suites or only from a selection.
• Application to Document Record Types: Properties may be applied to manually created Document Records of any Document Records Type or only selected Document Records Types.
• Property Type: There are 16 different types of Document Record Properties in addition to system properties. Each Document Record Property type may have additional settings.
  To learn more about each type of Document Record Properties, please visit the following articles:

• • • System (Uploaded Files, Document Record ID, Confidentiality, and more)
    • Inputs (Text, Financial or Numerical values, Dates and more)
    • Choosing Options (Single or Multiple Choice Select and Checkboxes)
    • Special (Users, User Groups, Item from Custom Lists) 500

• Template Tag: Each Document Record Property may be assigned a Template Tag to facilitate automated data extraction from Legito Documents. To learn more about all combinations of properties’ types and Template clauses and elements, please visit the Extraction To Document Records article or the KnowledgeBase articles on Template Elements.
• Show in Document Management area: Determine which Document Record Properties will be displayed in the abbreviated view of the Document Record in the Document Management area. All applicable properties are displayed in the Full Document Record view (when opened in a separate window).
• Allow filtering: Permits the property to be used 1) as a search filter for Document Records in the search box located at the top of the Document Management area if the property is text, or 2) as a filter on the left side of the Document Management area along with other types of filters if the property is a selection from options, dates, financial or numerical value. When not selected, it won’t be possible to use the property for any of the above-mentioned purposes.
• Modifiable extracted value: Permits users to modify values extracted from Legito Documents provided such user has the appropriate permissions.
• Extract if modified manually: Permits the ongoing automatic extraction of data from Legito Documents after manual modifications to values.  Typically, when a property value is extracted from Legito Documents, and the property value has already been modified manually by a user (It is also applicable if the value was modified prior to extraction), Legito will lock the value against additional extractions from the newer versions of the relevant Legito Document in order to prevent the value manually modified by a user from being overwritten by extracted values. If the checkbox is ticked, the ongoing extraction from Legito Documents will continue and overwrite the value manually modified by a user.
• Export to CSV: Export Document Records to CSV in the Document Management area with a Document Record Property by activating “Export to CSV”.
• Modifiable with Edit permission: Ticking this option allows users with Edit Permission to modify a Property’s value, in addition to Owners and users with Manage permissions.

Property Groups

Property Groups determine how Properties will be displayed in Document Records. Property Groups may be organized according to the order in which Property Groups will be displayed in the Document Records. Properties within a Property Group may be similarly organized. A Template Group always must have a name. However, it is possible to hide the Name in Template Record. If you do so, the properties in the Property Group will be separated from properties in other groups using larger spacing. Property Groups may be deleted only if they do not contain any Document Record Properties.

Document Record Types

Document Record Types apply to manually created Document Records. Their purpose is to allow Workspace Admins to create deeper customization options for manually created Document Records by restricting the assigning of some Document Record Properties selected Document Record Types. Users will select an appropriate Document Record Type for each newly created Document Record. Once the Document Record Type is assigned to a Document Record, it cannot be changed. Document Record Types may be organized according to the order of how they will be displayed in the Document Record Type dropdown. Deleting a Document Record Type will not affect previously created Document Records of the same type.

Document Record Properties in this category are defined by Legito. Workspace Admins are not permitted to add properties to this category. System properties have usually functions related to other Workspace features.

System properties cannot be deleted, but they may be deactivated. Limited customization of System properties are available, however the Property Name, Property Type and associated Template Tag fields may not be edited.

There are the following System properties:

• Uploaded Files – Area to open, upload, download, or delete files in supported formats.
• External File Storage Link – Link to files not stored in Legito. Links are added directly to the Document Record.
• Expiration Date – Allow users to insert one Expiration Date as part of the deadlines. Automatically extracted from Legito Documents.
• Signing Date – Allow users to insert several Signing Dates as part of the deadlines. Automatically extracted from Legito Documents.
• Payment Date – Allow users to insert several Payment Dates as part of the deadlines. Automatically extracted from Legito Documents.
• Delivery Date – Allow users to insert several Delivery Dates as part of the deadlines. Automatically extracted from Legito Documents.
• “Created” Date – Date a Document Record was created.
• “Modified” Date – Date a Legito Document was last modified and saved.
• “Active” Date –  Date of the last activity according to the Document Record Timeline.
• Total Value – Information indicating the total value of the document. The Total Value may also be modified directly in the Document Record.
• Summary – All other important information about a document. Usually a document’s subject-matter.
• Confidential – Limits access to users with permission to view confidential documents.
• Deadline Notifications – Enables in-app or email notifications for approaching expirations of document dates, including Expiration, Signing, Payment, or Delivery Dates. When selected, it is possible to set the number of days in advance to receive the notification. This will be applied to any user with access to the Document Record.

