New PDF Signer Settings

Streamlining Electronic Signatures with the New PDF Signer
 

The New PDF Signer is a versatile template builder located under Settings → Special Modules that allows users to create reusable PDF templates by uploading a base document and overlaying dynamic content blocks, such as custom fields (names, dates, formulas) and company stamps. These templates are primarily utilized within the Customer Profile → Dynamic Content tab, where a specific document can be assigned to a single customer from a dropdown menu to create a unique signing instance. Once a template is assigned, the system generates a dedicated signing link that can be shared via email, SMS, or WhatsApp; when the customer opens this link, the PDF is dynamically populated with their specific data for electronic signature. After the signing process is complete, the system automatically records the signature date and IP address, making the finalized document available for download directly from the customer’s record.



 

How To Load This Module   - To access the New PDF Signer module and load the template management screen, follow these three steps:   Step 1: Open User Settings – Click the Settings gear icon found within the user profile menu in the top-right corner of the interface.   Step 2: Locate Special Modules – Select the Special Modules category from the vertical navigation sidebar.   Step 3: Launch PDF Signer – Click on New PDF Signer from the sub-menu to display the list of active templates and the builder options.

PDF Signer Management & Creation
 

The New PDF Signer management screen provides a centralized list for tracking and creating electronic signature templates.
 

Template Listing: The main table displays all existing templates, showing the ID (#), the Name (e.g., "Invoice Pdf Check"), and available Actions such as copying the link, editing, or deleting the template.   Creating New Templates: To start a new project, click the plus (+) icon located in the top-right corner of the module. This action opens the New PDF Signer builder, where you can upload a base PDF and overlay dynamic content blocks for customer signing.

Mastering the New PDF Signer: Creation and Configuration Workflow
 

The New PDF Signer builder allows you to transform static PDF files into dynamic, signable documents through the following steps:

• Access the Builder: Navigate to Settings -> Special Modules -> New PDF Signer and click the plus (+) icon to open the creation interface.

• Upload Base Document: In the Document section, use the "Drop or Drag your document here" button to upload your PDF file.
   

• Add Dynamic Content: Drag specialized Content Blocks from the right sidebar onto your document canvas:
   

  • Text & Contact Blocks: For adding name and contact information.

  • Date Blocks: To timestamp the document.

  • Appointment & Room Blocks: For scheduling-specific data.

  • Signature Blocks: Designates the exact area where the customer must sign.
     

• Configure Settings:
   

  • Name: Assign a specific title to the template.

  • Site Language: Choose between Left to Right or Right to Left content alignment.

  • Add a Stamp: Check this box if an official company stamp is required (this requires a pre-set signature in the user or organization settings).

  • Sign Document in Modal: Enable this option to have the signing process open in a pop-up window instead of a full new page.
     

• Finalize: Click "Create" to save the template and make it available for use across the entire platform.
  
  
   

  Detailed Inventory of PDF Signer Text Blocks   Below is the one-by-one breakdown of the blocks visible in the interface:   - Name: A system block that pulls the dynamic customer or contact name into the document.   - Source: A system block that displays the dynamic source identifier for the specific record.   - type_email: A system block that automatically inserts the primary email address from the customer's profile. - Custom Fields: These are generated as one block per field from Settings → Customize (extra_fields). They include data types such as text, number, date, select, radio, checkbox, and formula. The labels (e.g., birth_date, custom_phone_no) are pulled directly from your organization’s field names.

  
  
   

  Detailed Guide to Contact Blocks   - In the New PDF Signer builder, Contact Blocks are dynamic placeholders used to pull specific customer profile data into your document. When you drag these onto your PDF canvas, they will automatically display the following information for the assigned customer:   - Email: Automatically inserts the customer's primary email address. - Phone: Displays the customer's landline or primary telephone number. - Mobile: Pulls the specific mobile or cell phone number from the customer's contact details. - Address: Populates the full street address or location details stored in the profile. - Company name: Inserts the name of the business or organization the customer is associated with. - Company id: Displays the unique registration or identification number of the customer's company. - City: Automatically fills in the specific city or town from the customer’s address. - Gender: Displays the customer's recorded gender. - Age: Calculates and displays the customer's current age based on their record. - Input: Provides a generic single-line text field for capturing or showing unique one-time data. - Inputarea: Provides a larger, multi-line text box for descriptions, detailed notes, or long-form comments.

