Managing Automated Document Extraction

This article describes managing and using automated document extraction within the FORTH CRM. It is organized into the following sections:

• Overview
• How to Access
• How it Works
• Navigating the Extracted Documents Tab
• Frequently Asked Questions (FAQ)
• Assistance

PREREQUISITES: Only users with the appropriate permissions can enable or disable the auto-extract toggle in the settings. However, all users with permission to view the contact's documents will be able to see and download the files within the Extracted Documents tab.

Overview

This feature automates the identification and extraction of specific document types, including system and custom documents, from completed e-signature requests, reducing the effort required to sort and file client paperwork. 

How to Access

1. Log in to your Forth CRM account.
2. Click the Docs tab located at the top of the page.
3. Select Document Types from the navigation bar.
4. Locate the list of System Documents and Custom Documents on the page.
   
5. In the Auto Extract column on the right of the document types table, toggle the setting to ON for each document type you want the system to extract automatically upon completion.
6. Click Save to apply your changes.

NOTE: For core system documents, like the Power of Attorney (POA), the toggle is set to read-only to maintain compliance standards.

How it Works

The automated extraction system monitors your e-signature workflows. When a client finishes signing a document or a bundle of documents, the system evaluates each component against your settings.

Whether you send a single template or a complex document package, when a Clixsign request reaches "Completed" status, the system instantly triggers a set of rules to determine which pages belong where.

1. Automatic Identification and Triggering

Once the final signature is applied in Clixsign and the document is executed, the CRM checks the Auto Extract status of the templates involved. 

• Template: If a template is marked for extraction, the FORTH CRM starts the extraction process. This applies to individual document templates and those nested within a Document Package.
• Document Packages: the FORTH CRM checks performs a granular check. If a package contains five different forms but only three are marked for auto-extraction, the system will isolate those three forms specifically. This ensures your dashboard remains clean and contains only the finalized agreements you need for servicing, rather than every piece of correspondence included in the original signing bundle.

2. Technical Rendering and Page Isolation

To ensure you have a professional and audit-ready record, the system follows these strict rules:

• Page-Specific Extraction: The system identifies and pulls only the pages that constitute the signed document itself. It ignores unrelated pages or filler content from the package.
• Certificate Exclusion: While the original Clixsign bundle includes a signing certificate for legal verification, the extracted version excludes this certificate. This provides you with a clean copy of the contract for quick reference without the extra pages.
• PDF Standardization: Every extracted file is automatically converted into a high-quality PDF.

3. Integration with the Client Dashboard

A sub-tab called Extracted Documents now exists within the Docs tab on every contact record. This tab replaces older, fragmented sections and provides a unified view of all automatically processed paperwork.

Navigating the Extracted Documents Tab

When you open the Extracted Documents tab, you will see your documents categorized by their specific type (i.e., Power of Attorney in the example below). Each category acts as a folder that you can expand or collapse.

View and Download Documents

To view the files within a category, click the document type header (e.g., "Custom Documents" or "CDP Agreement"). The section expands to reveal a detailed table with the following information:

• Clixsign Title: The name of the original template of package.
• Document Title: The name of the original template or package.
• Last Modified: The exact timestamp when this document was most recently modified.

If you click the ellipses (three dots) to the right of the listing, you will have two options:

1. Download, or
2. View Document Log.

Managing Multiple Versions

If a client signs the same document type multiple times - for example, if an agreement is updated or re-signed after a change in terms - the system does not overwrite the old file. Instead, it preserves the entire history, displaying the most recent version at the top of the list.

Frequently Asked Questions (FAQ)

General Questions

Q. Where did my documents go?

A: 

• Power of Attorney: Moved to the Extracted Documents subtab.
• CDP Agreement: Moved to the Extracted Documents subtab.
• Veritas Agreement: Moved to the Extracted Documents subtab.
• Custom Documents: Eligible for auto-extraction and appears in the Extracted Documents subtab if configured.
• Signed Contract/Gateway Authorization: Remains in its current dashboard location to support existing payment and gateway workflows.

Q: Where did my signed POA go? 

A: It’s still right there on the Contact Record! Instead of looking for a specific "POA" tab, navigate to the Docs tab and select the Extracted Documents subtab. All automatically processed paperwork lives here.

Q: Why is the Signing Certificate missing from the extracted version? 

A: We optimized these files for servicing and quick reference. While the full "Signing Bundle" (including the certificate) remains archived in your main Clixsign history for legal audits, the Extracted Document is a streamlined version designed for daily operational use.

Technical

Q: If I send a package with five forms, will all five appear in the Extracted Documents subtab? 

A: Not necessarily. Only templates marked with the "Auto Extract" flag will appear there. This ensures your dashboard isn't cluttered with cover letters or informational sheets that don't require servicing.

Q: When exactly does the extraction happen? 

A: The process is triggered the millisecond the final recipient applies their signature and the Clixsign status moves to "Completed."

Q: Does this work for Document Packages or just single templates? 

A: Both - the rendering engine performs a granular check on every item within a package, isolating only the specific forms you’ve designated for extraction.

Assistance

For further assistance, please reach out to support@setforth.com.

Article Revision History