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June 2022 Release: Legito Sign

June 2022 Release: Legito Sign

 

In addition to Legito BioSign, and integrations with various other electronic signature providers such as Adobe Sign and DocuSign, we have now released Legito Sign – Legito’s very own electronic signature that allows you to electronically sign contracts and other documents directly in your Legito Workspace.

Legito Sign is embedded directly in your Legito Workspace with absolutely no integration required. Legito Sign is free for Legito customers.

To activate Legito Sign, go to the Basic section of your Workspace Settings and check the Legito Sign box.

If you don’t have a Drop Area on your Legito Dashboard yet, simply create one and select the ”Sign document” type and then select Legito Sign. Learn more about Dashboard customization.

 

Ensure that your Workflow settings allow you to start the signing process in the appropriate Workflow Step.

If you use Legito Templates, allow Legito Sign for the Template Suite that you would like to use Legito Sign for.

Now your Workspace is all set, and you can start your signing process in 3 easy steps:

Step 1: Upload a PDF document or use Legito Template

Drop your PDF document into the Drop Area of your Dashboard, or simply click to Start Signing in the Legito Document Editor (if you wish to sign Legito Document).

Step 2: Define Signatories

Select your signatories and choose if you want a consecutive order of signatures.

Step 3: Define fields in a document and launch the signing process

Select a Signatory in the side menu and place relevant Signature and other fields into your document via drag-and-drop from the side menu into your document.

Once all the desired fields are in the document, click to Start the signing process. When you do this, the signing process officially starts. Legito Sign works in a similar way to the many other electronic signatures. The Signatories will receive an email, they click a button or a link in the email, fill in the relevant fields in the document (in particular the Signature fields), and confirm their consent to the document. Once everyone has signed, the document is emailed back to everyone. Of course, signatories do not need to have a user account.

The Legito Sign process is segmented into these stages:

  • Draft – The signing process hasn’t started yet.
  • Sent – The signing process has started but nobody signed the document yet.
  • Signing in Process – At least one signatory signed the document and the document is awaiting other signatures.
  • Signed – All signatories signed the document. The document is officially signed. The signing process is over.
  • Declined – At least one signatory declined their signature. The signing process is over and the document is not executed.
  • Expired – At least one signatory has not signed the document within the defined time period. The signing process is over and the document is not executed.
  • Voided – A Legito user with permission to Manage Signings has voided the document in the Manage Signings area of the Legito Workspace after the process was started (Sent status) or Signing was in the Process stages. The signing process is over and the document is not executed.

Some optional steps you can take before starting the signing process:

  • Customize your email message
  • Launch the signing process later
  • Set signing process expiration date

 

Manage Signings Area

After Legito Sign is activated, Workspace Admins and users with permission to “Manage Signings” will have a new item in the top Workspace menu – Manage Signing – where they can view and manage all Legito Sign processes.

 

Action users can take in this area are:

  • Edit document – If a document is still in the draft stage, users can edit fields in the Legito Sign Editor.
  • Void document – A document can be voided if it is in the “Sent” or “Signing in Process” stage.
  • Delete document – Any document can be deleted. Deleting a document means that its status will be automatically changed to “Voided” if possible. Deleted documents can always be restored from Trash.
  • Update Expiration date – It is possible to change the expiration date at any time before the signing process of a document expires.
  • Search and filter documents – It is possible to filter documents according to several criteria or by searching the document.
  • Download signed documents – Once a document is signed, it can be downloaded.

 

User Permissions

  • Can sign with Legito Sign – Users with this permission can start the signing process using Legito Sign
  • Manage Signings – Users with this permission can manage all existing Legito Sign signing processes (documents).

