The Docubee Glossary of Terms

2 Factor Authentication (2FA)

An industry-standard security method in which users add their mobile number to their account. Upon logging in using their email, they will receive a code to their mobile number which they must enter to verify their identity before accessing their account.

Access Token

Access tokens are part of a token-based authentication system, allowing applications to access an API. These are used to make security decisions and safely store user information.

Advanced Process Builder

The advanced process builder is a feature within Docubee that allows users to customize the steps of their workflow.

Application Programming Interface (API)

APIs are the way in which multiple applications can interact with one another, allowing for data collection.

Cancel Workflow

The cancel workflow task is the last step in a workflow, which terminates the workflow and ends any ongoing tasks for participants. Canceled workflows will show up in the “canceled” section of your dashboard.

Conditional Logic

Conditional logic allows users to set rules or conditions that can change the process depending on the input. Conditional logic operates on if/then statements to proceed.

Create Document Form Task

The create document form task allows you to create a document form from a previously uploaded document in your workflow. In this step, users can add form and signature fields.

Complete Workflow Task

A complete workflow task is the last step in a workflow, which terminates the workflow and ends any ongoing tasks for participants. Completed workflows will show up in the “completed” section of your dashboard.

Dashboard Overview

The dashboard overview is the main screen in Docubee which features 3 columns that can be configured with customizable modules to fit your processes.

Documents

Documents is a section that contains the library of all document templates, and documents that have been sent for Quick Sign, organized by Workspace. From this area, you can manage your document templates and control whether you want to get your document signed, edit, manage roles and fields, preview, download, or delete.

Document Template

A document template refers to a fillable document that can be configured once and reused. Document templates can contain fillable fields assigned to multiple roles and can be sent for signature individually, packaged with other document templates for signature, or used as part of a workflow.

Edit Document Task

A step in the workflow that allows users to edit previously uploaded DOCX files within Docubee.

Escalations

Escalations, also known as escalation reminders, are email or SMS notifications that can be set in a workflow to notify managers or higher-level employees when a participant has not completed the necessary action for the workflow to proceed.

Email Task

An email task is a step within a workflow that can be configured to send emails to specified parties.

Event Task

An event task refers to a task that takes an automated action based on predetermined conditions, usually from information collected in tasks that ran before it.

Export Document Task

The export document task allows you to export documents to another program or system for use.

Fill & Sign Task

Fill & sign tasks are steps within your workflow that require users to either upload a document or use a previously uploaded document for a participant to fill out and/or sign.

Form Link

Form Links are static links that can be generated to allow multiple instances of a single-participant document template, like a sign-in form or waiver. Form Links can also be generated to launch a workflow instance every time they are clicked.

Integration

A connection between two or more applications.

Logic Branch

Logic branches use conditional logic and are configured to follow a certain bath based on the rules specified.

Members

Members are Docubee users who are part of a workspace.

Milestone

In workflows, a milestone is used to track achievements. Milestone blocks allow administrators to see workflow progress.

Organizations

Organizations in Docubee are entities that contain both workspaces and members.

Organization Admin

An organization administrator is a user who has control at the organizational level and has access to all groups within the organization. These users can add new members to the organization and any workspace and assign roles at the organization and workspace level.

Parallel Branch

A parallel branch allows a workflow to follow multiple paths at the same exact time. The two paths operate independently of each other.

Participant

An individual is involved in a  workflow or QuickSign process.

Payload

A payload is the part of an API that contains the data being sent to the server during an API request.

Polling 

Polling is a means for APIs to collect data. Unlike webhooks, they have to be manually triggered to collect data.

Properties

Properties are attributes that are used to reference something in a workflow, such as participant-collected data like email addresses, names, or birthdates.

Property Names

Property names are the label given to properties.

Recipient

An individual who receives an item such as a document to review or sign as part of a workflow.

Reminders

Reminders, also known as task reminders, are email and SMS text notifications that can be set to automatically remind participants they need to take action after a step has been taken. A predefined amount of time has elapsed.

Required Fields

Fields on a form configured by you or your team that participants must fill out in order to complete this step in the workflow.

Revert Workflow Model

As a document undergoes edits, multiple versions are created. Revert workflow model refers to the ability to manage each instance of this document and refer back to previous versions if needed.

Run Workflow

The term “run workflow” means to launch the workflow for users to start participating.

Running Workflow Title

The running workflow title allows you to give each unique instance of a workflow a name so that they are distinguishable within your dashboard. 

Share Workflow

“Share workflow” allows you to either copy a link to your workflow or download a QR code that can be shared with participants.

Software as a Service (SaaS)

Also known as web-based software, this is a type of platform that allows users to access it over the internet.

Send & Save Task

Send & Save tasks either save or send information gathered from the workflow to an external system, like an email.

Signer

The individual signing a document within Docubee. A signer does not have to have an account or be a user to sign.

Simple Mail Transfer Protocol (SMTP)

This is an application used to send and receive outgoing emails between all participating parties.

Single Sign-On (SSO)

Single Sign-On (SSO) is a system that allows a company to give users one set of login credentials to grant access to Docubee and multiple other applications or services, enhancing convenience and security.

Static Content

Static content tasks can be used to display custom pages to your participants after one or more assigned tasks have been completed. These pages are used for informational pages and do not require any actions to be taken, therefore workflows will continue on its path automatically following a static content block.

Template Assistant

A template assistant is a wizard that is used to quickly create workflows to fill and sign a document.

Transaction

A transaction is one instance of a started workflow. Each time a workflow has been run it counts as one transaction.

User Task

User tasks are an activity in a workflow in which a user actively has to participate to move the workflow forward.

View File

A view file task gives users the ability to review a document as part of the workflow.

Web Forms

Web forms are digital, online forms that allow participants to enter their information.

Webhooks

Webhooks are a type of API that automatically sends messages to and from apps when an event happens. Unlike polling, this action is instant.

Workflow

Workflows contain all of the necessary steps designated for a process. These can be copied and modified to fit different business processes.

Workflow Automation

Workflow automation is the means of taking a company’s processes, defining necessary steps, and setting automated actions to make them structured and repeatable.

Workflow Originator

This term refers to the user who launches the workflow.

Workflow Templates

A collection of prebuilt workflow templates that can be added to a workspace for immediate use, or to serve as a starting point for more complicated workflow builds.

Workspaces

Workspaces in Docubee are parts of an organization. Groups contain workflows and members and are often divided into departments, like marketing or sales.

Workspace Admin

Group admins only have access to their assigned group. They can edit workflow templates and create workflow templates within the group.

Zapier Event

A Zapier event is an API connection that can be set up for Docubee to send and receive data to Zapier. This allows users to integrate third-party systems with Docubee.