# Introduction
Welcome to Aerofiler.
We've built Aerofiler as a full-featured contract management system with powerful AI to make in-house legal teams more efficient. Aerofiler automates the entire contract lifecycle and routine tasks like tracking obligations and dates. Aerofiler has been designed for ease of use, unburdening teams from the mundane and manual.
As you navigate through the application, a help icon will appear in the bottom right of your screen. Clicking on that icon will expand to show contextually relevant help topics.
# Uploading Documents
There are several ways to upload documents to Aerofiler:
* Email
* Drag and drop
* Integrations
Integrations are set up by your Administrator. Integration uploads occur automatically in the background without requiring any specific actions. This guide will therefore explain uploads by email, and uploads by drag and drop.
# Uploads by Email
On your Dashboard, there is a copy icon:
If you click that icon, you will be able to paste that email address into a mail client such as Microsoft Outlook. If you then attach PDF or DOCX documents to an email, or forward an email with PDF or DOCX attachments, those documents will automatically be filed into Aerofiler.
Upon filing, Aerofiler will perform a full text extraction meaning that you and other users will be able to search the text of those contracts.
# Uploads by Drag and Drop
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Another way of uploading documents into Aerofiler is to drag and drop the documents from your local drive or a shared folder. Aerofiler will then show you the progress of your uploads and indicate when they are complete:
# Calendar
The calendar widget displays events such as renewals, expiries and key dates:
Clicking on an event will take you directly to the relevant document.
# Core Metrics
Located along the top of the page are some basic metrics about your Aerofiler account.
* **Files** - the total number of files stored (clicking this takes you to the Browse page).
* **Inbox** - the number of files in the Inbox (clicking this takes you to the Inbox page).
* **Processing** - after items are uploaded, they are processed in the background. This counter shows the number of files currently being processed. Files will not appear in the system until they have finished processing.
* **Organization** - the number of user accounts in your organization's account (clicking this takes you to the Organization Settings page)
# Activity
**Document Activity**\
This table shows the last several document-related activities logged on Aerofiler. Additional details are available in the right hand column, which can be viewed by clicking on "View details". To view the complete log of file activity, click on the "View All" link at the bottom of the table.\
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**Search Activity**\
This table shows the last several searches performed by this team on Aerofiler.
# Introduction
The documents page is a workspace for reviewing multiple documents and entering or editing document metadata. It provides you with tools to rapidly perform these tasks and establish a workflow for reviewing documents and attaching high quality, consistent metadata to them.
The Documents page is designed to help you quickly enter, edit, and verify metadata for documents you are interested in.
The Documents page helps you to:
* Retrieve the set of documents you're interested in by using filters and extracts
* Focus on a set of metadata fields you're interested in modifying
* Review documents, or targeted portions of documents, to determine what metadata needs to be entered
* Make a large number of edits to multiple documents quickly.
# Downloading / Exporting
The following video steps through the options for downloading documents from Aerofiler:
{% embed url="" %}
{% hint style="info" %}
When using smart naming conventions, be mindful that Windows has a default maximum path length of 256 characters, which includes the directory name and the file name.
{% endhint %}
# Searching for Data
Once documents are uploaded to Aerofiler, you will typically want to capture key metadata such as counterparty, title, start date and governing law. This example steps through a workflow for capturing governing law in your repository. You can begin with a keyword search of the documents that you just uploaded:
This will return a screen showing the highlighted search term, along with the surrounding text:
Often, the extracted text will be enough to find the data you need. If you need to view the full contract, you can click on “Show Preview”:
{% hint style="info" %}
As you move from row to row in Preview mode, the document on the right will automatically update.