 

Relation to other components of Legito Workspace

Legito Documents created from smart Templates – As with any other electronic signature tool, it is possible to use Template Tags to automatically extract signatory names and email addresses. Learn more

Workflow and Document Records – The signing process and its stages are a sub-process of Legito Workflow Stages and Approvals. Workflow Stages are independent of the signing process stages but can be automatically triggered by them (Triggers: Signing in Process, Document was signed, Signature declined). Each PDF document uploaded to your Workspace automatically generates a Document Record. Once a document has been signed by all signatories, the signed document (PDF) is uploaded to the relevant Document Record. This principle is the same for other electronic signatures.

Integrations with other providers of electronic signatures – Legito Sign will provide you with more options regarding e-signatures. It does not override any of Legito’s current integrations with other electronic signature providers. All e-signature integrations are and will be supported in the future, and we will even be adding new ones soon.

Audit Trail (Timeline) – Events such as the start of a signing process, or that the document has been signed, or the signing process was canceled, are recorded in the Audit Trail (Timeline) for the relevant Document Records related to the Legito Sign process.

More From New Releases

May 2022 Release: Major Enhancements for Objects

May 2022 Release: Major Enhancements for Objects

1) Questions and Selects referring to Objects​

The much-awaited connection between Templates and Objects is here.

a) New category of Questions and Selects

Up until now, it was possible to manually add options to Questions and Selects by either typing the text of the option or referencing a value from another element in the Template. Additionally, it is now possible to choose that a Question or Select will display Object Records as an alternative to the ones with options defined “statically” in the given Question or Select.

To apply a choice from Object Records to a Question, click on the Objects tab above the Question. To apply a choice from Object Records for a Select, click the Select and choose Objects at the top of the dropdown. Then continue by selecting the following properties:

Object: Define the Object from which Records users can choose.

Property: Define which Property of the selected Object Record will be displayed.

Dropdown Label (optional):
Choose another property of the Object that will be displayed in the dropdown where users choose the option. The purpose of this label is to help your users identify the right option if the Property value is the same for more options. For example, if the Object is a list of your customers – the Property is <Name> and the Label is <Address>, and there are 3 John Does, the address will help the user identify the correct John Doe.

The Label of the selected Option will not be displayed, therefore it will not be part of the document in the case of a Select element. This property is optional and you can leave it blank.

Filter (optional):
In case you don’t want to allow users to choose from all Records of the selected Object, it is possible to apply the saved Object Filter (more info in point 5 of
this article) for the Select or Question. In this case, users will only be allowed to choose in the Select or Question Records according to the applied filter).

For example, if you have an Object containing your customers that are either active or churned, you can use this to apply a filter so your users can choose only from active customers. The Filter is optional and you can also leave it blank.

 

 

b) Links to Questions and Selects referring to Objects

It is possible to set Links to Questions and Selects referencing to Objects. The difference between Links to other types of Template Elements or Clauses is that such Links contain one additional parameter that makes it possible to display a value from another Property of the selected Object Record than the one defined in the Question or Link.

Therefore, such Links may display a different text than that of the selected Option in the Question or Select they are referring to. For example, if there is an Object containing your customers and each customer (Object Record) contains information about Name, Address, and Date of Birth, and the Select contains the Name, then one Link to such a Select will display the Address, and the other Link will display the Date of Birth. 

c) Condition based on Questions and Selects referring to Objects

It is possible to create Conditions based on a Question or Select referencing to an Object. Because there might be a large number of Object Records and they can dynamically change, it is possible to apply only the text operators (contains, does not contain, is empty, is not empty, etc.) for the definition of such a Condition.


d) Supported Object Property Types

The following Property Types are supported in this Feature:

  • Single-line Text
  • Multi-line Text
  • Date (single)
  • Number (will be displayed without prefix and suffix)
  • Identifier

e) Search

Because there might be a large number of Object Records in a Question or Select referring to an Object, their dropdown in the Document Editor contains a full-text search. The full-text search is based on all text values in the Object Records; not necessarily the values displayed in the dropdown.

