Actions on documents
This is a glossary of all the actions that can be taken on a document.
One or more of these actions may not be available on specific documents depending on:
- Your role on the document: owner, approver, or collaborator
- The status of the document: draft, for my action, pending for others, concluded, or voided
- Your role on DocuX: admin, eSigner, creator, internal collaborator, or external collaborator
Release
What it means: To give the document’s edit access to a collaborator
Who can do it: The document owner
Who will be notified: The collaborator to whom the document has been released
What happens next: The collaborator can make edits to the document. Once done, they can release the document back to the owner.
Recall
What it means: To regain edit access to a document from a collaborator
Who can do it: The document owner
Who will be notified: The collaborator to whom the document had been released
What happens next: The collaborator loses edit access to the document. The document owner can now make edits or release the document to another collaborator.
Conclude
What it means: To declare the document as complete
Who can do it: The document owner
Who will be notified: All collaborators added to that document
What happens next: The document will be locked against further changes. If any approval workflow is set, it will be initiated, and the document will move from approver to approver, until all approvals are received.
Void
What it means: To declare a document as invalid.
Who can do it: A document can only be voided by the document owner. However, it cannot be voided while out for approvals.
Who will be notified: All approvers and collaborators will be notified if a document is voided.
What happens next: Once voided the document will be moved to the Voided tab on the Documents dashboard.
Archive
What it means: To store a document separately for long-term retrieval. Generally, eSigned and concluded documents are archived.
Who can do it: Any user can do it for any document. However, the document is archived only for them and no one else.
Who will be notified: No other user will be notified.
What happens next: The document will be moved to Archives in the Documents dashboard. If the owner of the document re-assigns the document to you, the document will be moved out of Archives and to your For my action tab.
Trash
What it means: To delete a document.
Who can do it: A document can only be deleted by the document owner.
Who will be notified: All approvers and collaborators added to the document will be notified if a document is deleted.
What happens next: Once deleted the document will be stored in Trash for 30 days. If not restored within this duration, it will be permanently deleted. Learn more about deleting and restoring a document.
Manage Labels
What it means: To add, edit and remove labels from a document. Labels help keep your personal DocuX documents organized. Learn more about labels.
Who can do it: Any user can create and apply labels to documents. These labels will not be visible to other users.
Who will be notified: No other user will be notified.
What happens next: The document can be sorted by the labels added making it easier to store it with other similar documents.
Save as Template
What it means: To save the content, and approval workflow of an existing document as a template for reuse later. Learn more about templates.
Who can do it: Only the document owner can save a document as a template.
Who will be notified: No other user will be notified.
What happens next: The document will open up in the document editor ready for your changes. Once you finalize the template, it can be used multiple times to create similar documents.
Clone
What it means: To create an exact copy of an existing document. This only creates a copy of the content.
Who can do it: The owner or any approver or internal collaborator added to the document can clone it.
Who will be notified: No other user will be notified.
What happens next: A clone of the document will be created. You can find it in your Documents dashboard carrying the same name as the cloned file suffixed with “- Copy”.
Download
What it means: To download a copy of the document to your device.
Who can do it: The owner. Also, approvers and collaborators can download, if permitted by the owner.
Who will be notified: No other user will be notified.
What happens next: A copy of the document will be downloaded.
Reopen
What it means: To reopen a concluded document for edits
Who can do it: The document owner
Who will be notified: All collaborators and approvers added to that document.
What happens next: The document will open up in the document editor and the owner can make edits, if required.
Download as PDF
What it means: To download the document as a PDF file.
Who can do it: The owner. Also, approvers and collaborators can download, if permitted by the owner.
Who will be notified: No other user will be notified.
What happens next: A copy of the document will be downloaded as a PDF.
eSign
What it means: To convert the concluded document to an eSign document.
Who can do it: The document owner
Who will be notified: No other user will be notified.
What happens next: The document will open up in the eSign editor.