{% endhint %}
# Storing Data in the Repository
If the field you wish to work with is not visible on the screen, click “Show Column”:
You can then type the name of the column you are searching for in the Search area:
You can then use the handlebars icon:
To drag the column onto the appropriate part of the screen. Here is what display when we drag Governing Law to the far left:
Where metadata has been automatically extracted, to complete the review you can double click the cell and press the Enter key. The cell will turn white to indicate that it has been reviewed by a person:
{% hint style="info" %}
A cell in pink means that the data has been extracted by machine and has not yet been reviewed by a person
{% endhint %}
Where metadata has not been extracted, or where the metadata requires amendment, you can double click the cell and enter the correct value. Once data has been captured in your repository, you can begin filtering to rapidly find documents. Each column has a filter area at the top:
To find all contracts with a governing law of New York, you would type “New York” into the filter area:
{% hint style="info" %}
Capitalisation does not matter. “New York” and “new york” will match the same results
{% endhint %}
# Views
The "Views" button:
allows you to create, modify and delete Views. A View can be used to store:
* Column Layouts
* Filters
For example, suppose you want to create a View for the Finance team displaying only contracts above a certain value. To do this, begin by applying a filter:
Then click "Views" -> "Save as New"
choose a name, for example "Finance View":
Once the view is saved, you will have a link which will allow you to share the View:
Only the View itself is shared. Users will still only be able to access data in accordance with the permissions set by Administrators.
### Demonstration - Company Views
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# Related Documents
On the Documents page, there is a "Rel Docs" column that shows the number of other documents related to a contract:
In the above example, "Statement of Work" is a child document of "Master Services Agreement". Clicking on the "1" next to "Statement of Work" displays a visualisation of the relationship:
Clicking on a document will take you to a more detailed view of that document.
# Example Workflow
Imagine that you are working with your IT security team on security incident response planning. You know that some customers have contractually required you to notify them if a security incident occurs. In the event of a security incident, the IT team needs to know who these customers are so that they can prepare the necessary communications for them.
Your task therefore is to review all your contracts with customers and flag which ones have these "security incident notification obligations". The workflow below is one way you could approach this task.
Assume that you have created a custom "Security Notification" field that will be set to "Yes" if a contract requires you to notify the counterparty of a security incident.
**Retrieve the set of documents you're interested in**
In the Review page, start by filtering the Document Type field by "Sales" documents to only show customer contracts. You might also choose to filter by a certain document title (e.g. "Services Agreement"), if all your customer contracts have the same standard title.
**Select the metadata fields you want to work with**
Use the Show Columns button to display the "Security Notification" field in the document table.
**Review documents to determine what metadata to enter**
You now have a list of documents that you need to individually review so you can enter the appropriate "Security Notification" values for them. Then:
* In the Extract filter, type in "breach notif"
* All documents that contain the phrase "breach notif" will be displayed, and the Extract column will be populated with excerpts from each document that contain that phrase.
* Scroll down through each match to review the language
{% hint style="info" %}
You can also use the Extract column with the Export Data button to export all displayed extracts of language to a spreadsheet.
{% endhint %}
**Edit the metadata**
* When you review the language in the Extract column for each document, select the documents that contain a breach notification clause
* Click on Bulk Edit
* In the Bulk Edit popup box, Set "Breach Notice" to "True"
* And you're done!
{% hint style="info" %}
Many of these types of searches can be further sped up using artificial intelligence. If this is not yet enabled in your account, please contact us.
{% endhint %}
# Auto Extraction
This video demonstrates how fields can be automatically extracted and then verified in Aerofiler:
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# Contract Terms
Aerofiler can capture a variety of common contractual terms including monthly terms, yearly terms, notification periods, auto-renewals, and indefinite contracts. Automatic reminders can also be set both globally and at the individual document level. To view a single document, click on the “View” icon from the “Documents” page:
The first thing you should set is the Start Date:
From there, it is possible to set a variety of different contract terms.
# Evergreen Contracts
For contracts with no fixed expiry date, click “Contract Term”:
and then select “Indefinite”:
If applicable, you can add notice period:
Once everything looks correct, click “Add Term”:
and finally “Save”.
