Sign PDF for Administrative Later

Digital signature arbitration agreement template

hire doers digitizing a company has a strong impact on its productivity and profitability it helps save hours on maintaining locating and updating documents it makes compliance easier as not having backups of original documents can create serious consequences in case they get lost it increases flexibility making remote work possible and on top of all of that it reduces the environmental footprint typically companies receive their documents bills letters etc by email or by mail once received the administrative department manages the documents by dispatching them to the right people considering this let's see how we can manage our documents so i'm going to jump on over to odoo all right and then i'm going to go to my documents application and here i have a nice organization of all of my documents so i have different workspaces so different folders and i also have some additional tags that i can create to apply to different documents just to add an extra level of organization which is really nice so for example here i'm in my internal workspace and i see that this document is to validate and also has the legal tag as well so i can keep an eye on everything that's happening so that's really nice all right but of course i can do some additional things as well so if i select one of these documents i'll be able to manage that specific document from these options on the right such as downloading sharing replacing and even more so i'll be able to manage that way but how do i get my documents in odoo well i can upload them the old-fashioned way by uploading from my device from clicking on the upload button or i can also receive documents that are attached to emails now that is what i really love to do because i receive a ton of documents by email so what i've done is actually i've activated an email alias for my finance workspace all right to do that i go to configuration shares and emails i'm going to click on the first one that's associated to the workspace finance and here you're going to see the option upload by email which i have checked and that way when someone sends an email forwards an email or sends an email to this email address that attachment will be received in my documents app and oh do so of course i can edit this email alias however i think inbox financial at mycompany.odu.com is pretty clear memorable so i'm going to leave it like that and this way attachments sent to this address are automatically saved under the right folder for the right department which of course is time saving here i have my workspace finance and i can also say if i would like to add a tag to those attachments as well now for example an email could be from one of my vendors that i could forward to this email address to add that attachment to odoo or to simplify it even more i can share this email address with the vendor directly so that i don't have to go through the process of forwarding that email to the email address the vendors can just do it right away which would be really nice so let's go ahead and see what that looks like all right i'm going to send an email um to the address i'm going to say invoice i'm going to attach an invoice okay let's attach this one here and we're going to send to gmail will send then we're going to go back to our documents and again that alias was for our finance workspace so it will land here in this folder let's just refresh the page to be sure that we have that email the page is refreshing and boom just like that so it really took a matter of seconds just for the email to be sent uh from gmail um and received by odoo and then i can go ahead and click here and start managing this document which is so easy now we can receive um documents by email or another or additional option i should say for invoices and documents so on that you receive by post is to scan them and depending on your device you can configure your scanner to send the documents to the correct email address but you don't just have to scan document by document you can also scan documents and batches and organize that later on in odoo so let's go ahead and check out one of these documents that actually is compiled of other documents that i have scanned so in this document i have some letters some invoices that were all received by post which is why i scan them but they serve different purposes or for different departments therefore i'm going to use the split tool to separate and aggregate the pages accordingly and send them to the right department so once i have this selected i can go ahead and click on split okay to pre so i have all of the pages that are in this document all the pages i scanned and they're all separated by default already but to preview the page i can simply click on it so i see this is an invoice uh this one as well i have an invoice from google and actually this invoice was in two pages but it's split so to unsplit i'm simply going to click on the scissors again and that way those pages will for sure to go together this last page is just a regular letter though so i'm going to uncheck that and i'm going to process it later but i'm going to process all of the invoices together so as they're checked i'm going to click on the action create bill and then i'll be able to process that letter and i'm going to send that one to legal all right so i'm actually going to be able to see those remaining pages so not the bills but that letter right away and i have that tag legal that i added when i processed it and i can preview this by clicking just like that so i have that letter and if i ever need to select multiple documents at once that's very easy too i can select just like this and i can still apply different actions to multiple selected documents now what about those bills that we created well let's go to accounting we're going to go to vendors and bills all right i have a bunch of new draft bills that were created um from that document that i just split so here i have one i see the bill from google i'm going to use the ocr tool to automatically populate the information so i'm going to click on refresh here all right it may take just a moment to load but boom just like that all of the information is going to be automatically populated based on this file that is that is associated with this bill so i have the vendor information the dates um the total um everything that's matching this bill i do have a warning saying that this reference