What is a Portfolio?

Think of a Portfolio as an envelope or a file, like a lever-arch file. In the physical world, you are used to filing multiple documents of a single subject (person, company, subject matter, etc.) in one file. You could also send a number of different documents you need signed by someone, to them in a single envelope - say, via courier - and they could return them after signing, perhaps together with any additional documentation you requested from them in the same envelope. 

SignFlow Portfolio offers you the same functionality, only in the digital world. A SignFlow Portfolio is a named, single file or envelope that can accumulate multiple documents that have been workflowed and signed, in combination with other documents you (or anyone you have shared the portfolio with) have uploaded into the portfolio. 

When a SignFlow Portfolio is downloaded, it will be available in the form of an integrated PDF unit (one PDF containing many PDF files). To learn more about Acrobat® Portfolio, click here. 

NOTE: Even though the files are combined in the Portfolio PDF, they are not merged, which means each file, document or form can be separately signed through different workflows and approval channels, thus maintaining the integrity of each document and the digital signatures applied on them.

This is what you can do with SignFlow's Portfolio feature:

  1. Create a portfolio immediately while you are setting up a new workflow.
  2. Link your new document to an existing portfolio.
    • Create a portfolio with an initial document, whereafter you can add additional documents, files and forms.
    • Use Portfolios for the long-term management of customer files, keeping them neatly stored in one location that is easily accessible from the main menu.
  3. Share a portfolio with others - including your customers, team, division or business. This gives them direct and secure access to the files in the shared portfolio of documents and contracts.
    • As the owner of a portfolio, you can give others you share the portfolio with contributor access, meaning they will also be able to upload new documents - all over an encrypted channel, and securely stored in the portfolio.
    • Owners, contributors and viewers of portfolios can also now workflow documents that haven't already been through a workflow directly from Portfolio View.
  4. Set notifications (portfolio owners, viewers and contributors), so that email notifications are sent out when documents are added or removed from a shared portfolio.

1.    Create a Portfolio from Create New Workflow

These three steps apply to Create a Portfolio from New Workflow and Add document to existing Portfolio:

  1. Click on Create New Workflow from your Dashboard Overview, or from the top left-hand side main menu (+Create New).
  2. Import the document you wish to workflow.
  3. You will then reach the Document Information screen, which now offers you two options: Start new Portfolio and Add to Existing Portfolio (see image below).

    Start new Portfolio will create a portfolio and add the document you are busy workflowing as the first document in a new portfolio.

    Add to Existing Portfolio will bring up a screen with all the portfolios you have in your system and allow you to link the document you're working onto an existing portfolio, and insert it into a new portfolio.

Let's start with Start new Portfolio first: 

  1. Click Start new Portfolio.
  2. In the dialogue box that comes up, name your portfolio and click Create Portfolio (or, if you want to go back a step, Close).
  3. Your document is immediately stored in your Portfolios, with the status "Pending release".
  4. You will be taken back to the Document Information page, where you can continue with your workflow (as per image above, but the only button options you will now have are Rename document and Replace document, the last three items pertaining to Portfolios will not be there).
  5. Click Proceed and go through the rest of your workflow process (add signer/group/viewer etc -> Go to DocPrepper (optional) -> Set DocPrepper fields -> Release document).
  6. The document you've just workflowed will be the first document in the new portfolio you just created, as well as received by those you added to action it (as per the usual workflow process). 
  7. Now, if you go to your Portfolios, you will see the portfolio you just named at the top of the list, with the status "In progress".
  8. If you click Open, you will see the document you workflowed, and its accompanying details. 

2.    Link document to existing Portfolio

  1. Click Add to Existing Portfolio (after you have imported the document you wish to workflow, as per the usual procedure).
  2. A list of all the portfolios you own or are a contributor of will pop up.
  3. Find the portfolio you want to link the document you are busy workflowing to. (You can show up to 100 entries, or - to make it easier for you - use the wildcard Search function at the top left-hand side of the box.)
  4. Click Link
  5. As in Start new Portfolio above, you will be taken back to the Document Information page (without Portfolio options), where you can continue with your workflow.
  6. As soon as you clicked Link, this document was stored in the selected portfolio. 
  7. Click Proceed and go through the rest of your workflow process (add signer/group/viewer etc -> Go to DocPrepper (optional) -> Set DocPrepper fields -> Release document).

