Cloudy DocGen & Signer Knowledge Base

Document Record

The Document Record represents an actual instance of a document generated from a template in Cloudy DocGen & Signer. Each record captures all relevant information about the document, including its source template, content, status, important dates, and signer activity. This enables comprehensive tracking, management, and auditing of the document lifecycle.

How the Object Represents in Cloudy DocGen & Signer

The Document Record object represents an individual document generated and managed through Cloudy DocGen & Signer. It connects a generated document to its originating Salesforce business record, such as an Account, Contact, Lead, or Opportunity, and associates it with the Document Template used to generate the document.

The object also manages the document’s signature lifecycle, including expiration, reminders, signer inclusion, signature status, and completion date. Through its relationship with Document Signer, it provides the foundation for tracking document-level signing activities.

Why is it Used?

The Document Record object is used to maintain the generated document and track its lifecycle after creation.

It enables Cloudy DocGen & Signer to:

• Associate a generated document with its Salesforce business record.
• Identify the Document Template used to generate the document.
• Track document expiration and reminder dates.
• Determine whether signers are included.
• Track the overall signature status.
• Record when the signing process is completed.
• Capture the reason when a document is cancelled.

This provides a centralized document-level record for managing the lifecycle of generated and signed documents.

Key Features

📄 Document Management

Maintain the generated document record and its relationship with the originating Salesforce business record.

🔗 Salesforce Record Association

Associate the document with an Account, Contact, Lead, or Opportunity.

📑 Template Association

Identify the Document Template used to generate the document.

✍️ Signature Lifecycle

Track the document signing process from Pending and In Progress through Completed or Rejected.

👥 Signer Inclusion

Identify whether signers are included in the document signing process.

⏳ Expiration Management

Track the date when the document or signing request expires.

🔔 Reminder Management

Maintain the date associated with document signing reminders.

📅 Completion Tracking

Record the date and time when the signing process is completed.

❌ Cancellation Tracking

Capture the reason a document was cancelled.

Key Field Functionality

Purpose & Use:

• Tracks the lifecycle of each generated document, including sent, rejected, completion, and expiration.

Example Business Scenario

Scenario: Generate and Track a Customer Agreement

A sales representative generates a customer agreement from a Salesforce Opportunity using a configured Document Template.

Cloudy DocGen & Signer creates a Document Record associated with the Opportunity and the selected Document Template. The record indicates that Signers are Included and the document is initially marked as Pending.

Once the agreement is sent for signature, the Signature Status changes to In Progress. The document can have an Expiration Date and Reminder Date configured to manage the signing timeline.

When all required signers complete the agreement, the Signature Status changes to Completed, and the Signing Completed Date records when the signing process finished.

If the document is cancelled, the Document Cancelled Reason can be used to capture why the document was cancelled.

Outcome:

Document Record provides a centralized document-level view for managing generated documents, their Salesforce associations, signing status, expiration, reminders, and completion throughout the document lifecycle.

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