Documents in business processes
You can prepare, approve and sign documents right in a request without switching between modules. To make this possible, the Business Processes module works together with the Documents module. A module is a separate part of Darlean for a specific type of work. Business Processes is where request workflows are configured, and Documents stores document templates and the documents themselves.
A request is a running process: for example, a specific employee's leave application. A request moves through the workflow steps, and at each step it is handled by an assignee — the employee assigned to that step.
You can do three things with a document in a request:
- Create a document. The data that participants enter in the request fields is inserted into the document template.
- Approve a document. The document moves through the workflow steps, and each assignee is notified when it is their turn. The status and activity history are shown in the request card.
- Sign a document. The document is signed by company employees and, if needed, by an external counterparty — an organization or person that does not work at your company.
Who works with a document in a process
The process administrator configures the process template: chooses where the document in the request comes from, at which steps its fields are filled in, and at which step it must be signed. A process template is a preconfigured workflow that requests are later started from.
The initiator starts the request. If the document or its fields are configured on the first step, the initiator fills them in when starting the request.
The step assignee works with the request at their step: fills in the document fields or provides the document, if this is configured for their step, and approves the request.
The signer is the assignee of a step where signing is enabled. The signer signs the document provided at one of the previous steps and cannot replace it with another one.
The counterparty is an external signer. They are not a Darlean user: they receive an email with a link and sign the document on a separate web page without signing in to the system. A counterparty can only sign the document; they cannot approve the request.
Two ways to add a document to a process
When the administrator configures a process, they choose one of two ways. The choice depends on whether the document needs to be put together during the process or is already complete.
| Document template | Upload PDF file | |
|---|---|---|
| When to use | The document needs to be drawn up: for example, an order that includes full names, dates and amounts | The document is already complete and only needs to be approved and signed: for example, a contract from a counterparty |
| Where the document comes from | The administrator selects a template published in Documents and distributes its fields across the process steps | The step assignee selects an existing document from Documents or uploads a new file. The uploaded file is saved in Documents as a new document |
| What the assignee sees at the step | The individual document fields linked to their step, like regular form fields | The whole document, not broken down into fields |
A document template is a document file with marked-up fields. A marked-up field is a place in the document where a value from the request is inserted, for example the employee's full name or the order date.
Only one way can be used in a process. If a document template is selected in a process, you cannot upload a ready-made document in that process.
How signing works
Signing is enabled at a specific process step. The document is signed by the assignee already assigned to that step — you do not need to specify the signer separately. Signing requires an EDS (electronic digital signature).
If a counterparty must sign the document, the assignee of one of the steps specifies the counterparty in the request. A counterparty step then appears in the workflow and tracks whether the document has been signed. As soon as the counterparty signs the document, the step is completed and the request continues along the workflow.
What cannot be changed after signing
A signature locks the document, so some actions become unavailable:
- You can replace the document in a request only before the first signature.
- Until all parties have signed the document, the request can still be returned for revision, rejected or withdrawn. If the initiator withdraws the request, the document is removed from signing.
- Once all parties have signed the document, the request cannot be returned for revision, rejected or withdrawn, and the document cannot be deleted — neither in the request nor in Documents. The document is kept in the document registry.
If there are more steps in the workflow after signing, for example calculating payments in accounting, the request cannot be rejected or returned for revision at those steps. The assignee of such a step can only mark it as completed.
You cannot cancel a signed document in the same request. To reverse its effects, create a new request with a new document — for example, a cancellation order or a termination agreement. A link to the cancelling document will appear in the original request.
What to read next
- "How to build a document from a template in a process" — if the document needs to be put together during the process.
- "How to add a ready-made document for signing to a process" — if the document is already complete.
- "How to configure signing and assign signers" — how to enable signing at a step and add a counterparty.
- "Document and request statuses: what can be changed after signing" — how document and request statuses are related.