# Single Term Contracts
Suppose a contract begins on 1 January 2021 and runs for 12 months. As above, begin by setting the Start Date and then clicking “Contract Term”. Set the term to 12 months as follows:
If there is a notice period, you can set the number of days, months or year in advance of which notification is required:
You then click “Add Term” and then Save. When you click “Contract Term” again, you should see the following:
**Auto-Renewing Contracts (Single-Term)**
Suppose in the example above, the contract auto-renewed for successive 12 month periods. You would go through the same initial steps, and then click the “Auto Renew” switch:
When you add the term and save, the contract term should then look like the following:
# Multiple Term Contracts
Suppose we have a contract that starts on 1 January 2021, and then runs for a 12 month term followed by a 6 month term. In Aerofiler, set the start date using the same process as above. Then set an initial term for 12 months as follows:
Then click “Add Term” and add another six month term. The final result should look like the following:
**Auto-Renewing Contracts (Multiple-Term)**
In the above example, if the final 6-month term was an auto-renewal, that could be set as follows:
This is the final contract term:
# Key Dates
Aside from expiries, renewals, and notification periods, Aerofiler can also track key contractual dates. For example, suppose you have an insurance document expiring on 31 October 2022. In the single file view, scroll down to the “Key Dates” section and click “Add Key Date”:
Then enter the date and a description and click “Save”:
The key date should appear as follows:
# Layout
The layout of the fields can be configured based on Document Type and a demonstration video is below.
{% hint style="info" %}
Modifying the layout affects all users in the system, and therefore this function is available to Administrators only.
{% endhint %}
{% embed url="" %}
Layout configuration
{% endembed %}
# Child Field
The following video demonstrations how layouts can be customised based on a child field:
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# Reminders
# Individual Document Reminders
Any contract in the repository can have renewal and notice reminders set. To begin, click “Add Reminder”:
Optionally, you can enter a reminder note which will appear in the email reminder that gets sent.
Lastly, enter the number of days in advance of the event, after which the reminder will be sent. The two events available by default are:
* Renewal or expiry dates
* Notice deadlines
Key date reminders will also be available as key dates are added. This is addressed in a further section below.
# General Reminder Settings
You are able to set reminders for every contract in the system with a renewal, expiry, or notification date. To do so, go to User settings and then click “Reminders”:
Here, you will have the option of setting a reminder in advance of:
* Every renewal or expiry
* Every notice deadline
* Both of the above
{% hint style="info" %}
Enabling this setting means that when a contract is added to the system, you will start receiving reminders once the Next Event Date for the contract is set
{% endhint %}
# Reminders With Rules
# Key Date Reminders
It is also possible to set reminders on key dates. Where a key date is set for a document, you will have the ability to set a reminder for that key date:
# Replace File
Once a contract is executed and filed into the repository, there may be a requirement in future to replace the document. For example, a contract might be filed with only one signature in place, and a user may wish to replace that contract with the fully executed version. In Aerofiler, this can be achieved by clicking "Actions" and then "Replace File":
A modal will appear to allow the user to drop in a replacement document:
The contract will be immediately replaced. Historical versions are accessible by clicking the "Download" button:
Once a document is replaced, prior versions will no longer appear when searching for document text. For example, when searching for "governing law", even if that phrase appeared in both versions of the contract, only matches against the most recent version will display in Aerofiler.
# Related Documents
{% embed url="" %}
Adding and viewing related documents
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Sometimes it's helpful to understand how different documents are related, or to see what documents are relevant to another. For example, if you are viewing an Agreement, you might want to see if there are any Amendments that were subsequently made to it. If you are viewing a Statement of Work, you might want to see what Master Services Agreement it was made under.
By establishing relationships between documents, Aerofiler will tell you all the other documents in your database that are related to the current document you're viewing.
