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عالعربية

User manual

Document Archiving & E-Signature

Every paper in the company is archived, indexed and signed electronically, so staff find any document in seconds and nobody waits for a travelling manager to sign.

Your archive becomes searchable in seconds once it is uploaded and indexed, and every signature is collected by the system with no printing and no travel.

17 tasks 5 FAQs

What the system does

  • Folders with role-based access
  • Documents
  • Multiple versions
  • Smart Arabic search
  • Expiry alerts
  • Electronic signature
  • Legal note

Tasks

How do I upload a new document and set its type, folder, and reference number?

  1. From the side menu, go to Archive & e-signature and select Documents.
  2. Click the New document button (or Created).
  3. Enter the Document title, and select the Folder designated to store it.
  4. Select the Document type (contract, license, certificate, insurance, tax, ID, invoice, incoming/outgoing correspondence).
  5. Enter the automatic Reference number and the letter/contract reference under Number on the paper, and select the Organization / party concerned.
  6. Set the Document date, and Expiry date (if the document has a specific validity such as licenses and certificates).
  7. Upload the document file in the File field, write descriptive tags for easy searching, and click Save.
Screen
Archive & e-signature › Documents · Create
Permission needed
Archive - Documents / Add

How do I create a hierarchical folder tree and set role access permissions?

  1. From the side menu, go to Folders.
  2. Click the New folder button to open the folder creation window.
  3. Enter the Folder name (e.g., Legal Contracts, Employee Files, Financial Records).
  4. In the Inside folder field, select the parent folder to create a subfolder, or leave it as Top level to create a root folder.
  5. In the Roles allowed field, select only the authorized roles permitted to view this folder and its contents (if left empty, anyone with documents permission can see it, and subfolders inherit parent restrictions automatically).
  6. Click Save.
Screen
Archive & e-signature › Folders
Permission needed
Archive - Folders / Add

How do I search the archive using smart Arabic search?

  1. On the Documents screen, go to the search bar above the table.
  2. Type any keyword from the document name, party, notes content, or numbers.
  3. The search engine utilizes smart Arabic text normalization; it completely ignores diacritics, matches forms of Alef (أ, إ, آ, ا), Yaa/Alef Maksura (ي, ى), Taa Marbouta/Haa (ة, ه), and both Arabic and English numerals, finding the document regardless of input spelling.
Screen
Archive & e-signature › Documents
Permission needed
Archive - Documents / View

How do I monitor expired documents and expiry alerts (30, 60, and 90 days)?

  1. From the side menu, go to Alerts & overview (Dashboard).
  2. The dashboard displays an accurate timeline summary of document validity:
  • Expired: documents past their expiry date requiring immediate renewal.
  • Expires within 30 days: critical documents nearing expiration.
  • Expires within 60 days and Expires within 90 days.
  1. Click on any card to view the relevant document list and initiate renewal procedures with responsible parties.
Screen
Archive & e-signature › Alerts & overview
Permission needed
Archive - Documents / View

How do I check out a document for editing to prevent conflict?

  1. Open the document view page in Documents.
  2. Click the Check out for editing action button.
  3. The document is immediately locked under your name, showing the badge "Checked out for editing by [your name]".
  4. The system prevents any other user from uploading new versions or modifying document metadata while checked out, preventing lost updates and conflicts.
Screen
Archive & e-signature › Documents · View
Permission needed
Archive - Documents / Edit

How do I check in a document or how does an administrator unlock it?

  1. After completing edits on the document checked out in your name, open the document.
  2. Click the Check in button to open the confirmation modal; the document is released and becomes accessible to everyone.
  3. If an employee leaves the company with a checked-out document, a system administrator with unlock permissions can click the Unlock document button to release it.
Screen
Archive & e-signature › Documents · View
Permission needed
Archive - Documents / Unlock a document checked out by another user

How do I upload a new document version while keeping version history and SHA-256 hash?

  1. On the document view page in Documents, navigate to the Versions section.
  2. Click the Upload new version button to open the version modal.
  3. Upload the revised file and enter an explanation of changes in the Reason for change field.
  4. Click Save; the system creates a numbered new version (e.g., Version 2) and calculates its cryptographic SHA-256 hash, while preserving all previous versions, dates, and uploaders, allowing download of any version at any time.
Screen
Archive & e-signature › Documents · View
Permission needed
Archive - Documents / Edit

How do I add an internal note to a document?

  1. On the document view page, navigate to the Notes section.
  2. Click the Add note button to open the note modal.
  3. Type the comment text, delivery minutes, or document-related decisions.
  4. Click Save note; the note is permanently recorded with author name and timestamp to the minute and cannot be edited to preserve audit trail integrity.
Screen
Archive & e-signature › Documents · View
Permission needed
Archive - Document notes / Add

How do I send an electronic signature request to multiple signers?

  1. Open the approved document on the Documents screen.
  2. Click the Request e-signature action button to open the request setup modal.
  3. Type the Request title and Message to signers.
  4. Set the Link expiry (in days) during which the signer can sign before link expiration.
  5. In the Signers table, click the Add signer button and enter each signer's name, phone number, and email.
  6. Click the Save & send button.
Screen
Archive & e-signature › Documents · View
Permission needed
Archive - E-signature requests / Add

How do I choose the signing order: sequential or parallel?

  1. Inside the e-signature request creation modal.
  2. Go to the Signing order option:
  • Parallel: when selected, links are sent to all parties simultaneously so each can sign independently whenever they want.
  • Sequential: when selected, the system orders signers sequentially (1 then 2 then 3); the signature link is not sent to the second signer until the first has successfully signed, ensuring administrative hierarchy and execution sequence.
Screen
Archive & e-signature › Documents · View
Permission needed
Archive - E-signature requests / Add

How do I share direct signature links with signers via WhatsApp?

