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2.6.3. Work with an Attribute

2.6.3.1. Edit an Attribute​

  1. In the navigation panel, select the Studio 1 workspace, then select the Attribute Library 2 shortcut.

  2. Right-click a record to open its context menu.

  3. In the context menu, select Open.

Note:

You can edit the Code field only if the attribute is not used anywhere in the platform. To see where the attribute is used, see the View Attribute Usage section.

2.6.3.2. Copy an Attribute​

  1. In the navigation panel, select the Studio 1 workspace, then select the Attribute Library 2 shortcut.

  2. Right-click a record to open its context menu.

  3. In the context menu, select Copy.

2.6.3.3. Delete an Attribute​

  1. In the navigation panel, select the Studio 1 workspace, then select the Attribute Library 2 shortcut.

  2. Right-click a record to open its context menu.

  3. In the context menu, select Delete.

2.6.3.4. Organize Attributes into Folders​

You can create new folders, delete existing ones, edit them, or move attributes to other folders. For details, see the Folders section. The folder structure you set up in the Attribute Library shortcut will also be reflected when building a document form in the Designer tab.

2.6.3.5. View Attribute Usage​

To see where an attribute is used in the system, follow these steps:

  1. In the navigation panel, select the Studio 1 workspace.

  2. Select the Attribute Library 2 shortcut, then double-click the required attribute record 3.

  3. Scroll to the bottom of the page. In the Attribute usage 4 section, you can see the type and name of each object that uses the attribute. To open a related object, double-click its title.

2.6.3.6. Enable File Attribute Actions​

Configure the actions that users can perform on a file. Actions are displayed as buttons when using the attribute.

  1. If you want to configure actions for a file attribute on a document form:

    1. In the navigation panel, select the Studio 1 workspace.

    2. Select the Document Types 2 shortcut.

    3. Open the required document type 3.

    4. Go to the Constructor tab.

Or

  1. If you want to configure actions for a file attribute on a task form:

    1. In the navigation panel, select the Studio 1 workspace.
    2. Select the Forms and Templates 2 shortcut group.
    3. Open the Task Forms 3 shortcut.
    4. Open the required task 4.
    5. Go to the Form tab.

  2. Add a file attribute to the form or select an existing one.

  3. Hover over the added attribute and select the icon.

  4. Enable the action toggles 1 you want to activate for the user, then select the Save 2 button. See the action descriptions in the table below:

Action nameDescription
Save as versionEnables users to create file versions. Users can either manually upload a new file version to the platform, or a new version will be automatically created during business process execution.
Show file versionsEnables users to view all file versions. This action is also required for all other version-related actions.
Delete file versionCan only be enabled if Show file versions is enabled. Allows users to delete file versions.
Download file versionCan only be enabled if Show file versions is enabled. Allows users to download file versions to their device.
  1. In the toolbar, select the Save icon.

2.6.3.7. Perform File Attribute Actions​

2.6.3.7.1. Upload a File to the Form​

There are four ways to upload a file to the form, depending on whether the file is signed and its format:

  • Unsigned document — you can upload a document in .pdf, .doc, .docx, .xls, .xlsx, or .rtf format and sign it in the platform using QES if needed.
  • Signed document — use this option when the document was signed outside the platform. In this case, upload the signed document in .p7s format.
  • Unsigned document + signature file — use this option if your signature is stored in .p7s format. Upload two files: the unsigned document (.pdf, .doc, .docx, or .rtf) and the signature file (.p7s). The platform will merge them and apply the signature.
  • Unsigned document (paper format) — if the document only exists in physical form, you can scan it directly in the platform. The document must be unsigned.

Upload an unsigned document

You can upload files in .pdf, .doc, .docx, and .rtf formats. When uploading .doc, .docx, or .rtf files, the platform automatically converts them to .pdf with a text layer. The uploaded document is stored in both the original and .pdf formats. Users can only download the original format from the platform.

  1. To upload a file to a document form, open the required document.

or

  1. To upload a file to a task form, open the required task.

  2. In the top menu of the file attribute, select the + icon, then upload the file you want to display on the form.

Upload a signed document

  1. To upload a file to a document form, open the required document.

or

  1. To upload a file to a task form, open the required task.

  2. In the top menu of the file attribute, select the + icon, then upload the signed document in .p7s format.

Upload an unsigned document + signature file

  1. To upload a signed file to a document form, open the required document.

or

  1. To upload a signed file to a task form, open the required task.

  2. On the form, find the file attribute you want to upload the signed document to.

  3. In the top menu of the attribute, select the icon.

  4. Select two files from your device:

    • The document itself (.pdf, .doc, .docx, or .rtf)
    • The separate signature file (.p7s)

Upload an unsigned document (paper format)

You can scan a file you want to add to a document form. To do this, follow these steps:

  1. Enable scanner-related actions for the attribute. To do this, open the document type, then go to the Constructor tab.

  2. On the document form, hover over the added file attribute and select the icon.

  3. Enable the Scan, Scan + Recognize, and Scan settings 1 toggles, then select the Save 2 button.

  4. In the attribute Settings menu, in the IDP templates field, select the required template from the list. The scanner will use this template's parameters during scanning.