Inputs allow users to insert any text, numerical, or financial values to Document Record Properties. The following types of Document Record Properties are in the “Inputs” category:

Single-line Text

This property allows users to add text. The text will be displayed in a single row in the Document Record. Any text that exceeds the designated area will be hidden but will become visible to the user in a “bubble” when the cursor hovers over the property. There is no special setting for this property type.

Multi-line Text

This property allows users to add text. The text will be displayed in the Document Record. There is no special setting for this property type.

Single Date

This property allows users to select a date. There is no special setting for this property type.

Multiple Dates

This property allows users to select multiple dates. There is no special setting for this property type.

Numerical Value

This property allows users to insert a number. It is possible to define a prefix, a suffix, and the number of decimal places for the property. Prefixes, suffixes, and decimal places are locked as defined in the property settings and they cannot be modified in Document Records. The number value is the only modifiable part of this property.

Financial Value

This property allows users to insert a financial value (a numerical value and choose from the list of currencies). There is no special setting for this property type.

 

“Choosing Options” properties category allows users to add information to a Document Record by choosing one or more predefined options. The following types of Document Record Properties are in the “Choosing Options” category:

Single Checkbox

This property allows users to tick or untick one checkbox.
It is possible to define Label of the checkbox, but it is not mandatory (but recommended).

Multiple Checkboxes

This property allows users to tick or untick multiple checkboxes.

You can create one or more checkboxes with custom names (not mandatory, but recommended), choose a color for each label (if a color is not selected, a secondary Workspace color will be selected by the system), and arrange the order of the checkboxes (from top to bottom) that will be applied if a “custom” sort is selected for the checkboxes, otherwise the Checkboxes shall be sorted alphabetically.

The difference between a Single Checkbox, and a Multiple Checkbox containing a single checkbox is in how ticking, or unticking a checkbox relates to the extraction logic from a Legito Document using Template Tags (learn more).

Single Choice Select

This property allows users to choose one option from options defined for the property. You can create one or more options with custom names (not mandatory, but recommended), choose a color for the text of each option (if color not selected, secondary Workspace color will be used), and set order of the options (from top to bottom) in the dropdown menu that will be applied if you choose “custom” sort of checkboxes, otherwise alphabetical sort will be used.

Multiple Choice Select

This property allows users to choose several options from options defined for the property. You can create one or more options with custom names (not mandatory, but recommended), choose a color for each option (if color not selected, secondary Workspace color will be used), and set order of the options (from top to bottom) in the dropdown menu that will be applied if you choose “custom” sort of checkboxes, otherwise alphabetical sort will be used.

Special Properties allow users to add information to Document Records by choosing one or more options that relate to other Workspace objects, including Users, User Groups or Custom Lists.
The following types of Document Record Properties are in the “Special” category:

Single User Select*

This property allows users to select one User from the Workspace.

 

Multiple User Select*

This property allows users to select several Users from the Workspace.

*Document Records may be shared automatically with the selected Users with appropriately defined Document Record permissions.

 

Single User Group Select**

This property allows users to choose one User Group from the Workspace User Groups.

Document Record may be shared automatically with a selected User Group.

 

Multiple User Group Select**

This property allows users to choose several User Groups from the Workspace User Groups.

**Document Records may be automatically shared with selected User Groups.

 

Custom Lists Select: Single Item

This property allows users to choose one Item from selected Custom List.

First, choose the Custom List, then choose a column of the Custom List. Users then may choose any value from the selected column in the Document Record. If a value is updated in a Custom List, it will automatically update in the Document Record as well.

 

Custom Lists Select: Multiple Items

This property allows users to choose several Items from selected Custom List.

First, choose the Custom List, then choose a column of the Custom List. Users then may choose several values from the selected column in the Document Record. If a value is updated in a Custom List, it will automatically update in the Document Records as well.

 

Legito Document Timelines provides a detailed and comprehensive view into the lifecycle of all documents managed in your Legito Workspace. You can now better track your documents, analyze vast amounts of data to gain insight into your processes and increase efficiency.

