Routing Process

You have the option to publish documents in PDF format. For example, if PDF conversion is set to Yes for a particular document type such as “.docx” for Microsoft Word documents, they will automatically be converted from native format to PDF. Documents in the controlled directory will be in PDF format for viewing. The system will maintain the original format for editing and the PDF format for viewing and signing. When the document is placed in review, the original format will be copied into the revision directory. When a reviewer checks-out the document for review, the native application will be used to modify the document.

After the review process is complete and changes are finalized, the document will be converted to PDF and placed back into the revision directory. Signature activities will then be issued. When a signer approves a document, the PDF version of the document is actually getting approved. The visual signature will be placed in the PDF version of the document. Both copies, the PDF and original version of the document, are contained in the revision directory.

NOTE: The actual electronic signature is contained in the database and is not in the PDF document itself. The PDF document only displays a digital view of the individual who signed off on the document.

After all signatures are placed on the document, the administrator can then publish the document by selecting Step 4 (Move To Current And Publish)  (see below). This will archive the prior revision and move the signed PDF document from the revision directory to the current/controlled directory. Any users trained on the document will be notified and receive an e-mail notification with a direct link to a training activity.