You can establish relationships between documents in the following section of Single File View:
| **Relationship / Corresponding Mirror Relationship** | **Example Relationship** |
| ---------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Is a parent / Is a child |
MSA → SOW
MSA → Schedule
MSA → Additional Terms
Consulting Agreement → Work Order
|
| Is amended by / Amends |
Services Agreement → Amendment to Services Agreement
Services Agreement → Amendment No. 2
|
| Is associated with | Product X Design Agreement → Product X Manufacturing Agreement |
|
Is terminated by /
Terminates
|
Subscription Agreement → Notice of Non-Renewal
Distribution Agreement → Termination Agreement
|
| Supersedes / Is superseded by |
Credit Agreement → Amended and Restated Credit Agreement
|
# Searching
The following video demonstrates searching for related documents:
{% embed url="" %}
# Dynamic Folders
The Folders page lets you locate files and get an overview of your documents in a familiar folder and sub-folder structure. However, unlike traditional folders, the hierarchy of folders that are displayed can be easily customised.
Aerofiler uses the metadata fields associated with documents to generate folders on-the-fly, so you don't have to manually create your own folders and move your documents into them. To begin, click on “Folders”:
# Single Level Folder Organisation
By default, you will see a single level of folders organized by Counterparty:
You can rearrange this folder based on any data in your repository. For example, to create a folder by governing law, click on “Counterparty” and select “Governing Law” instead:
Clicking on the column headings will sort files with their folders by that column's values.
Any changes you make to the "group by" fields will be saved and restored the next time you visit the Browse page.
# Multi-Level Folder Organisation
You can also have multiple levels of folders. For example, if you wanted to arrange by “Counterparty” and then “Governing Law”, begin with the single folder “Counterparty” view. Then click “Add Subfolder”:
For the subfolder, choose “Governing Law” which should produce a two-level folder structure as follows:
If you click on the document:
you will be taken to a full page view. You can add a maximum of 3 fields, which produces a folder structure 3 levels deep.
# Apply Setting to All Users
The following video demonstrates how you can apply a folder setting to all users in your account:
{% embed url="" %}
{% hint style="info" %}
This functionality is available to Administrators only
{% endhint %}
# Introduction
Newly uploaded documents appear in the Inbox so that you can verify that metadata for key document fields is correct.\
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When a new document is uploaded to Aerofiler, Aerofiler will attempt to automatically detect certain metadata about the document, such as its title and date. The newly uploaded document then appears in the Inbox, where you have a chance to review whether key metadata fields are correct. This process helps to ensure that all your documents have a basic level of accuracy and consistency.\
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All documents listed in the Inbox are considered "unvalidated." If no documents are listed, your Inbox is empty and you have no documents that require validating.
### Table Guide
Each row in the table represents a document and the metadata associated with it.
* On the far left, a checkbox allows you to select one or more documents. When you do this, the "Actions" buttons near the top of the page will be enabled and the actions accessible through that button can be applied to the documents you've selected (e.g. Bulk Edit, Bulk Validate, Download, Export Metadata, Delete).
* On the far right, click the arrow icon to view full details for the document in a new tab or window. You can also right click the icon and select "copy URL" if you want to send a link to that document to someone.
* You can edit fields by double clicking on them, or selecting them and pressing Enter.
* You can also use the keyboard to navigate between fields and edit them. When editing a field, press "Esc" to undo any changes you've made.
### Filtering and Sorting
You can reorganise or filter the documents shown in the Inbox by clicking the relevant table column headings or filling in the “filter” text boxes under the column headings.\
\
The "Clear Filters" button is a shortcut for clearing all the filters currently applied.
### Actions Buttons
* **Clear Filters**: Clears all filters currently applied.
* **View All**: If the Inbox has a large number of documents, Aerofiler only loads a limited number of documents initially, and will progressively load additional sets of documents when you scroll to the bottom of the document table (and you may have to do this multiple times to show all documents). Clicking View All will immediately display all documents in the Inbox.