has already been used excuse me it's in french but that's really great for the accounting department because it will prevent them from making any mistakes so this is a super easy tool especially for our accountants and they're going to go ahead and confirm this and voila it's done just like that so we were able to create a vendor bill and confirm it with barely any effort thanks to the ocr and documents so we just saw that among different things such as receiving documents by email or splitting if we have to scan documents there were also vendor bills to be processed by accounting but this isn't all we can do with the documents application managing contracts is also part of an administrative department's daily task tasks and because of integration with the sign application they can be signed digitally which is super nice so we're going to go back to documents and i'm going to go to all of my documents just to quickly search through all of them and i'm going to search for a contract so in this case the hr needs to send a job contract to be signed all right so i'm going to go ahead and select this file and under my actions i'm going to see sign so we're going to click on sign and i can go ahead and start adding some fields so that my employees or whoever i'm sending the document to can super quickly sign which we'll see in just a moment so let's go ahead and add the name field here let's make it a little bit longer all right we're going to add a date field for address i'm just going to add a regular text field i'm going to make that longer as well i also want to be sure that they're reading these pages because it's important you read all of the pages of a contract right so we're going to go ahead and add the initials and i'm going to go ahead and add this to all of the pages so i can add initials on specific pages if some are particularly important but in this case i do want to add it to all pages i'm going to go to the bottom and i'm going to add a signature and the date again okay so once it's done once i've dragged and dropped a few fields which was very simple i'm going to go ahead and send this to one of our employees so we're going to click on send and of course i do have the option to sign now as well but we're going to send let's add our email okay i can add an extra message if i would like to i'm going to create this contact and we're going to send now if i pop on over to my email i should receive the signature request which i did and not even a matter of seconds it was super fast and then we can go ahead and sign the document all right so i can click to start odu makes it very easy it will automatically populate some information that can be one two three rudistries my real address of course let's go to next let's add our initials i'm going to draw my initials adopt and sign next odoo will remember the initials that i just created so we're going to go ahead add those to all the pages and lastly i'm going to add my signature and i'm going to validate and send the completed document once it's validated i can go ahead and view it but let's view it in odoo so we're going to go back to documents and just like that that employee contract has been added to the document so i don't have to do anything extra anything special i'm going to already have that document right here which we can preview and check out the signature and everything just like that how easy is that now sign again is just one of the many possible actions um that we that we have but we can also create um tasks from a document or request approvals and so much more so for example we're going to jump back to odoo okay i'm going to go to one of my documents remove my filter here we'll go to this one here and i'm going to go to actions and i'm going to create a task okay this task will be added to one of my projects in the projects application so let's click on edit um i'm going to create a new project on the fly and we're going to choose a customer i can add a description a deadline let's add a couple of days from from now tags and so on so i can really um because i can really edit this task exactly how i need to be for the correct project and i can manage that directly from documents so i don't have to go to project then create a task then add the attachment i can do that directly from documents and we have that attachment right here which again documents is such a great app for time saving it just saves the administrative department so much time and time is money in addition to the standard options you can create more um more and other actions according to your specific needs by going to configuration workspaces so let's see that in odoo depending on the workspace let's choose internal you'll have different actions and you can easily create more so i'm just going to quickly go back i went to internal and i clicked on the smart button here actions all right and for this workspace we have a lot of different actions but we're going to create a new one now um and so first of all we need to have an action name so i'm going to call this schedule activity all right it's related to this workspace i can change that on the fly if i need to and i'm going to say it contains the tags presentations and i'm going to go to actions i'm going to move it to workspace marketing and i'm also going to schedule an activity as well with this action so we're going to say email i can add a due date i can say that the activity will be for the document owner or i can add a specific responsible i can add a summary activity note so there are a lot of options here that you can do based on what you need what your business needs let's go ahead and save this all right and we're going to go back to internal we're actually we're going to go back to our documents here i'm still in configuration but we're going to go back to documents here i have a present something with the presentations tag so i'm going to be able to use that action that i just created schedule activity so we'll see that it is no longer in this workspace but if i go to marketing we're going to see that it has been moved so with just a click i was able to move this and schedule an activity at the same time which i have right here which i can view right here so it's just as simple as that becoming paperless and fully digital is the new norm and with odoo it couldn't be easier to know more about the apps that we saw during this flow and others be sure you check out the rest of our e-learning videos thanks for watching