(ENG) Owner’s Starter Guide

Welcome to Docfield!

With Docfield, you can easily collaborate on documents and contracts all in one place. You can create, edit, share, and sign documents. Docfield ensures this process is clear and efficient. This guide is designed for owners of a Docfield environment. It walks you step by step through the key features, helping you quickly get to know the platform so you can start creating, managing, and sharing documents right away.

In this guide

Login

Setting the House Style (one-time setup)

Inviting Users

Programs (optional)

Creating a Template

Formatting a Template

Creating a Document

Login

You’ve been invited to get started as an owner in Docfield. In your email inbox, you’ll find an invitation link that

allows you to set a new password right away. After that, you can log in using your email address and password.

To log in, go to: https://app.docfield.com/

Setting the House Style (one-time setup)

As an owner, you can customize the environment to match your organization’s house style. It’s best to do this before creating templates or documents. Access these settings by clicking the settings icon in the top-right corner.

• Workspace: Add your organization’s logo, customize emails, and manage other house style settings.
• PDF Background: Upload a PDF to use later in styles.
• Styles: Name a style, choose a background, and adjust the formatting.
• Numbering: Set a default numbering format that you can select or create directly in templates.

More information: Read more about styles here

Inviting Users

There are several ways to invite users. Through the Users tab, you can add someone as a guest, member, or owner. For guests and members, you can also assign a role directly at the template, document, or folder level.

More information: Read more about inviting users here

Programs (optional)

This section is specifically intended for universities and colleges. If it doesn’t apply to you, feel free to skip this step. After setting up the house style, you can add programs via Programs in the navigation bar. Enter the program name, academy, ISAT code, and post-program title. It’s best to do this before writers get started so that Smartfields and any applied logic are automatically set up.

Adding Programs

1. Start by adding titles.

2. Then add the programs.

3. Link the titles to the programs.

More information: Read more about programs here

Creating a Template

In Docfield, Templates and Documents may work slightly differently than you’re used to. A template forms the foundation for all your documents. Before you can create a document in Docfield, you need a template.

In a template, you define which text remains fixed in every document and which text can be customized per document. For example, a freelancer agreement may include standard terms and conditions, while the personal details and tasks of the contractor are filled in for each specific document. So, to get started, you first need to create a template or have an existing one.

Creating a Template

1. Go to Templates in the navigation bar.

2. Click + New Template.

3. Enable Require signatures for all documents if you want to add signature blocks.

4. Fill in the remaining fields.

More information: Read more about creating templates here 

Formatting a Template

After creating a template, you can further structure it with different elements to make your document clear, flexible, and reusable. Members with editing rights can also do this.

1. Adding Blocks
To add blocks, hover over a block in the template editor, click the + icon, and select the desired block type.

• Text blocks: Fixed (not editable in the document) or editable (can be modified in the document).

• Dropdown lists: Allow users to choose from predefined options. This can be a single-choice list (one option) or a multi-choice list (multiple options). Both can be fixed or editable.

• Signature blocks: Available only in contract templates for adding digital signatures.

More information: Read more about formatting templates here.

2. Adding Sections
In a template, you can add sections to organize long documents into clear parts. Sections are also the only way to manually insert a page break. Docfield will automatically add a page break within a section when the content no longer fits on one page. You can add a section via the Add Section button in the left sidebar of the template editor.

More information: Read more about sections here.

3. Smartfields
Smartfields are useful for data that appears in multiple places within a document. When you update the value in one place, it is automatically updated everywhere. To add a Smartfield, select a word or text and click the storm icon in the top toolbar. Then, you can adjust the Smartfield type. More information: Read more about Smartfields here.

4. Adding Attachments
You can add one or more attachments to a template. In the left sidebar of the template editor, click + Add Attachment and upload the desired file.

5. Conditional Logic
Conditional logic allows you to display blocks only when certain conditions are met, so the document’s content automatically adapts based on the entered data. To add logic, click the three dots in the top right corner of the desired block, select Show if…, and add the required condition(s). More information: Read here how to use conditional logic. 

6. Setting a Cover Page
Do you want to use a cover page in your document? First, make sure the Cover Page option is checked in the template properties. In the left sidebar of the template editor, go to Cover Page and set up your page. You can add a background, text blocks, Smartfields, and other formatting elements. More information: Read here how to set up a cover page in a template.

Additional Features in the Template Editor

In the template editor, you’ll find useful extra features alongside the formatting options.

Top-right toolbar

• View template history: See previous versions and restore them if needed.

• Leave comments: Add notes for yourself or colleagues.

• View recent activity: See which changes have been made recently.

Top-right toolbar > Three dots

• Set numbering: Create or select a standard numbering format for the template.

• Set workflow: Define the steps and roles for the document process.

• Download PDF: Download the template as a PDF file.

Creating a Document

Based on your template, you can now create documents. Go to the Documents tab and click + New Document to create a document using your template. You can also share a created document with others so they can fill it in.

More information:

• About creating a document

• About filling in a document