 

f) Persistence of selected options in a Legito Document

Once a Document (Document Version) is created from a Template, it keeps the values of the selected Document Records even if the values of the Properties in the Document Record are changed afterward.

Options displayed in the dropdown of the Question and Select display always be up-to-date values from the time that the page with the Document (Document Version) was opened (loaded) regardless of any previous Document Versions.

g) Permissions

User Permissions regarding the Object (or its Records) used in the Questions and Selects are not relevant for the purposes of Templates. Users with assigned permission to the given Template Suite and/or Document can always see values from the applied Object Properties in all Records available in the Question or Select.

 

2) Sharing for Objects

Similar to Document Records, it is not possible to apply Sharing of individual Records in an Object.

There are 3 permission levels:

  • VIEW
  • EDIT
  • MANAGE

Object with activated Sharing has the following additional setting:

  • Each Record has a mandatory Owner that has Manage permissions for the Record. 
  • It is possible to define for each User if such a user has activated the auto-shared View, Edit, or Manage permissions to all Records in the Object.
  • Each Object Record has a Share button where Users with Manage permissions can share the Record with other Users, as well as modify or remove permissions.
  • Filter according to the assigned Owner appears in Filters, not on the left side of the Object page.
  • Only Users with Manage permissions can change the assigned Owner, Share the Record, Delete the Record, and edit Properties that are by their definition editable only with Manage permissions.

It is possible to activate or deactivate Sharing for Objects in My account => Settings => Objects => Edit (for each Object) and then activate the item “Sharing” (tick the checkbox). It is also possible to deactivate Share for an Object.

May 2022 Release: Major Enhancements for Objects

1) Questions and Selects referring to Objects​

The much-awaited connection between Templates and Objects is here.

a) New category of Questions and Selects

Up until now, it was possible to manually add options to Questions and Selects by either typing the text of the option or referencing a value from another element in the Template. Additionally, it is now possible to choose that a Question or Select will display Object Records as an alternative to the ones with options defined “statically” in the given Question or Select.

To apply a choice from Object Records to a Question, click on the Objects tab above the Question. To apply a choice from Object Records for a Select, click the Select and choose Objects at the top of the dropdown. Then continue by selecting the following properties:

Object: Define the Object from which Records users can choose.

Property: Define which Property of the selected Object Record will be displayed.

Dropdown Label (optional):
Choose another property of the Object that will be displayed in the dropdown where users choose the option. The purpose of this label is to help your users identify the right option if the Property value is the same for more options. For example, if the Object is a list of your customers – the Property is <Name> and the Label is <Address>, and there are 3 John Does, the address will help the user identify the correct John Doe.

The Label of the selected Option will not be displayed, therefore it will not be part of the document in the case of a Select element. This property is optional and you can leave it blank.

Filter (optional):
In case you don’t want to allow users to choose from all Records of the selected Object, it is possible to apply the saved Object Filter (more info in point 5 of
this article) for the Select or Question. In this case, users will only be allowed to choose in the Select or Question Records according to the applied filter).

For example, if you have an Object containing your customers that are either active or churned, you can use this to apply a filter so your users can choose only from active customers. The Filter is optional and you can also leave it blank.

 

 

b) Links to Questions and Selects referring to Objects

It is possible to set Links to Questions and Selects referencing to Objects. The difference between Links to other types of Template Elements or Clauses is that such Links contain one additional parameter that makes it possible to display a value from another Property of the selected Object Record than the one defined in the Question or Link.

