Namirial E-Sign Archiving

This guide describes the admin panel of the Namirial E-Sign Archiving application. The application enables automatic archiving of approved PDF documents from the platform into the Namirial (eSignAnyWhere) electronic archive. The guide is intended for the administrator who configures the connection and decides which document types are archived.

1. Overview

The application automatically sends finalized PDF documents from the platform to the Namirial archive.

Prerequisite: to use this application, the client must have their own Namirial eSign account for automatic signing and, from the same provider (Namirial), the qualified archive service. Without these, the connection cannot be configured.

To function, the administrator must go through, in order, two configuration steps:

1. Configuring the connection — entering the Namirial account access credentials and activating the connection (the Connection tab).
2. Selecting documents to archive — checking the document types to be archived and, optionally, mapping the fields (metadata) sent to the archive (the Document Settings tab).

After configuration, a scheduled automatic process picks up eligible documents daily and archives them. Their status can be tracked in the Documents tab, from where individual documents can also be archived manually.

Important: documents are archived automatically only if (a) the connection is active and (b) the document type is checked in Document Settings.

2. Panel structure — tabs

The admin panel is organized into 3 tabs:

Recommended order for the initial configuration: Connection → Document Settings → Documents.

3. The "Connection" tab — required parameters

The tab contains two sections: a connection status area (active/deactivated) and a form with the connection details.

Parameters

All 4 parameters (Client Url, Api Key, Automatic Profile ID, Callback URL) are required. If any of them is missing when saving, the system rejects the save with the message "Missing parameter values".

How to save the connection details

1. Fill in the 4 parameters in the Connection Details section.
2. Click Save.
3. On success, the message "Connection saved successfully!" appears.

The "Save" button is disabled while the connection is active. To modify the details of an already active connection, first click Deactivate, make your changes, save, then click Activate again.

How to activate / deactivate the connection

• In the status section, the button displays Activate (when the connection is off) or Deactivate (when it is on), and the text shows whether the "Connection is active" or "deactivated".
• When Activate is clicked, the system actually tests the connection to Namirial with the saved data. If the test fails, activation is rejected and the connection remains deactivated (see section 7).
• Only an active connection triggers automatic archiving.

4. The "Document Settings" tab

Here the administrator chooses which document types are archived in Namirial and what information (metadata) accompanies each document in the archive.

Enabling archiving per document type

The table lists the document types in the platform:

Only checked document types reach the archive. An unchecked type is ignored by the automatic process.

Testing recommendation: before enabling archiving on the actual document types, create a test document type from Folder Structure and run the archiving tests on it. This way you validate the connection and the metadata mapping without generating a large number of errors on real documents.

Configuring the meta variables (archive ↔ platform mapping)

Clicking the button in the Meta column opens a window with the list of variables defined for that document type. Each variable is a mapping between:

• Archive key — the field name as expected by the Namirial archive (you define it yourself).
• Platform value — the source of the platform data that fills that field (you choose it from a list).

Actions available in the window:

• Add — creates a new mapping (enter the Archive key and choose the Platform value).
• Edit (pencil) — modifies an existing mapping.
• Delete (trash) — removes the mapping.

For the Custom text value type, an additional Fixed value field appears, in which you enter the constant text that will always be sent for that key.

Available variables ("Platform value")

General information (available for any document type):

Employee information (available only for documents of type .docx or associated with an employee):

Custom information:

If a document type is not of type .docx and is not linked to an employee, only the general and custom information appears in the list (employee information is hidden).

5. The "Documents" tab

Displays documents grouped by status, with pagination. The "Filter document status" filter has three options:

Each row displays the file name, which is a link to the document in the platform.

Manual actions (for documents "Pending archiving")

From the row's ⋮ menu:

• Metadata — displays the metadata that will be sent for that document (useful for checking the mappings before archiving).
• Archive — manually sends the document to the Namirial archive, immediately. If the document has already been archived, the operation is rejected with the message "The file has already been archived.".

6. Automatic archiving and limits

In addition to manual archiving, the system runs a scheduled automatic process that picks up eligible documents daily and sends them to the Namirial archive.

Conditions for automatic archiving of a document

A document is archived automatically only if it meets all the conditions:

1. The Namirial E-Sign connection is active.
2. The document type is checked in Document Settings.
3. The document is a PDF in approved/archived status.
4. The document has not already been archived in Namirial.

Document limit per run

The cap is 100 documents per run of the archiving process. If at any given moment there are more than 100 unarchived documents, the rest remain in the "Pending archiving" status and are picked up in subsequent runs, in batches of 100.

Note: this cap (100) is specific to Namirial E-Sign archiving and is lower than the one used by other archiving providers on the platform (500). For large volumes of documents, complete archiving happens progressively, over the course of several runs.

Documents that cannot be archived (e.g. an error from Namirial) remain in the "Pending archiving" status and are retried on subsequent runs; errors are recorded in the system log.

7. Troubleshooting — common errors