How to Create a Digital Document

How to Create a Digital Document

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Overview

Digital Docs works like a typical word processors used for creating, editing, formatting and printing text documents. Once created, SMS has the capability to send the digital documents directly to the selected entity via email, publish it for signature or be exported as a PDF. In this tutorial, we will show you how to create and upload a digital document.

InfoNOTE: This exclusive feature is only available for Performance and Compliance Plus Package subscribers. Unlock the full potential of your SMS with the Performance and Compliance Plus Package. To upgrade your plan and access this feature, please contact our Support team.

Notes
Step Tutorial 

  1. Log in to your SMS Admin account and click on Templates.
  2. Go to the Digital Docs Tab.
  3. Configure the Settings
    1. Template List - Select or search from a list of digital docs that you have created.
    2. Entity - Select either Enrolment or Company. 
      1. Enrolment - relates the document to the student and it’s only accessible through the students’ page
      2. Company - relates the document to the company and it’s only accessible through the companies’ page
    3. Template Name - Set the name of the template here that will show up in the Template List
    4. Status - Where the status of the file is set, these options represent the documents status and their visibility on the entity's page
      1. Draft – This marks the document as draft and does not display on the entity's pages
      2. Published – This marks the document as published and displays on the entity's pages
      3. Superseded - This marks the document as superseded and does not display on the entity's pages
    5. Type - Where the type of docs you are creating is set and defines the options on the document ribbon for type and it dictates what tools are available would be accessible
      1. Standard - Provides access to all the options in the ribbon, like what you would see in word processors like Microsoft Word. The only limitation is that you cannot set signatures in this mode.
      2. Signature - Offers fewer ribbon options compared to the Standard type, but it allows you to accept signatures on your document
    6. Entity Access by Default - if the toggle is set to ON, the document emailed or downloaded will be accessible to the selected entity.
  4. Ribbons - Similar to a Word Document Application, The Digital Docs Editor has Ribbons that includes tools used for formatting text. Use this to customise your Digital Doc.
  5. Text area - this is where you create the text to be edited in your document.
  6. Save, Duplicate or Delete your Digital Doc
    1. Save - Saves the document created and lists it in the Template list
    2. Duplicate - Allows you to duplicate the selected existing template and opens a modal where you can specify the new name for the duplicate
    3. Delete - Gives you the option to delete the selected existing document and displays a confirmation modal when clicked.
For steps 1 to 6, refer to the image below:



Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.