Therefore, such Links may display a different text than that of the selected Option in the Question or Select they are referring to. For example, if there is an Object containing your customers and each customer (Object Record) contains information about Name, Address, and Date of Birth, and the Select contains the Name, then one Link to such a Select will display the Address, and the other Link will display the Date of Birth. 

c) Condition based on Questions and Selects referring to Objects

It is possible to create Conditions based on a Question or Select referencing to an Object. Because there might be a large number of Object Records and they can dynamically change, it is possible to apply only the text operators (contains, does not contain, is empty, is not empty, etc.) for the definition of such a Condition.


d) Supported Object Property Types

The following Property Types are supported in this Feature:

  • Single-line Text
  • Multi-line Text
  • Date (single)
  • Number (will be displayed without prefix and suffix)
  • Identifier

e) Search

Because there might be a large number of Object Records in a Question or Select referring to an Object, their dropdown in the Document Editor contains a full-text search. The full-text search is based on all text values in the Object Records; not necessarily the values displayed in the dropdown.

 

f) Persistence of selected options in a Legito Document

Once a Document (Document Version) is created from a Template, it keeps the values of the selected Document Records even if the values of the Properties in the Document Record are changed afterward.

Options displayed in the dropdown of the Question and Select display always be up-to-date values from the time that the page with the Document (Document Version) was opened (loaded) regardless of any previous Document Versions.

g) Permissions

User Permissions regarding the Object (or its Records) used in the Questions and Selects are not relevant for the purposes of Templates. Users with assigned permission to the given Template Suite and/or Document can always see values from the applied Object Properties in all Records available in the Question or Select.

 

2) Sharing for Objects

Similar to Document Records, it is not possible to apply Sharing of individual Records in an Object.

There are 3 permission levels:

  • VIEW
  • EDIT
  • MANAGE

Object with activated Sharing has the following additional setting:

  • Each Record has a mandatory Owner that has Manage permissions for the Record. 
  • It is possible to define for each User if such a user has activated the auto-shared View, Edit, or Manage permissions to all Records in the Object.
  • Each Object Record has a Share button where Users with Manage permissions can share the Record with other Users, as well as modify or remove permissions.
  • Filter according to the assigned Owner appears in Filters, not on the left side of the Object page.
  • Only Users with Manage permissions can change the assigned Owner, Share the Record, Delete the Record, and edit Properties that are by their definition editable only with Manage permissions.

It is possible to activate or deactivate Sharing for Objects in My account => Settings => Objects => Edit (for each Object) and then activate the item “Sharing” (tick the checkbox). It is also possible to deactivate Share for an Object.

More From New Releases

April 2022 Release: Workflow for Objects, Bulk Replacement and more

April 2022 Release: Workflow for Objects, Bulk Replacement and more

1) Workflow for Objects​

It is now possible to use workflows for any Object you have in your workspace – similar to the way you assign a Workflow to a Template. Workflow is drafted in the Workflow Editor and set to be used for Object records. 

After the Workflow is created, you can assign it to the Object itself.

2) Template Editor – Bulk Replacement

There is new functionality for Bulk Replacement of Elements within Bulk Actions.

3) Template Editor – Search & Group Actions

You can now mark all found elements/clauses for further group actions in the Template Editor. Click “Choose all” in the search tab.

4) Filters for Grid and Kanban Dashboard Widgets

There is a new feature to apply existing filters for the Grid and Kanban Widgets on your dashboard.

5) Document Record Type Filter & Template Suite Filter

There are new options within the Document Management section where you can filter by the Template Suite your Legito Document was created from, and the Document Record Types.

6) PDF Attachments Merge

It is now possible to merge PDF attachments together with documents created from your Template Suite. If the “Combine all PDFs into one file” option is checked, attachments are included in the merged PDF export.

7) JWT Token Generator for Legito’s REST API

To simplify testing of the REST API integration, you are now able to generate a JWT Token for testing. The generated token will expire after 1 hour.

April 2022 Release: Workflow for Objects, Bulk Replacement and more

1) Workflow for Objects​

It is now possible to use workflows for any Object you have in your workspace – similar to the way you assign a Workflow to a Template. Workflow is drafted in the Workflow Editor and set to be used for Object records. 

After the Workflow is created, you can assign it to the Object itself.

2) Template Editor – Bulk Replacement

There is new functionality for Bulk Replacement of Elements within Bulk Actions.

