Step 3 - Applying a document to an entity

After creating your Document Type, you are now ready to apply it to an entity on the system.

Using Candidate Entry as an example, click on the etzComply tab.

Here you can add as many documents for the candidate to sign or documents to be uploaded by the candidate.

Click on the green + icon. You can then select a document type.

Set any dates as relevant (although if you are using a template document the dates may be picked up from the entity you are applying the document too, for example if the document relates to assignments the start and end date may reflect the assignment start and end dates)

Attach a file if appropriate (if using a template there will be no need as the system will create one for you).

Only tick the option to disable timesheet entry if relevant as this will block timesheets from being submitted until the document process has been completed. 

Click Update to save the document and the system will confirm back to you with a relevant message. Click the red cross in the top right corner to close the window.

At this stage of the process the document will be flagged in blue (as in the example above) to indicate the document has been initialized. The document can be viewed and edited if necessary by clicking on the first icon highlighted below and can then be issued using the Manage Workflow icon:

Editing the Document created from a Template
Documents derived from a template remain as a Word document where they can be amended at any stage prior to ‘sending’ from the system. At the point in which the document is sent it then converts to a .PDF document type where it cannot be amended.

If you wish to make an alteration to the merged document you firstly need to view it (Paper Icon), where it will open as a Word document. Make your changes and save it on your pc under a new document name. Next close the Word document and click the Select icon on the document item in Etz:

Here you will be able to browse and select the revised version of the document:

Click Update and the new document will be saved in place of the previous one derived from the template.

Issuing the Document
Here you will be able to select who you wish to notify and how you wish to notify them (please note that in order to send a document to a Supplier or Client you must first ensure you have created the individual as a Supplier/Client User on the system): 

When you are ready to send the document, click the icon highlighted above.

Depending on which notification option you have selected, the document will be either emailed as an EtzSign/online request or will be placed on their portal when it will be available next time they log in.

At this stage in the process the document will be flagged with a blue 'i' icon to indicate it has been issued but not yet signed/uploaded:

 
Lead Consultant ‘CC’ Option
With documents attached to the Assignment area of the system (this does not apply if you are attaching documents to the candidate entry), you will be offered the option to ‘CC’ the lead consultant on the assignment if you choose an email-based notification option:

Please note this will only be available if a consultant has been selected on the Categories page of the Assignment Entry