# Getting Started Guide for Aerofiler Admins
This guide helps you to configure your Aerofiler account after you've created it and signed in for the first time. You don't need to follow this guide to get started, but doing so will help you to have a better experience.
### 1. Initial Settings
When you first sign in, you will be brought to the Dashboard screen. We recommend that the first step you take when accessing your Aerofiler account is to visit the Settings page. You do this by clicking on your name in the top-right corner, and then clicking on **Settings**.\
### 2. Set up Two Factor Authentication
For additional security, we recommend setting up two factor authentication (TFA). Scroll down to the **Two-Factor Authentication** box and follow the instructions to set up TFA:
### 3. Set up your Entity List
To help Aerofiler identify what your company name is, and what other legal entities belong to your group of companies (if you have a parent company, subsidiaries, or other affiliated legal entities whose documents you need to manage using Aerofiler), you can supply a list of legal entity names.\
\
When Aerofiler attempts to autodetect your legal entity that is party to a contract, it will try to match them against the supplied list of legal entity names.\
Click **Organization** at the top of the Settings screen, then click **Organization Details** in the left sidebar. Scroll down to the **Legal Entities** box and follow the instructions.
### 4. Add Custom Fields
You will need to add some Custom Fields to track all the document values you wish to track. We suggest you keep this list as short as you can. While it may be tempting to add a long list of custom fields, remember that this can multiply the amount of data you will need to input for every document you load into Aerofiler.
To add Custom Fields, click **Organization** at the top of the Settings screen, then click **Fields** in the left side bar, then scroll down to the **Manage Custom Fields** table:
Click **Add Field** to add a new custom field.
For each custom field, you can configure the following settings:
* **Field Name**: This is the full name of the field you want to track.
* **Column Title**: When editing a table full of documents, Field Names are used as column headings. However, some column headings can be lengthy, such that they do not display well in these tables. “Column Title” can be used to replace the Field Name used in column headings with an abbreviated version. For example, using the abbreviation “T4C” instead of “Termination for Convenience” can save valuable screen real estate.
* **Description**: The description field is used for reference purposes only and is only viewable on this screen. The description is intended to explain, in plain English, what the Field Name represents.
* **Type**: Can be one of 5 values:
* Boolean (yes/no)
* Number
* Text
* Date
* LOV or List of Values (text values)
### 5. Invite Additional Users
If you want to provision accounts for other team members, you can do so via the **Settings** screen. Click **Organization** at the top of the Settings screen, then click **Users** in the left side bar.
The "Add Organization Users" card allows you to add more users to your instance:
Users can be assigned a Role by clicking on the following button:
The Role of a Users determines the default level of access they have to documents on the system. Levels of access are:
* Limited User
* Read
* Edit (can edit documents, but cannot delete them)
* Admin (provides edit rights, plus rights to perform actions such as inviting new users and changing settings on the Organization settings page)
Permissions can also be set for users, offering more fine-grained control over access to specific categories of Document Types. Permissions override Roles, such that if a Permission for a category is more permissive than a user’s Role, they will have the benefit of the Permission level. Conversely, if a Permission for a category is more restrictive than a user’s Role, the more restrictive access level will apply.
We recommend that any user who is involved in managing documents be given Edit permissions, and any user who is only involved in retrieving documents be given Read permissions.
### 6. Upload Documents
Now you're ready to start loading in documents! There are a few ways to do this:
1. On the **Dashboard** page, drag and drop in files or folders you want to upload, where marked.
2. On the **Dashboard** page, click the "**Browse...**" button and select files and folders you want to upload.
3. **Email** the documents as attachments to an email sent to the personalized email address shown on your Dashboard.
# Negotiations
The negotiation portal allows your counterparties to negotiate with you directly in Aerofiler. This allows for a centralised place for version control, tracking changes and comments. A demonstration video is below.
{% embed url="" %}
Negotiation portal set up and walkthrough
{% endembed %}
# Rules
**Introduction**
Rules can be created based on repository metadata. For example, this is a rule that applies when the value of the contract is greater than $10,000:
Here is a more complex rule that applies when the contract is greater than $10,000 and the Region is "Rest of the World":
**Application**
Rules are used in approval workflows in two contexts:
1. A rule can determine whether a particular document should be reviewed at a particular step. For example, you may have a rule that Finance only reviews contracts above a certain dollar threshold.
2. A rule can determine whether a particular field should be displayed. For example, if sales tax only applies in a particular region, you can configure Aerofiler to only display the sales tax field if the region matches.
# Editing Rules
This video demonstrates how to edit rules in Aerofiler:
{% embed url="" %}
# Workflow Setup
Two types of workflows can be created in Aerofiler:
* Third Party Paper – this uses the template provided by the counterparty during contract negotiations
* Own Template – this uses your existing templates
**Creating the Workflow**
In the “Organization” tab on the Settings page, select the “Workflows” option from the “Your Organization” menu on the left:
Select the “Create Contract Workflow” option:
# Automatic Approval
Automatic document approval determines the behaviour of Aerofiler if consecutive approvals involve the same person. If this is switched off, that person will be required to approve each time. If switched on, then if a person approves a step, and that person is involved in the next step, then Aerofiler will auto-approve and generate a log entry reflecting the auto approval.
A video demonstration is available below:
{% embed url="" %}
# Contract Workflow Settings
# Workflow Details
Enter the name of the workflow. A description of the workflow may be included.
# Approval Workflow
Set up an approval workflow by clicking the “Include approval workflow” switch.
{% hint style="info" %}
If a contract can be signed without approval, an approval workflow need not be set up. In this case, the user simply needs to fill in the details to generate a contract ready for signing.
