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E-Documents lets you write a document once as a template, fill it with member data automatically, send it to a member or a contact, and have them sign it on screen. Orgo renders the signed result as a PDF and keeps it against the member’s profile. Built for membership organizations that need the same agreement from every member: membership contracts, volunteer agreements, codes of conduct, photo and media releases, parental consents. Replaces printing, scanning, and chasing paper forms, and replaces a general e-signature tool for the routine documents your own members sign.

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Turning it on

Settings → Modules → Files & eDocuments → eDocuments, then Enable eDocuments Module. Module settings are for the Orgo administrator. Day-to-day work lives at eDocuments in the admin menu, open to organization HR managers, with Documents and Templates tabs. Organization admins satisfy every HR check.

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Templates

Templates tab showing template cards with group tag, signing method, duration and document count, plus a Create new template card Each card shows the name, group, signing method (on screen or file upload), duration in months and document count; selecting one opens the editor. The same cards under Settings → Files & eDocuments → eDocuments Templates also get Clone, which copies the template with the name prefixed Copy . Creating a template is for the Orgo administrator; editing, cloning and deleting need organization HR.

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Settings tab

Template Settings tab with General information, Signature and Duration cards including the signing method radio buttons Delete template refuses once any document from it has been signed. Cancel all signed, for organization admins, instead cancels every outstanding document from that template and asks everyone to sign again.

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Document content tab

Template content editor with rich text on the left and the Placeholders sidebar grouped into Member data, Document, Organization and Company A rich text editor with a Placeholders sidebar. Click any tag to insert it at the cursor. Two more forms work but are not listed as tags: {custom_field_ID} for a custom field (text input and text area insert their value directly; yes/no, dropdown, checkbox and file render their label or a download link), and {drive|filename.ext} to link a file from Drive. {signature} and {signatureAdmin} mark where the signature images land; a missing signature prints a blank line instead. The two end dates are not the same tag. {dateValidityEnd} prints the validity end held on that person’s own document, the date set when it was sent, and prints nothing when the document has none. {expirationDate} is worked out while the document renders, as today plus the template’s duration, and prints “undetermined” on a template with no expiry.
{cardProfileLink} and {cardProfileQrCode} are meant for templates with Enable signature off, such as membership cards, which are rendered fresh from live member data every time. They are not filled in on a signed document.

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Sending a document

Sending a document from a template is one panel, opened from two places.
1

Open the panel

A panel slides in from the right. Its title is the name of the template, or Start document until one is chosen.
2

Pick the template

Document template is shown only when your organisation has more than one template. From the list it starts on the template you are filtering by; from a member’s page it starts on the first template.
3

Pick who signs

Type in Search member. It finds members and contacts alike. The person you pick appears as a chip with their initials; select the x on the chip to choose someone else. Opened from a member’s page, the chip is already there.
4

Set the validity (signing templates only)

Under OPTIONS, Contract validity date start defaults to today. A line below it reads Current validity interval followed by the template’s duration in months, or Unlimited. To override the end, switch on Custom contract validity date end and pick a Contract validity date end; otherwise the end is the start plus the template’s duration. A template with Enable signature off (read-and-download) shows no validity fields.
5

Send

Start document stays greyed out until a template and a person are chosen. Selecting it creates the document, shows “Created successfully” and closes the panel. The document appears in the Documents list, and on the member’s Documents tab without reloading the page.
Assigning to someone else needs organization HR, or chapter HR when the template’s associated group belongs to a chapter. Members can always start their own document from their profile. The list page also opens the panel from a link: /e-documents?send=1 opens it empty, and /e-documents?send=1&user=<member id> opens it with that member already chosen. Two buttons produce a link that works without an Orgo login: Generate public link on a template creates a blank invitation (the visitor gives a name and email, which creates a contact, then signs), and Share on a pending row links to that one document. Both live at /public/document/<hash> and expire 72 hours after creation. Creating one needs organization HR unless it is for yourself. Every link for a document is deleted as soon as that document is signed.

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Statuses

A nightly job moves signed documents to Expired the day after their validity ends.

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Tracking

Documents tab with name search, template and group filters, status pills, and a table of documents showing member, signature date, validity and status Filter by member name, template, group and status. The table shows document ID, member, template, group, signature date, validity and status. Every row carries View and Open document; Share appears on pending rows, Download PDF once a signed PDF exists, and Delete for organization HR managers. Document side panel showing status, member, created and signing dates, validity, and a history timeline with Revoke and Open document actions View opens a side panel with the member, the dates, the validity and a History timeline. Revoke appears there for signed documents when the template has Enable signature cancellation on, and Download PDF once the signed PDF has been generated. Three more admin actions on a single document, all for organization HR managers: Modify document text (edits this copy before it is completed), Mark as signed (records an offline signature with your own start and end dates), and countersigning, by drawing a signature or with Sign with default signature.

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What the member sees

Members find their documents on the Documents tab of their own profile (the tab reads Files when eDocuments is off). The e-documents sit above the member’s files: a card per template with Sign, Upload file or Download PDF, a Needs signature tag on those still waiting, and previous versions with their validity ranges. When there are no e-documents, that part of the tab is simply not shown. The card at the top that counted required documents signed (Required documents, “2 / 3 signed”) has been removed; use Needs signature on each card to see what is outstanding. Opening a document from there and selecting Back returns to the member’s own Documents tab, rather than to the admin list. On a signing template, the screen shows the document beside a short form for whatever placeholders it uses (first name, phone, town, company details, custom fields), then the member draws a signature. What they enter is written back to their profile where that field was empty.

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Mandatory documents

Mandatory document shows the member an onboarding step listing everything they still have to sign, and holds them there until they do. A document is outstanding when it has never been signed, is waiting for the administrator signature, or its validity has ended. Tenant HR admins are exempt. Separately, Settings → Modules → Payments & Fees → Membership Fees → Require Contract for Membership blocks paying the membership fee until the template named in Membership Contract Document ID has been validly signed. What counts as validly signed, including the countersignature case, is on E-Documents.