How to login and logout in DocQ
Every DocQ user has the capability of maintaining its own profile information. That maintenance includes basic identifiable information as well as electronic/digital signature.
Maintenance of departments and roles
Access control to DocQ features and to the content in your DocQ environment
Maintenance of users
In DocQ we refer to as an external users any person that will take an action in a document but is not registered in DocQ as a user.
There are several ways that an external user can be requested to take action on a document. The external user will typically receive an email with access link(s) to the document that is waiting for an action.
The available actions are to approve, reject or sign a document.
Workflows consist of a series of steps determining who will have access to a document at a given time.
When creating a workflow, the user will then define the lifespan of a document within DocQ. Many documents can be associated to a workflow, and every document must be associated to a workflow.
DocQ can easily integrate with third-party platforms/systems, and many integrations are out of the box.
These integrations can also become part of a workflow through an automated process that will push or pull information to accomplish some task through the integration.
Documents are the most fundamental unit in DocQ. Every action that is taken happens over a document.
A document can consist of a set of values stored together, or an actual document as we usually perceive it. For the latter, DocQ supports (uploading) several file types: portable document format (.pdf), Microsoft Office (.docx, .xlsx and .pptx), and image files (.png).
There are multiple ways that a document can be created in DocQ: from simple file upload, to automated creation through platform/API integration.
Besides the manual file uploads, documents can be brought to DocQ via File Transfer Protocol (FTP, sFTP and FTPS), or even via the automated monitoring of email inboxes, fetching attachments from files. To know more about these two options, please contact our support (support@docq.app).
Documents can also be created in DocQ through integrations and/or by using document templates.
Editing documents or document properties
It is only possible to delete a document while it has not reached the end of the workflow it was submitted to.
There are two ways to share documents in DocQ:
Every single action taken in a document is tracked in DocQ. This means that a user with permission for doing so, can audit the entire life of a document, since its first upload/creation to the last move within a workflow.
DocQ allows you to add annotations or highlight text in .pdf files.
DocQ has an embedded editor for files of the MS Office family: .docx, .xlsx and .pptx.
The editor is a condensed version of what a MS Office is, which includes the major features, such as paragraph and text formatting.
Document templates exist in DocQ to help users fast-tracking document creation.
They can be used, for example, to store documents with predefined information that will be used to create new documents by manually filling in the blanks. Moreover, document templates can be used to generate webforms based on information that will be provided by users, as well as in advanced integrations for automated document creation.
DocQ has a complete e-signature solution that consists of a combination of electronic and digital signatures. While the former enables users to place a pretend-to-be handwritten signature in a document, the latter takes care of authenticity and reliability of the signing process. Digital signatures are linked to digital certificates, which can be generated by the DocQ itself (self-assigned digital certificates) or issued by authorities such as governments or banks.
Anyone can sign a document in DocQ. Signing a document in DocQ is a straightforward process and it happens through a secure channel ensuring trust to the whole procedure.
DocQ users can maintain their e-signatures through the profile page. External users will define their e-signatures before signing a document.
Signature templates allow defining the positions where users will place their e-signatures in a document.
Signature templates are currently available for .pdf document templates only.
DocQ has an incredible potential for integrations. The entire API is modular and easy to integrate with. There are many integrations that are out of the box ready in DocQ (see list below). However, custom integrations can be built upon request by our team, or even by your own team provided access to the API is granted.
DocQ integrates with multiple could services. The goal here depends on the service being integrated with.
DocQ leverages the possibility of using the interface of Google Documents to edit the content of Word-like documents. DocQ is built as an add-on within the Google Documents platform, and it allows users to associate documents being edited in Google to workflows in DocQ. This way, proper sharing of the document is controlled by DocQ, based on the workflow steps that the document residing in Google's platform has to go through.
The integration with Google Drive comes naturally since there is where documents being edited in Google Documents are stored. This means that users can opt to store documents being handled in DocQ within their Google Drive units, pushing and pulling the latest version of files between the two platforms when needed.
Integration with the AWS S3 service is purely for storage purposes. A user can define whether documents should be stored in DocQ or in a AWS S3 bucket. The user can even opt for the combination of both, and the synchronization between the platforms, to make sure that files are always up-to-date is handled by DocQ itself.
Integration with the MS SharePoint service is purely for storage purposes. DocQ integration with MS SharePoint works for both local and cloud based installation of the third-party platform.
Integration with the Dropbox service is purely for storage purposes.
The Smart Recruiters plugin and integration allows users to reflect changes in Smart Recruiters into DocQ. DocQ Workflows can be used to gather and process hiring data from users back into Smart Recruiters. By using DocQ webforms and workflows, a user can quickly deploy a highly responsive and custom form which can manipulate data and the Smart Recruiters API leveraging automation to handle and process the hiring process.