3) Template Editor – Search & Group Actions

You can now mark all found elements/clauses for further group actions in the Template Editor. Click “Choose all” in the search tab.

4) Filters for Grid and Kanban Dashboard Widgets

There is a new feature to apply existing filters for the Grid and Kanban Widgets on your dashboard.

5) Document Record Type Filter & Template Suite Filter

There are new options within the Document Management section where you can filter by the Template Suite your Legito Document was created from, and the Document Record Types.

6) PDF Attachments Merge

It is now possible to merge PDF attachments together with documents created from your Template Suite. If the “Combine all PDFs into one file” option is checked, attachments are included in the merged PDF export.

7) JWT Token Generator for
Legito’s REST API

To simplify testing of the REST API integration, you are now able to generate a JWT Token for testing. The generated token will expire after 1 hour.

More From New Releases

March 2022 Release: Six Document Automation Enhancements

March 2022 Release: Six Document Automation Enhancements

1) Reference Options for Select and Question Elements​

In addition to the existing text options, it is also possible to add options that will refer to texts added to different Elements, typically to Text Inputs, Dates, and Money Elements. Reference Options populate texts similarly to Link Elements.

To create a Reference Option,

a) open Select, click on the + Reference Option, and choose the System Name.

b) click the “Angle down” button in a Question next to the field for a New Option and then click on the + Reference Option.

In case such referred Elements are 

a) conditioned (or in conditioned Clauses), the Select option will only be present in the Select if the referred Element is also present in the Form or Document.

b) repeated (or in repeated Clauses), the Select option will also be repeated.

2) New Condition Types

In relation to the Reference Options described above, we adjusted conditions to Select and Question Elements as follows:

– Reference Options may be used in Conditions (identified by the System Name).

– Text operations such as “contains” or “does not contain” may be used in connection with Select/Question options, mainly because of the repeated Reference Options that have a different value in each instance.

3) Non-exportable Options for Select Elements

From now on, you can determine if the Select Element will be exported to the final Word/PDF document based on a selected Option. 

Each Select Option has a “No Export” property. If the No Export Option is Selected, the value of the Select will not be exported to Word or PDF.

4) Sorting of Options for Select and Question Elements

Options in Select and Question Elements may be sorted in the Document Editor alphabetically (ascending or descending) in addition to the existing Custom sorting.

To change sorting in the Select Element, open Select, click on the Sort icon in the left upper corner, choose your preferred sorting option and click Confirm.

To change sorting in the Question Element, click Edit, open the Properties tab and choose your preferred sorting option.

Custom sorting will be always applied in the Template Editor to make Template maintenance more convenient.

5) New Keyboard Shortcuts for Template Editor

We added the following keyboard shortcuts to the Template Editor:

– <Enter> will create a new clause and move all texts and Elements located on the right hand side of your cursor

– <Tab> will move the currently edited clause down one level (e.g., Paragraph to Subparagraph)

– <Tab+Shift> will move the currently edited clause up one level (e.g., Paragraph to Article)

– <Right/Left Arrow> will move you from one element to another in either direction

6) Bulk Actions in Template Editor

A new “Bulk Actions” tab will appear in the top menu if you mark multiple Clauses and/or Elements in your Template (Shift+left click). This tab contains some specific actions that cannot be executed in other tabs.

March 2022 Release: Six Document Automation Enhancements

1) Reference Options for Select and Question Elements​

In addition to the existing text options, it is also possible to add options that will refer to texts added to different Elements, typically to Text Inputs, Dates, and Money Elements. Reference Options populate texts similarly to Link Elements.

To create a Reference Option,

a) open Select, click on the + Reference Option, and choose the System Name.

b) click the “Angle down” button in a Question next to the field for a New Option and then click on the + Reference Option.

