Understanding eSignature folders

eSignature folders in Pactima serve as an organizational tool, helping users to categorize and store their packages in a structured way. These folders are not just about keeping your packages in order; they play a crucial role in enhancing collaboration and visibility. In addition to organizing your packages into folders, you can more easily collaborate with team members, both within and outside your team, and maintain a clearer overview of ongoing transactions.

• Membership roles and permission
• Ownership management
• Visibility tracking

Membership roles and permissions

Understanding the roles and permissions associated with eSignature folders is vital for maintaining the right balance between accessibility and security.

1. Read Access

   • Definition: This permission level allows a member to see and administer only the items in a folder that belong to them.
   • Use Case: Ideal for team members who need to manage their individual packages without accessing or modifying others' work. This level of access ensures that team members can work independently on their tasks, maintaining privacy and reducing the potential for accidental alterations of others' documents.

2. Write Access

   • Definition: A user with write access can see all items in the folder and assign items within it.
   • Use Case: This permission is suited for team leaders or managers who need to oversee and coordinate the work within the folder. They can view all packages, regardless of the  current owner, and reassign tasks as necessary. This level of access is crucial for effective project management and oversight.

Ownership management

An important aspect to consider when utilizing eSignature folders in Pactima is the management of document ownership. While these folders provide enhanced visibility and organization, it's crucial to understand the current limitations and procedures related to document editing and administration.

Pactima's system is designed to prevent concurrent edits to ensure data integrity and avoid conflicts. This means that only the current owner of a document or package within the eSignature folder can edit or administer it. For instance, if a document requires a Live eSignature transaction or an eNotary RON transaction, only the owner of that document at the time can facilitate these processes.

If you need to take over administration of a package, Pactima offers a straightforward "claiming" process. This involves transferring the ownership of the document to yourself. The process is designed to be seamless, ensuring that team members can efficiently manage and administer documents as needed. Alternatively, if you are the current owner but need to delegate the task, you can transfer the ownership to another team member. This flexibility is key in maintaining the flow of work, especially in scenarios involving multiple team members and varying responsibilities.

It's important for users to be aware of these ownership rules to effectively manage their eSignature folders and ensure a smooth workflow within the Pactima platform. Understanding and utilizing the ownership transfer feature can significantly enhance team collaboration and efficiency in handling eSignature and eNotary transactions.

Visibility tracking

Understanding the nuances of visibility tracking within folders is crucial for effectively navigating and managing your packages. The visibility of a package is influenced by both its location in a folder and its ownership status.

Here's how it works: If you are the owner of a package that is part of a folder, this package will appear in the base filters on the sidebar. These filters include categories like Standard, Live, Drafts, eNotary RON, etc., allowing for easy access and management of your documents directly from the main interface.

However, the visibility changes if you are not the owner of a package within a folder. In this case, whether you are the owner of the folder itself or just a member, you cannot access the non-owned item through the base filters on the sidebar. Instead, you will need to navigate to the specific folder where the item is located to access it. This design ensures that while you have visibility into the folder's contents, direct access and management of packages are reserved for their respective owners, aligning with Pactima’s focus on security and proper administration of packages.

This approach to visibility tracking helps maintain a balance between accessibility and control, ensuring that while team members can have an overview of folder contents, the editing and management rights are clearly defined and restricted to the package owners.