  
   

  Overview of Specialized Content Blocks   - In the New PDF Signer builder, these specialized blocks allow you to pull specific scheduling and temporal data into your document. You can drag these from the Content sidebar onto your canvas to define exactly where this information appears.   1. Date Blocks   - Date: Inserts a dynamic date value, such as the current date or a specifically chosen date related to the document.   2. Appointment Block   - Time: Automatically populates the scheduled meeting or appointment time (meeting_appointment_time) into the PDF.   3. Room Blocks   - Room start date: Displays the initial date of a room booking or reservation (roombook_start_date). - Room end date: Displays the concluding date of a room booking or reservation (roombook_end_date).

   

  Signature Blocks Overview   - In the New PDF Signer builder, Signature Blocks allow you to place official signing and stamping areas onto your document. These dynamic fields ensure that both customers and the company can finalize the PDF with legally binding inputs:   - Signature: The primary field where the customer provides their main signature. - Signature 2: A secondary field for an additional party, such as a witness or co-signer. - Multi Signature: A signature field designed to appear across multiple pages of the document. - Simple Signature: A simplified version of the signature input field. - Customer stamp: A dedicated area for the customer to apply their personal or professional stamp. - Company Stamps: These blocks use official stamps defined in your Company stamp settings. If multiple stamps are configured, they appear as individual options like company stemp 1 and company stemp 2.

  
  
  
   

  Single-Customer Dynamic Content Overview
   

  In the Admin panel, the Dynamic Content tab within a customer’s profile (e.g., Olivia) allows you to manage and assign specific documents for signing. This section enables a streamlined workflow for generating customer-specific PDFs from pre-existing templates:

  - Document Selection: A dropdown menu displays all templates created in the New PDF Signer, such as "Invoice Pdf Check" or "test new pdf sample". - Assigning a PDF: By selecting a template and clicking the "+" (plus) button, a new signing instance is created specifically for that customer. - Dynamic Listing: Once created, the document appears in the table below, showing details like the Post Name, Date, Signed Date, and available Actions (such as viewing, emailing, or downloading the signed file).

  
  
  
   

  Customer Document Actions   - View (Eye Icon): As shown in the image, clicking this green eye icon button will immediately open the generated PDF document in a new tab for review.   - Preview Display: When the PDF opens, it will look exactly like the image below, displaying all the dynamic data (Name, Date, etc.) and signature fields positioned as they were in the builder.

  
  
  
  
  
  
   

  Finalizing and Signing the Document   Once you have prepared your document using the New PDF Signer, the final steps for the customer to review and sign are as follows:   - Sign Document Button: After clicking the View icon, the customer will see the PDF with a green "Sign document" button at the bottom. - Signature Modal: Upon clicking the button, a "Sign document" modal pops up. This is where the customer can provide their digital signature.   Clear Sign: Allows the user to reset and redraw their signature. Send: Finalizes the signature and applies it directly to the designated signature field within the PDF.   - Completion and Download: After the signature is sent, the system displays a "Thank you...!" message. The customer can then click "Click here to download your document" to save a copy of the fully signed PDF.

  
   

  Final Signed PDF Overview   - Once the signing process is complete, the generated document serves as the official record:   - Automated Data Mapping: The downloaded PDF automatically displays all filled-in details—such as Name, Email, Phone, and Company ID—directly within the designated fields.   - Applied Signatures: All digital signatures and stamps provided during the process are permanently embedded into their specific positions on the document.   - Visual Consistency: The final file maintains the exact layout and formatting shown in the preview, ensuring a professional and accurate representation of the agreement.

  
  
  
  
   

  Customer Document Actions
   

  The Action column in the Dynamic Content table provides essential tools for managing and distributing customer documents.
  
   

  - Delete Action
   

  - Delete (Trash Icon): This red button allows you to permanently remove the assigned document record from the customer's profile.

  Email Sharing & Templates   - When you click the Email (@ Icon), a messaging modal opens to facilitate sharing the document link:   - Template Selection (Required): You must use the "Select Template" dropdown to choose a predefined message format. This is a mandatory step because the system requires a template to validate the message structure before sending.   - Automatic Document Link: Once a template is selected, the system automatically attaches your specific PDF signing link to the communication.   - Sending: After the template is loaded and the subject is ready, clicking the "sending" button delivers the email and the document link to the customer's recorded address.

  - Send SMS (Speech Bubble Icon): This action opens an "Sms" modal where you can send the unique signing link directly to the customer's mobile device. After reviewing the message, click "SUBMIT" to deliver the text.   - Send WhatsApp (WhatsApp Icon): Clicking this button initiates a WhatsApp message containing the document's signing link, allowing for quick communication through the customer's preferred messaging app.   - Copy (Overlapping Squares Icon): This tool copies the unique document URL directly to your clipboard. This is useful for manually pasting the link into other communication channels or records.   - Download (Downward Arrow Icon): This button allows you to download the current version of the PDF directly to your local device for offline storage or manual printing.