In case such referred Elements are 

a) conditioned (or in conditioned Clauses), the Select option will only be present in the Select if the referred Element is also present in the Form or Document.

b) repeated (or in repeated Clauses), the Select option will also be repeated.

2) New Condition Types

In relation to the Reference Options described above, we adjusted conditions to Select and Question Elements as follows:

– Reference Options may be used in Conditions (identified by the System Name).

– Text operations such as “contains” or “does not contain” may be used in connection with Select/Question options, mainly because of the repeated Reference Options that have a different value in each instance.

3) Non-exportable Options for Select Elements

From now on, you can determine if the Select Element will be exported to the final Word/PDF document based on a selected Option. 

Each Select Option has a “No Export” property. If the No Export Option is Selected, the value of the Select will not be exported to Word or PDF.

4) Sorting of Options for Select and Question Elements

Options in Select and Question Elements may be sorted in the Document Editor alphabetically (ascending or descending) in addition to the existing Custom sorting.

To change sorting in the Select Element, open Select, click on the Sort icon in the left upper corner, choose your preferred sorting option and click Confirm.

To change sorting in the Question Element, click Edit, open the Properties tab and choose your preferred sorting option.

Custom sorting will be always applied in the Template Editor to make Template maintenance more convenient.

5) New Keyboard Shortcuts for Template Editor

We added the following keyboard shortcuts to the Template Editor:

– <Enter> will create a new clause and move all texts and Elements located on the right hand side of your cursor

– <Tab> will move the currently edited clause down one level (e.g., Paragraph to Subparagraph)

– <Tab+Shift> will move the currently edited clause up one level (e.g., Paragraph to Article)

– <Right/Left Arrow> will move you from one element to another in either direction

6) Bulk Actions in Template Editor

A new “Bulk Actions” tab will appear in the top menu if you mark multiple Clauses and/or Elements in your Template (Shift+left click). This tab contains some specific actions that cannot be executed in other tabs.

More From New Releases

February 2022 Release: CLM Enhancements and Other Improvements

February 2022 Release: CLM Enhancements and Other Improvements

1) Counter Widget for Dashboard

The Widget counter gives our users a brief overview of overall performance and outstanding tasks.

The widget displays the Objects or Document Records based on your the selected Favorite (saved) filter(s).

There are 3 types of widgets:

  • Number
  • Percentage
  • Fraction

There are several Widget visualization types:

  • Simple
  • Simple with button
  • Right-sided icon
  • Left-sided icon
  • Classic
  • Special 1
  • Special 2
  • Special 3

Additionally, you can assign a color to each widget.

Like the other widgets, the Counter Widget is named to describe what the number represents.

There can be multiple widgets on the same Dashboard.

Clicking on the Counter will get you to the Document/Object Management area and show you the records represented by the number in the Widget. In the case of the Percentage and Fraction types of the Counter widget, only the used applied Filter is applied.

Tip: If you are an admin and intend to add the Counter widget to a public Dashboard where any user filter is included in the applied Favorite Filter, select “me” instead of a particular user, meaning the logged user in this context.

2) New Types of Filters

We added the possibility to choose a predefined period in addition to the custom date interval. It applies to all Date properties in Document and Object management.

It is possible to use the new filters:

  • Document Records with active approval process
  • Document Records with active signing process
  • Approvers (Users appointed as Approvers to a certain Document Record)

3) New Template element: Table of Contents

It is possible to apply the Table of Contents element to all your automated Templates. A ToC element can be placed in any Clause level.

Conditions and Tags may be applied to the ToC elements the same way to any other element.

If multiple (conditioned) ToC elements are used in the same Template, make sure that only one ToC element is applied at a time in the final Legito Document. For the purposes of exporting to Word and PDF, only the first ToC will be used.

4) Favorite Filters for Objects

Favorite (saved) Filters previously known from the Document Management area are now also available for each Object Management area.

As usual, we will be rolling out the release over the next few days to Legito’s server locations.

More From New Releases