  5. In the toolbar, select the Save icon.

  6. Create a document based on the document type you configured in the previous steps.

  7. Open the created document.

  8. Set up and connect the scanner to your device.

  9. On the document form, select the file attribute, then select one of the following icons to perform the required scanner action:

    • Scan. This option creates a digital copy of the document by scanning. The document is saved as an image (for example: in PDF format) without text recognition. Use this if you only need to save a document image without text search capability.
    • Scan + Recognize. This option scans the document and then performs optical character recognition (OCR). After scanning, the system attempts to recognize the text in the image and add it to the document as a text layer.
    • Scan settings. To enable scan parameter configuration, download and install the UBExtension browser extension.
    Note:

    After scanning, if required, the system automatically creates a new document version. In this case, the uploaded file content is cleared and the file is saved as a new document version.

  10. In the toolbar, select the Save or Save and Close icon.

2.6.3.7.2. Add a Signature to a Document​

There are two ways to sign a document:

  • Using QES — you can sign a document in the platform using QES stored in a cloud service (Diia, PrivatBank), on your device, or on a hardware token (token, smart card).
  • Using a .p7s signature file — if your signature is stored in .p7s format, you can upload two files: the unsigned document (.pdf, .doc, .docx, or .rtf) and the signature file (.p7s). The platform will merge them and apply the signature.

Sign using QES

  1. Upload the document file to the file attribute (see the Download Files from the Form section).

  2. After adding the file to the attribute, in the toolbar, select the Save icon.

  3. On the document form, select the icon.

    Note:

    If the signing icon is inactive, make sure you saved changes in the file attribute.

  4. Select one of the following signature libraries 1, then select the OK 2 button:

    • Browser plugin: the user can sign the document using a QES file on their device or hardware token (token, smart card).

      Note:

      If you choose this method, download and install the IIT End User CA-1. Sign browser extension. See the extension installation guide.

    • Cloud signature: the user can sign the document using a QES stored on a provider's server.

      Note:

      The signature library you select (browser plugin or cloud signature) becomes the default library until your next login to the platform. To change the library type, sign out and sign back in. You will then be able to select a library type again.

  5. Follow the next steps according to the selected library:

    Sign via browser plugin

    1. In the pop-up window, select the OK button to allow access to the signature library.

    2. In the Media type 1 field, select the required option from the list: a file (on your device), smart card, or token.

    3. In the Media name 2 field, depending on the selected media type, upload a file or select the specific device that holds the signature.

    4. In the Password 3 field, enter your QES password, then select the Load 4 button.


    Sign via cloud signature

    1. In the Cloud service list, select the required service 1, then select the Continue 2 button.

    2. Depending on the selected cloud service, complete the required steps in the cloud service to verify your identity.

To verify that the document has been signed, view the signatures.

2.6.3.7.3. View Signatures​

You and other users can view all signatures applied to a document.

To do this, follow these steps:

  1. To view signatures on a document added to a document form, open the required document.

or

  1. To view signatures on a document added to a task form, open the required task.

  2. In the top menu of the attribute, select the icon.

  3. A list of all signatures applied to the document will open. To expand additional information about a signature, select the A icon. You can also delete signatures by selecting the B icon next to the required signature.

2.6.3.7.4. Manage File Versions​

You can view, delete, and add new versions of a document displayed on the form, and configure which of these actions are available to users. See:

2.6.3.7.4.1. Add a New File Version​

New document versions can be created by a user or automatically during document processing. The attribute stores previous document versions along with the electronic digital signatures (EDS) applied to them.

To create a new version, follow these steps:

  1. To create a version of a document added to a document form, open the required document.

or

  1. To create a version of a document added to a task form, open the required task.

  2. On the form, find the file attribute in which you want to create a new version.

  3. In the top menu of the attribute, select the icon.

  4. In the Create new version pop-up window, select the Yes button.

After this, the latest version is moved to the archive, and the current attribute content becomes empty so you can upload a new file. To view previous document versions, see the View File Versions section.


2.6.3.7.4.2. View File Versions​

New file versions can be initiated by a user or automatically during script execution. The attribute stores previous file versions along with the electronic digital signatures (EDS) applied to them.


