How to login and logout in DocQ

• Log in to the platform
• Log out of the platform
• Defining or resetting your DocQ password

Every DocQ user has the capability of maintaining its own profile information. That maintenance includes basic identifiable information as well as electronic/digital signature.

• Updating your user profile
• Changing your DocQ password
• Defining your DocQ e-signature

• How to set your user account password in DocQ on your first login
• How to change your user account password in DocQ

Maintenance of departments and roles

• Creating, editing and deleting departments and roles
• Linking roles to departments
• Assigning DocQ users to departments and roles

Access control to DocQ features and to the content in your DocQ environment

• System access - creating groups with different access levels to DocQ functionalities
• List of the system permissions that can be granted or restricted by admins
• Content access - creating groups with different access levels to specific content in your DocQ environment
• Types of content that can have its access restricted by admins
• Defining the system / content access levels of a DocQ user
• Access to documents

Maintenance of users

• Creating and editing users
• Deleting or deactivating a user

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.

• How to manually share a document with external users
• How to share a document with external users through a workflow
• Signing documents as an external user
• Filling and submitting a DocQ form

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.

• Creating a new workflow
• Available types of workflow steps in DocQ
• Using parallel steps in workflows
• Using notification steps
• External users as part of workflows
• Moving a document within 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.

• How to use an integration step in a workflow

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.

• Uploading a single document
• Uploading a bulk of documents

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

• Renaming a document
• Updating the metadata of a document
• Changing the workflow a document is submitted to or the step in the current workflow
• Merging documents
• Splitting a document

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:

• Manual document sharing, using the Share button
• Predefined document sharing, by setting up a workflow

Reviewing or editing documents

• Changing document name
• Changing document workflow or workflow step
• Approving or rejecting a document as a DocQ user
• Approving or rejecting a document as an external user

• Creating/uploading a new document version
• Downloading a document from 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.

• Accessing and reading document audit trails

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.

• Text editing, annotations and redlining in MS Office files

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.

• Creating and maintaining document templates
• Document templates with variables
• Creating and customizing webforms based on document templates
• Filling and submitting a DocQ form
• Defining the structure of the names of the documents created with the template
• Deleting a template.

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.

• Signing a document as a DocQ user
• Signing a document as an external user
• Creating and using signature templates to predefine the positions for users to place their e-signatures

Signature templates allow defining the positions where users will place their e-signatures in a document.

• Creating a signature template for document sharing
• Building a signature template for a workflow

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. The integration with SmartRecruiters is out of the box, ready to use in DocQ (see 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.

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.

• WebHooks - Trigger DocQ workflows from Smart Recruiters
• Workflow Plugin - Data flows into Smart Recruiters