6. Select the blue NEXT arrow icon from the lower left of each page to proceed through each step, in sequence, and arrive at the Finish step.
The options available at the Finish step are as follows:
Document Name: If the template is set up with an auto-name this will populate at the Finish step. The document name can still be edited at this step if required.
Document Status: As mentioned above, UniPhi has 7 document statuses to choose from, and it is at this step that you can set the document status. Depending on what the stataus is set to, the options at the bottom of the finish step will change.
Private - The only options are View Document and Save document as PDF
Draft – The options available are View Document, Save document as PDF, Email Document and Upload this document To Dropbox
Open for Review - The options available are View Document, Save document as PDF, Email Document and Upload this document To Dropbox
Awaiting Signoff - The options available are View Document, Save document as PDF, Email Document and Upload this document To Dropbox
Closed - The options available are View Document, Save document as PDF, Email Document and Upload this document To Dropbox
Due Date: Setting a due date will ensure that should a document require sign off, it will appear in the Summary Signoff view of the person requiring sign off. A due date set here will also appear in the Documents module view, and is a useful way to see upcoming document due dates, and those that are overdue.
PDF Style: Your UniPhi deployment has been configured to have 2 or more organisation specific style sheets to choose from. These style sheets will typically include your logo, address details, and other font and formatting setting. Using the drop-down menu here allows you to change the default style sheet set by your system administrator.
PDF Options - Signatures: UniPhi can be configured to show signatures on documents that have been signed off. Checking or unchecking this box will determine if signatures are shown or hidden.
PDF Options - Comments: UniPhi allows people reviewing and contributing to the document to make comments within the document. Checking or unchecking this box will ensure that comments are shown or hidden
PDF Options - Transmittal: Includes any UniPhi generated email transmission of the document in the output PDF.
7. Review your document: At this stage it is beneficial to take a closer look at the contents of your document. Your template may have been configured to draw on various pieces of information stored in UniPhi and while still in Private status, you can review and make any required changes. The simplest way to do this is to use the blues PAGE icon, or select the PDF.
The View Document option will show you an html format of your document, while the Save as PDF will present you with an exact version of the document as it will be produced and set to your stakeholders. If you realise that a change is required you can simply click back into the necessary step from the Checklist on the right-hand side and make your changes.
8. Once any necessary changes have been made and all configurations have been set, select the X icon to take you back to UniPhi’s documents module, where your new document will be stored.
Document Status can be changed via inline by using the PENCIL icon to the right of the document record.
Filtering by Document Status when searching for documents provides some additional status options:
The Status Filter provides for:
All – This selection is the default and displays All open documents excluding Deleted documents.
Open – This filter groups all documents that are current in Draft, Open for Review or Awaiting Sign-off statuses.
Deleted – This shows all documents that have been deleted. Deleted documents can be recovered using the REWIND icon.
Processed - This filter displays all processed Invoices and Progress Claims. These documents can no longer be deleted.
Unprocessed – This filter displays all open or signed off unprocessed Invoice and Progress Claim documents.
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