* **Refresh**: If you edit the attributes of a document in the Inbox in another browser tab or window, the Inbox will not reflect those changes until you click Refresh.
* **Actions**: This button is disabled until you select one or more documents. Clicking this button will give you access to a few options:
* **Bulk Edit**: If you have multiple documents selected, you can use this function to modify a single field to a specified value for all the documents you've selected.
* **Bulk Validation**: It is possible to perform bulk validation as described [here](https://support.aerofiler.com/hc/en-us/articles/360037861434-Bulk-Validation).
* **Download**: Allows you to download a single file or multiple files (as a single zip file). You can choose to download the files with their original filenames, or with a descriptive smart filename generated from the metadata associated with it.
* **Export Data**: Exports metadata for the selected documents to a spreadsheet file. You can choose to export all metadata associated with the documents, or just the metadata that is displayed in the table.
* **Delete**: Deletes a document. You will be required to confirm this action after clicking this button. This function is only available to Admin users.
* **Show Preview**: Shows the original document.
* **Save Layout**: Saves the column ordering and column widths, so that if you revisit the Inbox in the future, the same column ordering and widths will be used.
### Document Permissions
If you do not have sufficient permissions to see a document, this will be noted in the top right corner of the page. A user must have Read permissions for a document in order to view it in the Inbox, and Edit permissions to edit fields and validate documents. Permissions may exist for individual documents, or for categories of document types.
# Validating Documents
To validate a document, we suggest reviewing the details of each document, one by one. Edit the fields that need changing and then, when done, click Validate. Here are more details on how this works:
* Cells that are shaded pink highlight data that has not been validated by a person.
* To validate a field, first edit it by double clicking it.
* Make changes to the field (if any are needed), then press "Enter" or click outside of the field. The field will flash green to indicate it has been saved. It will then turn white to indicate the field is validated. If you start editing a field and change your mind, you can press "Esc" and the field will not be edited or validated.
* As a short cut, you can validate all the fields displayed for a document by pressing the "Validate" button on the far right. Pressing validate will turn all pink fields to white, and mark the whole document as "Validated." This will also remove the document from the Inbox, since the Inbox only shows unvalidated documents.
To validate multiple documents, select the relevant documents using the checkboxes on the left:
You can then click Actions -> Bulk Validate:
# Unvalidating Documents
If documents are inadvertently validated, there is a mechanism for undoing the validation. First, click on the “Documents” menu item:
Then select the documents to be unvalidated and click Actions -> Unvalidate:
# Filters
The Inbox can be filtered based on specific criteria. Here's a video walkthrough demonstrating how to filter documents you have uploaded:
{% embed url="" %}
# Upcoming Contract Events (Table)
Aerofiler can generate a variety of reports to help you analyse your contract data. Aerofiler provides a number of default reports that you can access by clicking the “Reports” menu item:
In this card:
you can configure two parameters:
* Next Event Date within - use this parameter to filter upcoming contract events within a window of interest eg the upcoming half or quarter
* Contract Type - use this parameter to filter events only for a contract of a particular type
From this screen, you can export the report in Excel or PDF format:
**Fields**
The following fields are reported by default:
* Party
* Counterparty
* Title
* Start Date
* Doc Type
* Next Event
* Next Event Date
The icon in the "Action" column links to the document.
# Upcoming Contract Events (Charts)
Aerofiler can also help generate graphical reports. To begin, click “Upcoming Contract Event Charts” on the “Reports” page. By default, Aerofiler will display the expiries by number of documents:
You can also generate reports by any numerical field in Aerofiler. For example, if you had a custom number field “Contract Value”, you could select it as follows:
This will then produce the following report:
You can also generate a report of contracts by upload date. For this report, click on “Contracts by Upload Date” on the “Reports” page and select the start date, end date and document type:
The report will update automatically as you select your parameters.
{% hint style="info" %}
The start date parameter corresponds with the upload date of each document and not the start date of each contract.
