The Split & distribute PDF feature allows users to split one or multiple PDF files and automatch specific documents to different employees based on predefined criteria, such as employee matching fields in the Documents folder settings. This feature is particularly useful for distributing documents like payslips, as it automatically matches documents to the correct employees. By enabling the document automatching toggle during the upload process, users can easily manage document distribution with accuracy and efficiency.
Split and distribute documents
Split and distribute documents
Navigate to the Documents tab.
Click the + Add document button.
Choose Split & distribute PDFs.
Choose the relevant Document folder where the files will be stored.
Upload the PDF file from your computer.
Enable the Automatch documents with employees toggle to ensure proper assignment of the split pages to employees.
Click the Split & distribute button to complete the process.
Review or send matched documents
Review or send matched documents
If you're going through this process for the first time and want to review all the files, click Review all. The files will be displayed to you, starting with the automatically matched ones, followed by the rest.
The system automatically selects an employee for every matched document in preview mode.
Once you're confident that all documents have been correctly matched, simply click Send matched docs and you're all set.
Request eSignature and add additional signers
Request eSignature and add additional signers
Once files are automatched with employees, you can request an eSignature and add additional signers to the document. To request an eSignature and include additional signers, follow these steps:
Immediate eSignature Request
In the pop-up window with automatching results, check the Request eSignature box.
Select the eSignature provider and type.
If you want to add additional signers, check the Include additional signers box and select from the dropdown options:
- Manager: The employee’s direct supervisor in the organizational structure.
- Manager's manager: The indirect manager with higher responsibility.
- Specific employees: Select any individual from the dropdown list.
- Team lead(s): The manager overseeing the employee’s team.
- 3rd level manager: The manager designated at the third level of hierarchy.
- Employee reference: A person linked to the employee’s profile via a custom field.
- Department’s manager: The head of the employee's department.
Click the Send matched docs button. Each selected person will receive an eSignature request, allowing them to sign simultaneously.
If you've configured the settings to request eSignature and include additional signers, and then clicked "Preview," those settings will be saved for each file in preview mode.
Document review before eSignature request
If you'd like to review documents before sending eSignature requests:
Click the Review all button.
Mark the Request eSignature checkbox.
Select the eSignature provider and type.
If additional signers are needed, check the Include additional signers box and select from the same dropdown options as above.
Click Upload & review documents and proceed with reviewing each document before finalizing the process.
Both options allow you to request eSignatures, but the second option gives you the opportunity to review all documents before initiating the signing process.
Track document status and all signers
Track document status and all signers
The document status will be updated to Pending, Signed, or Declined based on the employee's action. An Expired status indicates that the document has not been signed within the three-month period.
The status will be visible in the document list and preview mode.
The Signers column displays avatars of all assigned signers. Click the avatars to view a pop-up with information about each signer's status (e.g., signed, pending, declined).
In the document preview, avatars of all signers are shown next to the signature status label. Clicking these avatars will also display the signers' statuses.
Continue uploading later
Continue uploading later
If users suddenly have to switch to another task, they may Continue uploading later. The Documents tab will display a reminder of incomplete document uploads. You can continue uploading anytime by clicking the Continue button.