Legito automatically tracks 37 different Document and Document Record related events. These events are:

Type

• Document Owner Change
• Document Shared
• Document Sharing Removed
• File Upload
• File Deleted
• Link Added
• New Document Version
• Document Deleted
• Document Restored
• Stage Change
• Expiration Date Revised
• Signature Process Started
• Signature Process Completed
• Signature Process Cancelled
• File Download
• Document Download
• Document Record Updated
• Document Viewed
• Expiration
• Payment Date
• Delivery Date
• Signing Date
• Approval
• Rejection
• Decision Cancelled
• Approval Process Started
• Overall Approval Granted
• Overall Approval Rejected
• Approval Reset
• External Sharing Activated
• External Sharing Deactivated
• Document Created
• Batch Generation
• Document Sent by Email
• Locked Editing
• Unlocked Editing
• Confidential
• Non-Confidential

It is possible to filter and sort these events according to their type and/or user whose action created them to drill down to the data that you need.

Additionally, all data points may be exported to a CSV file to be molded into a report format that best fits your needs.

 

In order to assure that your Document Timeline Data is “clean”, it is possible to configure user settings to allow Users to view and download documents in an “incognito mode” and avoid having these events display in the Timeline. This may be appropriate for Workspace Admins, Template designer, or managers who may want to access and view documents but are not truly part of the intended Workflow.

Legito Document Timeline shall track events commencing July 15, 2020.

Legito Workflows help ensure that documents are routed appropriately through their respective lifecycles with all necessary Approvals. Combined with Notifications and Legito’s Smart Document Management, it provides a quick and convenient way for the correct people to act on documents as required.

Workflows are applied to Document Records, which means that Workflows can be used for both Legito Documents (documents created in Legito from automated templates) as well as to External Documents (documents either uploaded to Legito or stored outside of Legito).

A Workflow’s Stages can be viewed and modified from a Document Record.

As discussed in the Assigned Workflow KnowledgeBase Article, a Workflow may be assigned to a template, so any documents generated from that template automatically enter that Workflow. Aside from Document Records, a Workflow’s current Stages may be viewed and modified from the bottom of Document Editor.

Workflow Administration

To create and edit Workflows, users must go to the Workflows Administration area. To get to the Administration:

• Find the “My Account” dropdown on the left side of the top menu,
• Choose “Settings”.
• Choose “Workflows” from the left Column of the following page.

All of a Workspace’s Workflows can be viewed in this area. There are options to:

• Create a new Workflow 
• Edit an existing Workflow 
• Set an existing Workflow as the Default Workflow 
• Delete a Workflow.

Workflow Editor

Clicking on the Edit or Create buttons will take you into Legito Workflow Editor, which has a user-friendly interface somewhat similar to Template Editor. Appropriately permissioned users can easily build Workflows by simply clicking and dragging items across a Workflow Editor Canvas.

Every Workflow is powered by three core components:

• Stages – Workflow component that lets users know the position of a document in a Workflow (in Draft, internal review, external review, etc.)
• Flows – Workflow component which dictates the direction of a Workflow between Stages and Approvals
• Approvals – Workflow component which acts as a condition to help determine the direction of a workflow. 

 

Workflow Properties

To the right of the Workflow Editor Canvas, there are three sections:

1. Use – listing options on the types of Document Records to which the Workflow should be applied:
   • Smart Documents – documents generated in Legito from automated templates;
   • External Documents – documents uploaded to Legito; or
   • Both Smart Documents and External Documents
2. Versions – The Version History of every Published instance of the Workflow. Each of which may be opened on the same screen or in a new window. It is important to note that new Versions of Workflows are not be applied to Documents (Document Records) retroactively. Even when new Versions of a Workflow are created, a Document Record keeps the same Workflow under which it was originally created. For example, if a Document Record generated under Workflow Version 1.0 had four approvals, but a new version of the Workflow (Version 2.0) was created with five approvals, the Document Record’s Workflow will remain Workflow Version 1.0 with four approvals.
3. Stage View Order – Whenever a new Stage is created, it will appear under this section.  Using the Move icon, or the directional arrows to the right, it is possible to adjust the order of these Stages. This will determine the dropdown view in Document Editor and Document Records.

You can now use DocuSign with Legito to sign:

• PDF files generated from Legito Documents (documents generated from Legito Automated templates)
• PDF files uploaded to Document Records in Smart Document Management

See here how to sign Legito Documents with DocuSign:

See here how to sign uploaded documents with DocuSign:

Initial integration

Initial integration with DocuSign is easily accomplished in 3 simple clicks. When initiating the signing process with DocuSign for the first time, you will be asked to confirm permission to grant your Legito account access to automatically interact with your DocuSign account. This confirmation is only required once.

Extraction of signatory information from Legito Documents

It is possible to automatically extract names of signatories from Legito Documents using Contact Information Template Tags.