{% endhint %}
# Create Workflow
You can access your workflows by clicking on “Workflows” on the Menu Bar on top of the screen:
You can select the workflow that you wish to work on by clicking the “Create Workflow” button and selecting the workflow by title. You will then see a dropdown menu of the contract types that have been configured by your Administrator:
# Submitting Contract Data
Enter the data in the fields as requested.
{% hint style="info" %}
Ensure that correct data is entered in all the mandatory fields otherwise an error message will appear and prevent you from proceeding further.
{% endhint %}
When you have completed all the mandatory fields correctly, click the “Submit” button.
Your contract will be generated and sent for review by Aerofiler to the first approver in the approval sequence generated previously.
# Add Related Doc
When starting a workflow, you may wish to create relationships between document upfront. To begin, click "Actions" and then "Add Related Doc":
In this example, we will look at creating a relationship between a Master Services Agreement (the parent document) and a Statement of Work (the child document). Begin with a keyword search to locate the relevant Master Services Agreement:
Once you select the relevant agreement, you have the option of copying metadata values from the Master Services Agreement to the Statement of Work. Here, we copy the "Counterparty" value:
Copying applicable values will save time and avoid typographical errors compared to manually typing the data.
Once the workflow is completed, the relationship will automatically be established in your contract repository. This relationship can be visualised from the [Documents](https://userguides.aerofiler.com/documents/related-documents) page.
{% hint style="info" %}
For more information about related documents, click [here](https://support.aerofiler.com/hc/en-us/articles/360033723914-Related-Documents)
{% endhint %}
# Bulk Generate
Aerofiler allows you to generate multiple contract workflows at once by uploading a spreadsheet of data. For example, suppose that a single Non-Disclosure Agreement can be generated using the following form:
A spreadsheet to generate three NDAs at once might look as follows:
To generate the NDAs, click Actions -> Bulk Generate:
Drag and drop the spreadsheet into the drop area:
The "Header" column shows the first row of data you used in the upload spreadsheet:
The "Mapping" columns displays your Aerofiler fields:
If the header in your spreadsheet matches the names you use in Aerofiler, then Aerofiler can automatically perform the mapping. Otherwise, you can click on the dropdown under "Mapping" and choose the relevant field. The following screenshot shows an example where the spreadsheet header is "Effective Date" and the corresponding Aerofiler name is "Start Date":
After you click "Next", you will have the option of reviewing your data and mappings before generating the workflows:
Clicking "Generate" will then create the three workflows in Aerofiler:
# Review
After the contracts have been generated using the workflow, you may review the contract by clicking on the review icon.
Aerofiler will complete all the automated fields using the data you provided while using the workflow to generate the contract.
Note that the generated contract will also comply with any rules created. Using the rule created in the manner stated previously in this guide, as the contract value in this example is stated as being $15,000, the relevant term of the contract regarding provision of support has been included.
# Updating Data
Where you wish to modify the data in the automated fields, enter the new value in the box next to the corresponding field and click the green tick icon.
**Regenerate Document**
Select the “Yes – Regenerate Document” option to update and regenerate the contract.
Note that the contract value has been changed to $7,500. According to the rule created while creating the workflow, as the contract value is less than $10,000, the term regarding provision of support will be excluded and the remaining terms will be renumbered when the contract is regenerated.
If you only want to modify the data but not regenerate the contract, follow the steps outlined above to change the values and select the “No – Update Metadata Only” option in the “Metadata Change” request.
You can track the changes made to the contract by clicking the “Audit Log” option.
You can download the contract at any stage of the review by clicking the “Download” button.
{% hint style="info" %}
Aerofiler saves every update as a separate version of the contract. You can choose the version you wish to download from the drop-down menu generated by clicking the “Download” button.
{% endhint %}
# Editing the Document
Aerofiler also offers you the ability to edit the text of the contract in addition to the metadata.
