Profile management

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Default profile

When primedocs is used for the first time, a profile is automatically created. This profile can be supplemented and assigned to an organizational unit if necessary.

1. Go to the Profiles category in the Organization menu.

2. Check all entries and complete your data if necessary.

The user data displayed here in the profile is inherited from the user data under "User" and should only be overwritten if really necessary (e.g. for a different function in a different organizational unit). If your data is displayed in gray, this means that it has been inherited from the user data. If, on the other hand, the data is displayed in black, it has been manually overwritten and adjusted in the current profile.

Assign organizational unit

You can select the organizational units assigned to you by clicking on the Organization menu and then clicking on Assign organizational unit. If your organizational unit has not been released, please contact your company's support.

Create new profile

Select the "New profile" button in the Organization menu. Give the new profile a unique name so that you can clearly identify it later. Then enter all the required data and save your entries so that it appears in the list on the left-hand side.

Copy and edit profile

In general, the default profile is always available to you. If you need an additional profile (e.g. if you work for another department), you can copy your default profile or the currently selected profile in the Organization menu.

Now give the duplicated profile a new name and fill in the newly created profile with your changed details (e.g. other organizational unit or position). Check the new profile and save it. You now have two profiles to choose from. You can switch between the two profiles at any time, whether in the client or in the open document.

Create new profile and add additional profiles

Would you like to create a new profile that you can use to sign with your manager (or several people)?

First create a new profile. Now customize the Additional profiles (1). To add more profiles, click on "Manage additional profiles" (2).

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The management of additional profiles opens. Here you can add any number of additional profiles from your colleagues that have been shared with you.

You can search for profiles by entering the relevant profile name in the search field and starting the search by pressing the Enter key or clicking on the magnifying glass symbol.

Add a profile by double-clicking on the desired profile in the upper area. Alternatively, click once on the desired profile and then select the button in the middle with the two downward arrows.

You can remove a profile by first clicking on the profile to be removed in the lower area and then clicking on the minus button on the right.

You can adjust the positions of the profiles by moving them using the arrow buttons in the lower area on the right. This allows you to influence the positions of signatures in a letter depending on the template. To do this, select the desired additional profile by clicking on it and either click the up arrow button or the down arrow button.

Exit the dialog by clicking on OK.

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Enter a unique name for this profile and then save your changes.

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Apply additional profiles

In the Templates menu, select the corresponding profile that you have just created and generate the desired document.

Your personal contact details are entered in the document as the sender and creator of the document (exception: other customer-specific configuration). The two signatures appear at the end of the document.

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Share your own profile

Would you like to share your profile with other employees so that they can create documents in your name or use your signature?

In the Organization menu on the left in the grey area, go to Profiles and click on the profile you want to share. Now click on the Share profiles button (1) and confirm your selection by clicking on Add.

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Search profile

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Enter the user name of the person who is authorized to access your profile.

You can also search for entire user groups and share the profile with these user groups.

Alternatively, you can also share your profile with all users by clicking on the "Authorize all users" button.

Profiles are always shared with other users, not with other profiles.

Double-click on the desired entry or select the desired entry and then click OK.

Give authorizations

Now select the appropriate authorizations. The following options are available for authorizing other users. These options are mostly used for signing letters or in connection with deputy roles.

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• May use me as a co-signatory, but without a signature image: Allows your profile to be used in documents without a signature image.

• May use me as a co-signatory including signature image: Allows your profile to be used in documents with a signature image.

• May use me as deputy in correspondence: Releases your profile with the option that it is still recognizable who wrote the document. For classic documents, this requires that the author is stored in the template (depending on the customer solution, e.g. by abbreviation).

• May assume my identity in correspondence: Releases your profile with all options. The person may create documents entirely in your name. In this case, it is not apparent that the document was created by another person.

Confirm your selection with OK and save your profile.

Synchronize

To transfer your profile sharing faster, click on "Last update [date] [time]" in the bar at the bottom right of the client. Now select the Synchronize option in the window that opens. If the person you have shared your profile with does the same, they will receive your profile share in seconds.

Use external profiles

Would you like to create a letter on behalf of your line manager or an employee?

To do this, click on your profile picture in the Templates menu.

In the External Profiles area, select the desired external profile (e.g. that of your manager) in whose name you would like to create a document.

From now on, all documents that you generate will be created with the selected profile until you change it again - unless you select a different profile in the open document.

Pin an external profile

Have you been given access to several profiles and would you like to have the most frequently used profiles to hand at all times? You can pin external profiles. To do this, click on your profile picture in the "External profiles" section of the Templates menu and then click on the Manage External Profiles option at the bottom.

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In the window that opens, select the desired profile from the list or search for it by entering it in the search field.

Move your mouse over the profile you want to pin and select Pin (A). To remove a pinned profile, do the same but select Remove (B). Confirm your settings by clicking on Save.

If you now click on your profile picture again, the pinned profile will be displayed in the list of Stranger profiles with a pin symbol and will always be at the top of the list.

Field options

The other buttons in the Organization menu are explained below:

Inherit from parent

The "Inherit from parent" button is activated if you are in a profile in a field that you have changed. The text in this field is therefore black. If you click on the button, the content of the field is reset to the value that appears under User. This means that the field is now directly dependent on the Active Directory again and is automatically synchronized with the Active Directory every night; the button is therefore a kind of "reset" button for profile fields.

Image management

Before we discuss the three buttons for image management, let's take a look at the right-hand side of the main area. All image fields are usually stored there and in most cases there are two image fields here: one for your profile picture, the other for your signature picture.

If you now select one of these image fields, our three buttons for image management will become available in the ribbon at the top. You can also access the three buttons by right-clicking on the image.

These are the functions of the three buttons:

Insert image

Insert image opens the a dialog in which you can select an image from the file explorer to be inserted into the field. Depending on the field, you may need a profile picture or a picture of your scanned signature or a signature saved on your tablet.

Delete image

Delete image removes the stored image from the field.

Export image

With Export image you can save the stored image using File Explorer.