Signature lines are added to a document by inserting the annotation, “LEGITOSIGN” and a number denoting the signatory number, (i.e., “1”, or “2”). For example, if there are 2 signatories, use the following annotations, “LEGITOSIGN1” and “LEGITOSIGN2”. It is recommended to add these annotations in a white font color so they will not be visible in the document. These annotations work both for Legito Documents as well as uploaded documents.

Also, please note that prior to using DocuSign, or any electronic signature, the template settings (in Template Administration), must be set to allow the signing of documents created from that template.

Additionally, only appropriately permissioned users may initiate the DocuSign signing process.

DocuSign License Plans

You can integrate any DocuSign account (plan) with Legito. For example:

If you use a DocuSign Sandbox account for testing purposes, the signed document will not be automatically uploaded back to Legito’s Document Management due to DocuSigns policy.

Legito’s Biometrical Signature solution which, by capturing 5 types of biometric data, is legally considered an original signature. 

Legito BioSign is an add-on mobile application which can be downloaded from Google Play (Android) or the Appstore (iOS). Once installed, there is no need to sign-in to the app. After the signature process is initiated from your Smart Document Workspace, the app will open and log you in automatically. Legito BioSign can be used to sign PDF documents that are:

Legito BioSign can be used to sign PDF documents that are:

1. exported from Legito’s Document Editor; or
2. uploaded to Legito’s Document Management space (Document Records).

There are three main steps that must be taken to before Legito BioSign can be used:

First, users must be granted the appropriate permissions to use Legito BioSign. To do this, go to the People section of your Smart Document Workspace, and:

1. click the Edit button next to a user
2. check “Sign with Legito BioSign”
3. click the Save button in the left lower corner of your screen

Second (not applicable for uploaded PDFs), the template, or templates, must be set up for Legito BioSign. To do this, go to the Dashboard or Templates section of your Smart Document Workspace, and:

1. Click Edit on the Template Suite with the template(s) to be signed with BioSign
2. Click Settings on each of the Templates for the templates which will be signed with Legito BioSign, and check, “Sign with BioSign” as in the example below:

Third (not applicable for uploaded PDFs), the BioSign signature annotation must be added to the document. To do this, open the template in Template Editor and insert the text LEGITOSIGN wherever the document will be biometrically signed.

Now, you are ready to start biometrically signing documents generated from the template. When a final version of a document is ready in Document Editor, click the “Sign” button under your Legito Smart Document, and confirm which document you would like to sign:

You can make a final draft of your document and start the signing process on your computer. Just open Dashboard in your Smart Document Workspace and you will see documents with an active signing process status:

BioSign PDF documents uploaded to Legito

To execute uploaded PDF documents with Legito BioSign, first upload the PDF document to Legito. This may be done either on the Dashboard, or from the Legito’s Document Management space. Click the Sign button next to the file name:

“LEGITOSIGN” must be added to every spot that will be signed with a biometric signature. Size (height and width) of a signature field will be determined by the size of the text string (LEGITOSIGN) so if you would like to make it bigger (or smaller), adjust the font size and/or type accordingly.

Additional BioSign Information and Tips

• If a Document Bundle has been generated with individual documents requiring separate signatures, each document may be signed separately at different times. Currently, however, to ensure security, all signatures to the same document must be completed within a single process, before the biometrically signed PDF document is encrypted and saved.
• BioSigned documents may be downloaded as PDF files and shared if necessary.
• Only users registered in a Workspace may activate the BioSign signature process, however, the actual signatories do not require Legito accounts.
• Legito BioSign is currently supported on the following devices: Samsung Galaxy Tab S3 (with S Pen) and all successor models Apple Ipad 2018 (with Apple Pencil) and all successor models
• Signatures may not be completed with a finger, but only with a device’s writing instrument.

More information is available on the Legito BioSign page.

Many countries around the world have adopted personal data protection laws to protect an individual’s privacy.  Some require that all electronic data on an individual be deleted upon that person’s request. 

The standard Anonymization feature allows permissioned users to irreversibly delete data from selected Element types.  To be clear, once performed, data cannot be retrieved, and the selected content will be deleted for all users, including Workspace Admins.

Before performing this function, please consider carefully if you will need data from this document in the future.

To perform this permanent deletion, go to the Document Management section of your Smart Document Workspace and:

1. Open a Document Record
2. On the bottom of the Document Record, click the Anonymize Button
3. In the pop-up warning window, select the Element types of that document which should be deleted forever and click, Anonymize Document.

 

Workspace Admins are able to schedule regular automatic Anonymizations to all Legito Documents after a predefined period. To set up automated anonymizations:

1. Find the “My Account” dropdown on the left side of the top menu on any main landing page
2. Choose “Settings”.
3. Choose “Document Anonymization” under the Templates & Documents category on the left column of the following page.