Document handling
  • 13 Mar 2022
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Document handling

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Lightico enables you to configure the way documents are handled, before, during, and after the customer completes them. For example, you can choose who can download documents and where to send completed documents. This article describes how to configure the settings in System settings ⇾  Session ⇾  Document handling.

Choose where to send completed documents

When a document is completed, you can configure the system to automatically send the completed document to the agent. You can also choose an additional email address to automatically send the documents to. You can configure the following settings in the Send completed documents to section:

SettingConfiguration instructions
Agent emailTo automatically send completed documents to the agent, turn on the toggle.
Other emailTo automatically send completed documents to the another email address besides the agent, turn on the toggle and enter the email address.
Set email subjectClick edit and enter the email subject for emails sent to the other email.

Define agent information in the audit trail

Lightico documents include an audit trail with additional information about the document, as in the example below. You can define how the agent information is displayed in this audit trail.

To define how the agent information is displayed in the audit trail: 

In the Agent information in audit trail section, select one of the following:

  • Company Name
  • Agent User Name
  • Agent Full Name
  • Agent User Name and Full Name
Note:
To separate the audit trail from the completed document, see Separate Audit Trail.

Allow agents to download completed documents

Customers can always download completed documents. 

To define whether to allow agents to also download completed documents:

Under Dowload complete documents, turn on the toggle.

Allow agents and customers to download incomplete documents

You can decide whether to allow both customers (including co-signers) and agents to download incomplete documents.
Configure the following settings under Download incomplete documents:

SettingsConfiguration instructions
Download incomplete documentsTo allow both customers and agents to download incomplete documents, turn on the toggle.
Blacked out signatureTo black out the signature in the downloaded files, turn on the toggle.
WatermarkTo add a watermark to the downloaded files, turn on the toggle.
Watermark textIf you added a watermark, enter the text for the watermark.
Watermark positionIf you added a watermark, select the position of the watermark (Diagonal, Top, or Bottom).

Customize file names for system use

You can customize the file names of your documents for internal use. This allows an organization to use their own specific naming convention for these files. When agents download the document or when the document is sent internally by email, the custom file name will be used. However,  when customers or cosigners download the document, they will still see the original name of the document. 

The customized file name is applied to both template-based and ad hoc documents across the system, including documents that were downloaded from a workflow, sent to storage, or downloaded as a draft (partially completed). The customized file name is not applied to document requests or images

For information about what text you can insert in the customized file name, see the guidelines below.

To customize file names for internal use:

Under Customize file name for system use, turn the toggle on, click Edit, and enter the customized file name in the field.

Note:
You can include attributes and parameters in the file name enclosed hash tags (#), for example, #my_attribute#. 
If you specify an attribute or parameter that does not exist or if there is no value for that attribute, it will not appear in the file name.

Company Stamp on Audit

To define the company name for audit trails:

Turn on the Company stamp on audit toggle and enter the company name in the field.

You can automatically insert a footer in all documents that you send to your customer. The footer appears at the bottom of the page on either the first page or on all pages.

For information about what text you can insert in the footer, see the guidelines.

To insert a footer in documents:

  1. In the Footer section, under Add footer to all documents, turn on the toggle.
  2. Under Set footer text, enter a footer text. 
    Note:
    You can use attributes and parameters enclosed by the hash key (#), for example, #my_attribute#.  
    If you specify an attribute or parameter that does not exist or if there is no value for that attribute, it will not appear in the footer.
  3. Choose whether the footer will appear on all pages or on the first page only.

When defining the customized file name or footer, you can use the following types of attributes:

  • text
  • date
  • digit

You can use the following parameters: 

  • #CUSTOMER_NAME# 
  • #USER_NAME# 
  • #CUSTOMER_CONTACT# 
  • #FILE_NAME#
  • #TEMPLATE_ID#
  • #FILE_ID# 
  • #WORKFLOW_ID#
  • #WORKFLOW_NAME#
  • #TEMPLATE_NAME#
  • #COMPLETION_DATE#

You cannot insert an odd number of hashtags or 2 hashtags next to each other.  

In addition, the following limitations apply to customized file names only:

  • Free text in the file name cannot exceed 250 characters 
  • The file name cannot be empty or include white characters (space, tab etc.) 
  • The file name cannot include: <>:”/\|?*

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