Click on the “Actions” button and select the “Edit in Word for Web” option.
The contract will open in Microsoft Word in a new tab on your browser. You may edit the contract in the same manner as you would using Microsoft Word.
The changes will take a few seconds to save to Aerofiler automatically. Go back to the Aerofiler workflow and refresh the webpage for the changes to be reflected on Aerofiler.
You can also edit the contract offline on Microsoft Word. Download the contract as stated previously. Open it on Microsoft Word on your device, edit as you usually would and save your changes.
Go back to the Aerofiler workflow page and click on the “Actions” button. Select the “Replace and Resubmit” option.
Upload the edited contract using the “Browse” button or by dragging and dropping the file.
Enter your reason for replacing the contract, for example if the edits were in line with the counterparty’s suggestions. Click the “Replace & Resubmit” button.
The edited copy will now be available on Aerofiler and can be used to complete the approval process.
# Approval
# Approval
After reviewing the contract, you may be ready to approve it. Once the contract is approved it is then sent to both parties for electronic signature, which is the last step in the process of finalising an agreement.
You may approve a contract by accessing it through the approval workflow as outlined above.
Click the “Actions” button and select the “Approve” option.
Enter any notes regarding your approval and click the “Confirm” button.
Your approval will be submitted, and the workflow will progress to the next step.
You may track the progress of the application by going to the “Workflows” page directly or by clicking on “Approvals” in the message box confirming the submission of your approval.
When the approval process is complete, the contract is ready for electronic signature, which will be visible on the “Workflows” page.
# Rejection
When the initial review is complete, you may find some errors that need to be addressed by the person who submitted the contract (for example, the governing law in the contract may be incorrect). You have the option of rejecting the workflow, which will send the contract back to the initial user who submitted it for review.
On the workflow page, click on the “Actions” button and select the “Reject” option.
Enter your reason for rejecting the workflow and click the “Confirm” button.
Your rejection will be recorded, and the document will be sent back for further evaluation. You can track the status of the rejection by clicking on “Approvals” in the message box confirming the submission of your rejection.
Alternatively, you can also track the status of the rejection in the “Workflows” page, which you can access by clicking “Workflows” in the Menu Bar on your Aerofiler account page.
# Replace and Resubmit
If you have received a rejection from a reviewer, you would be required to replace and resubmit the entire contract.
Go to the “Workflows” page as outlined above and access the approval workflow for the document by clicking the “Resubmit” icon.
Click the “Actions” button and select the “Replace & Resubmit” option.
Upload the replacement contract using the “Browse” button or by dragging and dropping the file.
Enter your reason for resubmitting the contract. Click the “Replace & Resubmit” button.
Aerofiler will notify the reviewer of the resubmission and display the resubmitted contract to the reviewer for further approval or rejection.
# Void Workflow
{% embed url="" %}
Voiding a Workflow
{% endembed %}
# Version Control
A document in a workflow can be modified in a number of ways
1. [Regenerating Document](/workflows/review/updating-data)
2. [Replacing a document](/workflows/approval/replace-and-resubmit)
3. [Editing a document](/workflows/review/editing-the-document)
When a document is modified, Aerofiler automatically create a new version of the document, along with relevant logs:
Clicking on the "Download" button will allow you access historical versions:
# Signature
Once a workflow is fully approved, you can commence the signature process by clicking on the "Signature" icon:
# Electronic Signature
{% embed url="" %}
Adobe Sign demonstration
{% endembed %}
# Cancel Signing Preparation
Signing preparation can be cancelled even after a contract has been fully approved. If you are the signatory and wish you reject the contract for further approval, click the "Actions" button and then choose "Cancel Signing Preparation":
Enter a cancellation reason:
If wish to send to a step rather than back to the beginning, click "Send to Specific Step":
A dropdown will appear allowing you to select a specific step in the workflow:
# Delegate Signing Preparation
When preparing a signature, Aerofiler offers the option to delegate signing preparation to another person. You would use this option when Aerofiler has sent you a workflow for signature preparation, but the signatures should be prepared by another person. Example scenarios include:
* Wet signature is required, but another person in the organisation is holding the signed document
* Electronic signature is required, but you do not have access to an electronic signing account
To begin, click Actions -> Delegate Signing Preparation
A pop up will appear. In the dropdown, select the person who should prepare the contract for signing. Optionally leave a note explaining the reason for the delegation:
The delegation will be noted in the log:
### Administrator Delegation
Administrators have the ability to delegate signature preparation from one user to another. A demonstration of this is below:
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# Amendments
**Changing Email Addresses**
The following video demonstrates how to change email addresses in DocuSign after an envelope has been sent for signature:
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**Cancelling Signature**
This video demonstrates how to cancel a signature after it has been sent for signing:
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{% hint style="info" %}
If you cancel the signature in Aerofiler, it won't cancel the envelope with your e-signature provider. You will need to separately cancel the envelope with your e-signature provider.
