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Creating a Workflow

Workflows are the central element in DOCTAG. They define document roles and the related input fields.

  1. Create a new workflow

    Open Settings > System > Workflows, create a new workflow and assign a clear name.

  2. Define roles

    Define the required roles, for example sender, carrier and consignee.

  3. Assign fields per role

    Define which information each role must provide or confirm.

Workflow data types / fields

Data type / field Description
Text input Free text field for remarks, numbers or identifiers.
Checkbox Questions or confirmations as yes/no.
Attach file Upload additional subordinate files.
Signing Field to draw a signature and place it freely on the document.
Sketch field Field to draw freehand sketches and place them freely on the document.
E-Mail Enter an address to receive a document copy after signing.
Hyperlink URL address as a clickable link. Can be entered manually or scanned from a QR code using the camera. The link is displayed as clickable in the signature log.
Integer Input field for whole numbers (e.g. number of pallets, boxes or units). The value is shown as a number in the signature log.
Selection list Dropdown selection from predefined options. Options are configured in the workflow settings (one per line). Useful for standardised values such as vehicle types or condition ratings.

Practical tip: a separate upload role makes document uploads more flexible and independent from business roles.

Account Management (Ledger)

The Ledger function allows tracking quantities of physical assets – e.g. Euro pallets – between two DOCTAG instances automatically and offsetting them against each other. DOCTAG aggregates the signature data from all connected instances and presents the current account balance at any time.

How does it work?

Each signature in a Ledger workflow records a transaction. Depending on the Ledger role of the input field, the quantity is posted as a credit (incoming) or debit (outgoing). DOCTAG maintains a separate account per object type for each pair of instances and calculates the balance automatically from all existing signatures.

Step by step – Euro pallet example

  1. Create the workflow

    Create a new workflow, e.g. named "Delivery note". Define at least one role, e.g. "Load carrier exchange".

  2. Enable ledger context

    In the advanced options of the role, enable the checkbox "Ledger context". This activates the role for ledger evaluation.

  3. Create asset type field

    Add a selection list named "Asset type", enter the possible asset types (e.g. "Euro pallet") and set the Ledger role to "Asset type". The selection list ensures asset types are spelled consistently and entries are consolidated correctly.

  4. Create quantity fields (credit / debit)

    Add an integer field "Pallets transferred" and set its Ledger role to "Outgoing (Debit)". Add another integer field "Pallets returned" and set its Ledger role to "Incoming (Credit)". Both fields can be optional – if one is not filled in, the counter-entry is missing and the balance shows a discrepancy.

  5. Sign documents

    During the normal signing process, the driver selects "Euro pallet" from the selection list, enters "10" as pallets transferred and "8" as pallets returned. DOCTAG then posts –10 (debit) and +8 (credit) to the "Euro pallet" account with your counterpart.

  6. Open the Ledger view

    Click the scales icon (âš–) in the navigation. The Ledger view shows all counterparts, each with a collapsible section. Inside, accounts are listed by asset type, each showing total credit, total debit and current balance. A positive balance means you have received more than you have delivered.

  7. View individual transactions

    Click on an account to expand all individual transactions. Each row corresponds to a signed document with date, your posted values and the mirrored values of the counterpart. Discrepancies (e.g. if the counterpart has not yet signed) are highlighted in colour.