3.    Share a Portfolio with others

This is a great feature in terms of security, especially in light of the POPI Act (the commencement date of which we expect in 2017, if not any day now), as well as FICA (an act that affects businesses far and wide, not just banks). If you want to read more about how our Portfolio feature is geared for compliance, you can do so here.

  1. Click the Portfolios tab on the main left-hand SignFlow menu.
  2.  Click the Open button to the right of the portfolio you wish to share with an individual or group. 
  3. You will get to the Portfolio View page, which contains all documents in the chosen portfolio, which were either linked, shared or uploaded to that portfolio.

  4. Click on the Shares button to bring up the Add new shares box, which gives you the option of sharing the selected portfolio with your Business, Department, Team or individual Contact.
  5. You should have these respective groups mentioned above set up in SignFlow already, so just click on the applicable item and choose from the predefined dropdown menu (top item in image below).
    NOTE: Business does not have any options, as this refers only to the company you are part of. 
  6. In the next dropdown menu, to the right of your Business/Departmet/Team or Contact, select whether you want to make the recipient/s merely Viewers (meaning they can view documents in the portfolio, but they cannot upload documents to it), Contributors or Owners (the latter two can upload documents to the portfolio).

  7. Click the applicable button to share (Share with my Business / Share with department / Share with team / Share with contact).
  8. For the sake of this example, I have chosen to share my selected portfolio with a contact, Joe Soap, who I have made a contributor. 

Now, on Joe Soap's side, he will receive an email that A) notifies him this portfolio has been shared with him; B) tells him what access rights have been assigned to him (Viewer, Contributor or Owner), as well as what this access right allows him to do; and C) will take him directly to the portfolio if he clicks on View the portfolio.

From his SignFlow account, if Joe Soap goes to his Portfolios portal, he will see the portfolio you shared with him, as well as the options that go along with the access rights you gave him - in this scenario those of Contributor (see image below) .

As Contributor, Joe Soap can: 

A) View documents in the portfolio (and to download them, or email a copy to an individual, everyone in the flow or multiple selected individuals); 

B) Add a file to the portfolio; and 

C) Add a form to the portfolio.

Now let's look at the other two scenarios, Viewer and Owner

Below is what Joe Soap will see when he opens a portfolio he has been made a  Viewer  of. This access right only allows him to:

A) View documents in the portfolio.

B) Download documents in the portfolio.

C) Email copies of the documents in the portfolio.

And, finally, as a portfolio Owner  (example of what Joe Soap sees in his Portfolios portal below) Joe Soap can:

A) View documents in the portfolio.

B) Cancel documents in the portfolio.

C) Download or Email copies of the documents in the portfolio.

D) Rename the portfolio.

E) Delete the portfolio.

F) Add files to the portfolio.

G) Add forms to the portfolio.

H) Share the portfolio with others. 

NOTE: You can revoke Shares at any point, by clicking on the Shares button (which will bring up all the people you've shared the selected portfolio with) and then on Revoke.

And, finally, the last handy new addition you should know about - you can now workflow documents directly from Portfolios, with the Workflow button. Simply open a portfolio and, if there are any documents that have not been workflowed yet, they will have a Workflow button above them (see image below). Click this and follow the usual process to complete the workflow. 

4.    Set Notifications

Notifications can be set by portfolio owners, viewers and contributors so that email notifications are sent out when documents are added or removed from a shared Portfolio.

  1. Click on Portfolios at the top of your main SignFlow menu. 
  2. Click Open next to the selected portfolio.
  3. At the top of your Portfolio View screen, you will see the option to receive notifications under the Portfolio details (as per image below).
  4. Simply tick or untick the box to the left of Receive notifications for this Portfolio.