{% endhint %}
# Account
**Two-Factor Authentication**
Aerofiler supports two-factor authentication. To enable this in your account, click Settings:
Then click User:
Under "Two-Factor Authentication", click "Enable TFA":
A QR code will appear on the screen:
**Google Authenticator**
In Google Authenticator, press the "+" icon at the bottom right of the screen:
Then choose "Scan a QR code"
Enter the 6 digits into Aerofiler and then click "Submit and Activate TFA".
**Microsoft Authenticator**
In Microsoft Authenticator, press the "+" icon at the top right of the screen:
Then choose "Work or school account":
Scan the QR code, enter the 6 digits into Aerofiler and then click "Submit and Activate TFA".
**Duo Authenticator**
In Duo Authenticator, press the "+" icon at the top right of the screen:
Then choose "Use QR code":
Scan the QR code, enter the 6 digits into Aerofiler and then click "Submit and Activate TFA".
Once TFA in enabled, Aerofiler will display a success message:
# Preferences
**Reminder Preferences**
In Aerofiler, you can configure a switch which will notify users when adding or deleting reminders:
This operates as follows:
* Notification on adding reminders will generate an email for the user when a document reminder is created for them
* Notification on deleting reminders will generate an email for the user when one of their document reminders is deleted
# Reminders
**General Reminder Settings**
General Reminder Settings are used when you wish to create reminders for all contracts which have a contract term set:
You are able to configure reminders for a set number of days in advance of:
* Each renewal or expiry date
* Each notice deadline
You can also disable these reminders by toggling the "Enabled" switch.
**Reminders for Dates in Documents**
This card shows reminders that have been set for individual documents. In this card you can:
* Click on the link to view the file
* Set a note for the reminder
* Delete the reminder
# Reminders With Rules
The following video demonstrates how to filter reminders so that they only send if a particular rule is met:
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# Find a Supplier
This function allows you to find an existing approved supplier. To complete a “Find a Supplier” search, click “Find a Supplier” from the Dashboard:
Here, you can enter a variety of search terms, for example supplier name or category:
This will result in a screen such as the following:
# Request a New Supplier
If a suitable supplier cannot be found, then you will be able to request a new supplier. To do so, click the “Request a New Supplier” button from the Dashboard:
This will redirect you to a form to enter key supplier details.
# Supplier Account Changes
To change supplier account details, begin by typing in a search term:
From here, you are a directed to a details screen allowing you to change Supplier details:
Once you have made your changes, click the "Save" button in the bottom left:
# Supplier Master Download
The Supplier Master Download button allows you to download all your suppliers into an Excel spreadsheet:
# Upload Contracts
You can access upload contracts to Aerofiler by clicking the following button:
More information about uploading documents is available [here](/dashboard/uploading-documents).
To validate multiple documents, select the relevant documents using the checkboxes on the left:
