Document Maintenance (RTS)

The Document Maintenance (RTS) page allows the FI Administrator and Document Administrator to add, edit and delete document templates and attachment templates.

Documents can also be imported or exported with additional options to select specific document properties and merge or update template properties.

What permissions are involved?

Click Administration > Documents RTS.

Page Help provides a quick listing of icons and functions available and related to the Document Maintenance Page (RTS).

Click the Page Help icon.

Documents Maintenance (RTS) with Help popup

Refer to Template Manager Screen Layout for a listing of icons and definitions.

Documents Maintenance (RTS), populated

Pin/Unpin Search Panel: Click to expand or minimize the search panel when search results are returned. After selecting Pin or Unpin, click Search to change the page view.

Title Bar: Click the title bar area to expand or minimize the search pane.

Document Type: Search for All Types, Document or Attachment. To return to All Types after selecting Document or Attachment, click in the Document Type box, press the Backspace key, and click out of the Document Type box.

Document Name: Search by document name. Enter any character or characters in the document name and click Search. All documents containing the character or characters you entered will be listed.

Search Pane Action Buttons:

  • Search: Search documents based on the selected parameters.
  • Clear: Close existing results and clear search parameters.

Documents/Selected: Lists the number of total number documents available and selected.

Export: Export a listing of RTS all document templates to a .csv file.

After clicking the Export button, a popup appears.

  • Click Save to save the comma-separated values (.csv) export with default options.
  • Click Save as to change the name or location of the .csv file.
  • Click Save and open to save the comma-delimited export with default options and open in a separate application (not available if no associated application is available).

After opening the .csv file, the information can be manipulated using standard worksheet methods.

Template/Attachment Toolbar:

Stop:

Prior to deleting a template:

Ensure there are no active sessions associated with the template.

Ensure all sessions associated with the template have been archived.

  1. Use Select All (9) or Select Individual (14) to select documents.

  2. Click Delete Template (8) to delete the selected templates.

  3. Click OK to the Delete Document confirmation window to complete deleting.

Note:

Deleting RTS Templates can cause documents to fail indexing and being sent to the imaging system.

Delete Document Confirmation

  • Select All: Click to select all documents and attachments. Click again to deselect all.

  • Sort By: Click to select sort method and sort.

Document Information: Click to expand the document information.

Collapsed:

Document Information Collapsed

Select (Individual Documents): Click to select one or more documents and attachments.

Document Full Name: Full name as defined in Template Manager. Full Name can only have A-Z, a-z, 1-9, Dash (-), and Underscore (_). Spaces are not allowed.

Document Description:Document description as defined in Template Manager.

Document Short Name:Short name as defined in Template Manager. Short Name can only have A-Z, a-z, 1-9, Dash (-), and Underscore (_). Spaces are not allowed.

Delete (Current Template): Delete the current document template. You will be prompted for confirmation.

Open Template Manager: Edit the document template in Template Manager. This icon may not display for your installation.

Expanded:

Document Information Expanded

Each document or attachment has 3 sub-tabs.

Details Tab:

Expanded Documents refer to Document Details Tab.

Expanded Attachments refer to: Attachment Details Tab.

Index Fields Tab: Refer to Index Fields Tab. This tab will not display if the current imaging system has selected Use FI Level Indexes for RTS Documents.

Imaging Indexes Tab: Refer to Imaging Indexes Tab.

Open Template Manager: Edit an existing document template. This icon may not display for your installation.

Delete (Current Template): Delete the selected template. You will be prompted for confirmation.

Attachment Icon: Displays for attachment definitions.

Select (Individual Documents): Click to select one or more documents and attachments.

Dynamic Document Icon: Displays for dynamic documents.

Document Maintenance (RTS), Expanded Document, Details Tab

  • Full Name: The Full Name is used in indexing and defaults to the current file name but can be modified at this point. Full Name can only have A-Z, a-z, 1-9, Dash (-), and Underscore (_). Spaces are not allowed. (100 characters maximum).

