In the Letters section, you can find and manage contractual and letter-related documents linked to a relation. You can generate new letters from a document template or upload existing documents.
A document appears in this section once it is linked to the relation and has one of the supported document types. It does not matter whether the document was uploaded or generated.
Document types shown in the Letters section
The following document types are shown in the Letters section:
- Assignment letter
- Authorization letter
- Generated document
- PIT - Questionnaire
- Bank direct debit mandate
- Inventory
- Provision Note
- Termination confirmation
- Composition statement
- Quotation
- Contract - Rental agreement
👉 You can only upload a Bank direct debit mandate, Termination confirmation or Composition statement. No document templates are available for these document types, so you cannot create them using Generate document.
Use the document overview
Columns and statuses
The overview contains the columns Document date, Type, Name, Start date, End date and Status. You can change the document date, start date and end date directly by clicking the value in the overview.
The status indicates whether a signature is required and the current stage of the signing process. The possible statuses are No signature, Signature required, Withdrawn, Expired, Pending, Failed, Refused and Signed.
👉 The status Expired means that a signature request has expired. It does not refer to the document’s End date.
Show inactive documents
Documents whose end date has passed are hidden by default. Use Show inactive to display them. This toggle only appears when at least one document has an end date in the past.
Generate a letter from a template
Select Generate document to create a new letter from a document template. First create the required template under Settings > Document templates.
- Select Generate document.
- Select a Template. You only see templates available for the relation type, language and own company linked to the relation.
- Check the Document date. AdminPulse enters today’s date by default.
- Complete the Start date. For an assignment letter template, this field is called Assignment start date. AdminPulse enters the start date of the relation’s current assignment. If the relation has no current assignment, AdminPulse enters today’s date. This field remains empty for other templates.
- Complete any information that AdminPulse could not enter automatically.
- Select Preview, Download, Download PDF, Only send by e-mail or Save.
💡 Is a template missing from the list? Check whether it is available for the relation type, language and own company linked to the relation.
If the selected template does not already contain a QR code, you can use the Add QR code toggle. AdminPulse can later use this QR code to link an uploaded, signed version to the original letter.
Upload an existing document
Select Upload document to add an existing document to the relation.
- Select Upload document.
- Select the appropriate Type. This field is required and determines how AdminPulse processes the document.
- Check the Is signed toggle. It is enabled by default. Disable it if the document has not yet been signed.
- Under File, add a PDF or Word file of up to 50 MB.
- Select Save.
💡 Did you select the wrong document type? Select the document’s name, change the Type and select Save. If you cannot change this field, the document type can no longer be changed for that document.
Dates of an uploaded document
When you upload a document, AdminPulse enters today’s date as the Document date. The Start date and End date remain empty. You can complete these dates directly in the overview.
Link a document using a QR code
Are you uploading a PDF version of a letter previously generated in AdminPulse, and does it contain a QR code? AdminPulse then tries to link the uploaded version to an existing document for the same relation with the same document type.
- If AdminPulse finds a valid match, it links the uploaded version to the original letter. Only the uploaded version remains visible in the overview. If Is signed was enabled, the document receives the Signed status.
- If AdminPulse does not find a match, it adds the upload as a separate document. The original letter also remains visible in the overview.
👉 A Word file cannot be linked to an existing letter using a QR code. When uploading the document, always select the same document type as the original letter.
For more information, see Document recognition.
View and manage documents
Actions for one document
Select a document’s name to view it. From this overview, you can download, edit or replace the document.
Depending on the file type and document status, the More actions menu at the end of the row lets you:
- Download the document as a PDF, Excel or Word file.
- Send the document by email.
- Send or withdraw a signature request.
- Mark the document as signed.
- Replace, edit or delete the document.
💡 To have documents signed digitally, you must configure a digital-signature provider.
Actions for multiple documents
To perform an action on several documents at once, select the documents and use Batch operations in the upper-right corner. You can then select Send signature request or Delete documents.
👉 If your selection contains a document that has already been signed or has an active signature request, AdminPulse does not send a new signature request for that selection.
Impact on relation file completeness
Only documents of the type Assignment letter and Authorization letter affect the completeness of the relation file. AdminPulse assesses these two document types separately.
If several letters of the same type are available, the letter with the most recent Start date determines the completeness status. If this field is empty, AdminPulse uses the Document date.
The overview itself is sorted by Document date. The first letter in the overview is therefore not always the one that determines the completeness status.
The following rules apply to the letter that determines the completeness status:
- If there is no letter of the relevant type, the criterion is Not in order.
- If the letter has not been signed or is still pending, the criterion is Partially in order.
- If the end date has passed, the criterion is Not in order.
- If the end date falls within the next 30 days, the criterion is Partially in order.
- In all other cases, the criterion is In order.
👉 For an Assignment letter, AdminPulse also creates a notification when the letter has expired or will expire soon. It does not create this notification for an Authorization letter.
👉 If a criterion is marked as Not applicable, these rules do not apply. You can set this under the completeness criteria in the relation file using Mark as not applicable.
⏭️ Up next, explore the following section of the relation file: The relation file - Legal section