  1. After creating the signature request, the request details screen appears under Signature requests.
  2. In the New signature links box, the system displays an encrypted unique link for each signer.
  3. Click the Copy link icon next to the signer's name, and send it directly via WhatsApp or SMS.
  4. (These links disappear from the screen after 15 minutes for security and privacy, and you can generate a new link when needed).
Screen
Archive & e-signature › Signature Requests · View
Permission needed
Archive - E-signature requests / Remind signers, cancel requests and renew links

How does the other party sign the document from their phone or computer?

  1. The signer opens the secure link on their phone or computer without needing an account or app installation.
  2. An official signing page opens showing document name, size, hash, and an Open and read the document button.
  3. In the Your signature box, the signer chooses:
  • Draw signature: by drawing with a finger on touchscreen or with a mouse.
  • Typed name: by typing their full name in an approved script font.
  1. The signer clicks Confirm signature & submit; the system logs their IP address, device, hash, and exact timestamp.
Screen
Archive & e-signature › Signature Requests · View
Permission needed
Archive - E-signature requests / View

How do I send reminders to signers who have not yet signed?

  1. From the side menu, go to Signature requests and open the pending request.
  2. Click the Remind signers action button.
  3. The system automatically sends reminder messages to pending signers (the system allows sending reminders at most once per hour to prevent spamming).
Screen
Archive & e-signature › Signature Requests · View
Permission needed
Archive - E-signature requests / Remind signers, cancel requests and renew links

How do I renew a signature link for a signer who lost their previous link?

  1. On the signature request details screen under Signature requests.
  2. Next to the respective signer's name, click the New link for signer button.
  3. The system instantly generates a new unique link for the signer and voids the old link completely for security reasons.
  4. Copy the new link and send it to the signer to complete signing.
Screen
Archive & e-signature › Signature Requests · View
Permission needed
Archive - E-signature requests / Remind signers, cancel requests and renew links

How do I cancel an e-signature request?

  1. Open the pending signature request on the Signature requests screen.
  2. Click the Request cancelled action button.
  3. A warning modal appears stating that cancellation immediately invalidates all links and cannot be undone.
  4. Click Confirm cancellation; the request status changes to Cancelled and all links sent to parties are deactivated.
Screen
Archive & e-signature › Signature Requests · View
Permission needed
Archive - E-signature requests / Remind signers, cancel requests and renew links

How do I export an official "Certificate of Completion" in PDF format?

  1. After all signers in the request have completed signing, the status changes to Completed.
  2. Click the Completion certificate (PDF) action button.
  3. The system generates a high-resolution official completion certificate including:
  • Request ID, completion date, and exact timestamp.
  • Document title and cryptographic SHA-256 checksum.
  • Details of each signer (name, email, phone, IP address, device type, signing method, and signature image).
  • Detailed audit timeline log and legal compliance notice.
Screen
Archive & e-signature › Signature Requests · View
Permission needed
Archive - E-signature requests / View

How does the system verify document integrity and digital checksum?

  1. When creating a signature request, the system generates a unique cryptographic SHA-256 fingerprint for the file.
  2. As each party opens the link and signs, the system recalculates the current file hash and matches it against the registered fingerprint.
  3. Status indicators display File matches its fingerprint and All signatures are on the same fingerprint.
  4. If any modification or file replacement occurs by even a single character, the checksum changes immediately, revealing the tampering attempt and blocking signature.
Screen
Archive & e-signature › Signature Requests · View
Permission needed
Archive - E-signature requests / View

Frequently asked questions

Why does the message "Checked out for editing by..." appear when trying to edit a document?

This message appears because a colleague clicked the Check out for editing button to work on the document. The system prevents concurrent modifications to safeguard file integrity. You can contact your colleague to check in the document, or consult an authorized manager to unlock it.

Screen
Archive & e-signature › Documents · Edit
Permission needed
Archive - Documents / Edit
Why does the message "File changed from its registered fingerprint" appear and block signing?

If the document file is replaced or edited after sending the e-signature request, the system detects checksum mismatch and refuses to let parties sign a tampered document, logging an Attempt to sign a changed file event in the security audit log. The request must be cancelled and a new request created with the approved final file.

Screen
Archive & e-signature › Signature Requests · View
Permission needed
Archive - E-signature requests / View
What is the legal validity of electronic signatures in the system?

The system states in its documentation that the signature is a Simple electronic signature with full audit log proving signer identity, signing time, IP address, device details, and document checksum. It is suitable for commercial agreements, handover minutes, and internal operational contracts, but does not claim the status of a qualified digital signature issued by government certification authorities for specific real estate or notarized transactions.

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Archive & e-signature › Signature Requests · View
Permission needed
Archive - E-signature requests / View
Why doesn't a subfolder appear for some employees even though they have permissions?

The folder tree in the system relies on role inheritance; if a parent folder is restricted to specific roles (e.g., Financial Managers only), all subfolders and documents inside it automatically inherit parent restrictions, and no employee lacking the parent role can view its children.

Screen
Archive & e-signature › Folders
Permission needed
Archive - Folders / View
Why does a signature link expire after the specified period?

To protect document security and transaction confidentiality, the request sender sets a link expiration period (e.g., 7 or 14 days). A scheduled hourly background task checks requests, and any link exceeding its deadline is automatically deactivated with status changed to Expired. The sender can renew the link at any time via the New link for signer button.

Screen
Archive & e-signature › Signature Requests · View
Permission needed
Archive - E-signature requests / Remind signers, cancel requests and renew links

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