To view all file versions, follow these steps:

  1. To view versions of a file added to a document form, open the required document.

or

  1. To view versions of a file added to a task form, open the required task.

  2. Find the required file attribute whose versions you want to view.

  3. In the top menu of the attribute, select the icon.

  4. From the list on the right A, select the file version you want to view. Use the icons in the top menu to expand B, delete C, or download D the selected version.

    Note:

    You cannot edit or restore a previous version as the current one.

You can configure the actions available to users for working with the document, for example: scanning, signing, or viewing previous versions. See Configure Document Image Attribute Actions.

2.6.3.7.4.3. Compare File Versions​

The Version comparison feature allows you to track changes across different versions of the same file.


Before comparing versions, make sure that:

  1. The file whose versions you want to compare is in one of the following formats: doc, docx, rtf, odt, pdf.
  2. The file is located in a file attribute on a document form or a task form.
  3. The Show file versions action is enabled for the file attribute.

To compare versions, follow these steps:

  1. To view versions of a file added to a document form, open the required document.

or

  1. To view versions of a file added to a task form, open the required task.

  2. Find the required file attribute whose versions you want to compare.

  3. In the top menu of the attribute, select the icon.

  4. A window with file versions will open. Select the Compare button.

  5. In the Compare versions section, select the version to display in comparison mode in each field.

  6. Select one of the following comparison modes:

Side by side

Side by side — displays two file versions simultaneously in separate panels placed horizontally next to each other. This mode is convenient for visually comparing the structure and content of documents, as both versions are visible at the same time without switching between them.

Track changes

Track changes — shows a single file version with highlighted changes between the selected versions. Changes are displayed directly in the text: added elements are typically highlighted in green, deleted ones in red, and modified fragments are marked accordingly.

2.6.3.7.6. Download Files from the Form​

You can download files from the document form to your device.

There are three ways, depending on the type of files you want to download:

  • Download signed container — downloads the signed document. An archive containing the signed document in .p7s and .pdf formats will be downloaded to your device.
  • Download file version — downloads the document in its original format, without signature.
  • Download file with signature — downloads the unsigned document and the signature file. An archive containing the document in its original format (without signature) and the signature file (.p7s) used to sign the document in the platform will be downloaded to your device.

Download signed container

  1. To download a signed file added to a document form, open the required document.

or

  1. To download a signed file added to a task form, open the required task.

  2. On the form, find the file attribute you want to download the signed document from.

  3. In the top menu of the attribute, select the icon.

    An archive containing the signed document in .p7s and .pdf formats will be downloaded to your device.


Download file version

  1. To download an unsigned file added to a document form, open the required document.

or

  1. To download an unsigned file added to a task form, open the required task.

  2. On the form, find the file attribute you want to download the unsigned document from.

  3. In the top menu of the attribute, select the icon.

    The document will be downloaded to your device in its original format, without signature.


Download file with signature

  1. To download the document and signature files added to a document form, open the required document.

or

  1. To download the document and signature files added to a task form, open the required task.

  2. On the form, find the file attribute you want to download the document and signature files from.

  3. In the top menu of the attribute, select the icon.

    An archive containing the document in its original format (without signature) and the signature file (.p7s) used to sign the document in the platform will be downloaded to your device.

2.6.3.7.7. PDF Annotations​

Allows adding and managing annotations in PDF documents. This feature enables adding notes, highlighting text fragments, adding text comments, and inserting graphic elements into PDF files stored as file attributes of documents.

Add Annotations to a PDF File​

  1. Open the document whose file attribute you want to add annotations to.

    a. In the navigation panel, select the Documents 1 workspace.
    b. Select the Documents 2 shortcut.
    c. Select the required document 3.

  2. Find the required file attribute you want to add an annotation to.

  3. In the PDF viewer toolbar, use the following icons to add annotations:

    • Highlight
    • Text
    • Draw
    • Add or edit image

2.6.3.7.8. AI Summary​

The system allows generating brief document summaries using artificial intelligence and managing their display. The summarization feature is available for all file attributes except table-type attributes.

Note:

This feature is paid, and the price equals the cost of your subscription with the selected provider (OpenAI or Azure OpenAI).

Summarize PDF file content

  1. Open the document whose file attribute you want to generate a brief summary for.

    a. In the navigation panel, select the Documents 1 workspace.
    b. Select the Documents 2 shortcut.
    c. Select the required document 3.

  2. Find the required file attribute you want to generate a brief summary for.

  3. In the attribute toolbar, select the Summarize button.

    A summary of the file content will appear in a new panel on the right.

    In the toolbar, select the following icons to perform actions on the text:

  • Delete summary
  • Copy summary
  • New summary