  • Short Name: Used in creating the file name for archive documents. Short Name can only have A-Z, a-z, 1-9, Dash (-), and Underscore (_). Spaces are not allowed. (20 characters maximum]

Note:

For API documents, Full Name and Short Name cannot be edited and will be disabled.

Description: Used for the Document Description column. An easy to recognize description of the document. (150 characters maximum)

  • Archive: When selected, the document will automatically be archived when processed by itself or as part of a document session. When not selected, the document will not automatically be archived. This setting can be overridden during the document selection process, only if the document is preselected to not be archived (only if this option is not selected). (Not available for eSign Lite installations.)
    Any document with Archive not selected will automatically be set to archive for both in person and remote if that document is set to view or sign by any party or it has field to be filled by party. If a document with Archive not selected that does not meet the above conditions will not be archived in either in person or remote.

  • Display Document While Processing: When selected and documents are processed, the documents will display during processing by default. When not selected the document may still be optionally displayed while processing. (This setting does not display for attachments.)

  • Electronic Vault: When selected documents are sent to an Electronic Vault (eVault) for auditing and tracking of the original document. When eVault documents are included in a session, all documents in the session will be sent to eVault for auditing and tracking. (Not available for eSign Lite installations)

  • Party Review Options:

    • Review by all parties defined in the session: All defined parties in the session will review the document during signing.

    • Review only by parties defined in this document: Limits review to defined parties only in this document. Parties on other documents will not be allowed to view this document during the signing process. [Default]

    • Review only by parties assigned fields in this document: Limits reviewing the document when processing sets to only parties with assigned fields in this document . Parties without assigned fields in this document will not be allowed to view this document during the signing process.

  • Remote Message: The Remote Message Template selected for this document.

  • Platform: Select a platform from the drop-down selections. Used with nCino integrations; not applicable for other integrations. The FIAdmin must provide the platform and specify the Partner system at the Template level to identify from where the document is coming from.

  • Auto Create Index Fields sent by Platform and update description: This setting is only available for RTS Templates uploaded via the eSign API or the TeSignLite API.

    • When set to Yes, eSign overrides existing template description and index field tab’s information for that template.

    • When set to No, eSign will ignore auto creation of indexes marked as Use for Imaging - True in the API request and will not update the template description.

Action Buttons:

  • Save: Click this button to save changes to a document.
  • Cancel: Click to cancel changes to a document.

Document Maintenance (RTS), Expanded Attachment

  • Full Name: The Full Name is used in indexing and defaults to the current file name but can be modified at this point. (100 characters maximum).

  • Short Name: Used in creating the file name for archive documents. (20 characters maximum]

Note:

Short Name and Full Name can only have A-Z, a-z, 1-9 and Underscore (_). Spaces are not allowed.

For API documents, Full Name and Short Name cannot be edited and will be disabled.

Description: Used for the Document Description column. An easy to recognize description of the document. (150 characters maximum)

Archive: Click to toggle between Yes and No. When Yes, the document can be archived. When No, the document will not be archived.

Vendor: Where applicable, the name of the Vendor supplying this type of attachment. Current vendors are:

  • Allied IQQ
  • SWBC
  • CUNA

Action Buttons:

  • Save: Click to save changes to an attachment.
  • Cancel: Click to cancel changes to an attachment.

This page lists fields that have been marked by the administrator as “Use for Imaging”.

Only fields that have been marked by your administrator as “Use for Imaging” are available on this screen. Additionally, if your system uses XML files with field definitions, those defined fields will appear here.

Document Maintenance (RTS), Expanded Document, Index Fields Tab

Click Add to add additional index fields.

This screen changes according to the currently selected Imaging System. Refer to Imaging Indexes for detailed information.

Related procedures:

Design or Edit Document Templates / Define Unknown Documents

Define Attachment Documents (RTS)

Export and Import Defined RTS (Document) Templates

Template Manager