{% endhint %}
# Document Template
{% embed url="" %}
Example - Setting up NDA Workflow
{% endembed %}
**Uploading a Contract Template**
If a ‘Third Party Paper’ workflow is being set up, ensure that the “Use document template” option is not enabled. Where an ‘Own Template’ workflow is being set up, click the “Use document template” switch.
For the ‘Own Template’ workflow, upload your template by selecting the file using the “Browse” button or by dragging and dropping the file in the “Template upload” box.
The document is automatically opened for your viewing on the same page.
**Templating Fields**
Once the template is uploaded, you are able to insert fields such as counterparty, start date and end date into the document.
Suppose the field being automated is the counterparty name. Select the text relevant to the field to be automated, i.e. the counterparty name.
Right click to see the option to replace the selected text the relevant field.
Select the “Fields” option and the relevant field that is being automated, i.e. “Counterparty”. The text will then be replaced with the template tag.
### Deleting Template Fields
The following video demonstrates how to delete templated fields:
{% embed url="" %}
# Direct Template Editing
This video demonstrates how fields can be directly inserted into a Microsoft Word template:
{% embed url="" %}
# Creating Rules
You can also create rules that would enable you to include or exclude specific clauses if a certain condition is met.
Suppose there is a clause in the contract which states that support will only be offered if the contract value is above a certain amount, say $10,000.
To include this conditional rule, select the text of the relevant clause.
Right click the selected text and click the “Rules” option. Then select the “Create and Use Rule” option.
Enter the name of the rule.
Change the rule as needed to match your requirements. In this example, as the rule is being defined by contract value, the “Contract Value” option must be selected.
Enter the contract value that sets the limit, which in this example is $10,000.
Click the “Save” button to save your rule. The rule will be incorporated into your contract.
When you have finished automating any terms and creating any rules, scroll to the bottom of the page and click on the “Next” button.
# CC Notifications
This video demonstrates how to add CC notifications as part of an approval workflow:
{% embed url="" %}
# Post-Signing Notification
This video demonstrates how a custom email can be sent after a document has been signed:
{% embed url="" %}
# Contract Fields
Suppose you set up automated terms for counterparty name, start date and end date and create a rule based on contract value. By unchecking the boxes corresponding to each term under the “Required” column, you can choose which fields are optional, which means that the end user need not enter those details while using the workflow.
{% hint style="info" %}
By default, each field is mandatory
{% endhint %}
When have chosen all the information that must be collected from the user, click on the “Next” button.
# Additional Fields
The following video demonstrates how to capture fields that are not contained in the contract e.g. Department:
{% embed url="" %}
# Default Values
Suppose you are creating a workflow for Non-Disclosure Agreements and wish to capture the following fields: Counterparty, Start Date, and Document Type. Counterparty and Start Date will vary with each agreement, but Document Type should always be NDA. Rather than selecting "NDA" each type, you can create a default value.
{% hint style="info" %}
Currently, default values are supported for "List" and "Multi List" fields.
{% endhint %}
Firstly, click the "Edit" icon:
Then choose the relevant Default Value and click "Update":
After saving the workflow, the next time that type of workflow is created, Document Type will automatically be populated with "NDA":
# Contract Approval Sequence
{% embed url="" %}
Example - contract owner review followed by optional selection of a specific approver
{% endembed %}
You can set up the sequence in which parties are to review and approve the contract before it is sent for signatures.
Select the “Add Sequential Approval” option.
Enter a name for the first approval sequence.
Click the “Add” button. Then, select the approver from the drop-down menu. This could be any of the teams that you created using the steps outlined earlier, such as, for example, the legal team.
Click on the “Settings” icon to enable permissions for the approver to perform certain tasks in the approval process.
Check the boxes corresponding with the permissions you wish to grant and click on the “Done” button. Hovering over the information icon will provide a further description of each setting:
When you have added all steps in the approval sequence, click on the “Save” button.
Your workflow has now been created and is ready to use.
# Permissions
# File Replacement
File replacement permissions allow the user to directly replace the file (e.g. by uploading a new Word document). They also allow the user to directly edit the document in the browser or using their desktop application. The following video steps through this functionality in further detail:
{% embed url="" %}
# API Keys
To create an API key, navigate to the "API Keys" setting:
Then click "Create API Key":
Choose a name for your API Key (eg "Zapier") and then click "Create":
This will generate a key that you will be able to use for integration, such as with Zapier.
# Example - Creating a Workflow in Aerofiler
In this example, we will demonstrate how to create an Aerofiler workflow using the API. We will begin with an Aerofiler workflow with three fields:
* Counterparty
* Start Date
* Purpose
In Aerofiler, this should appear as follows:
Go to Settings -> Organization -> API Keys. If needed, generate an API key by clicking "Create API Key":
Then click "View API". To begin, click "Authorize" and then enter your API key:
Next, retrieve a list of available workflows:
Then, copy the id from the NDA workflow:
Go to the following GET endpoint, click "Try it out" and paste the id:
The response will return the specific parameters used for the workflow:
Then, go to the following POST endpoint, click "Try it out and paste the id:
This will initially return some boilerplate code:
You can test the workflow in Aerofiler by completing the parameters from the GET request:
Clicking "Execute" should create the workflow in Aerofiler:
The output will also produce a `curl` command, including the endpoint you should use (boxed in red below) when integrating with other applications:
If there are errors, further details will be provided in the response:
# Zapier Authentication
When authenticating your Aerofiler account through the Zapier site, you'll need three pieces of information:
* Email is the email address you use to sign in to Aerofiler
* Full site address is your unique subdomain plus the region-specific Aerofiler domain that you use to sign into your account, for example "acme.aerofiler.com"
* API key is the key generated [here](https://adminguides.aerofiler.com/general/api-keys)
# Configuration
# General Settings
**Date format**
This setting allows you to configure a specific date format:
{% embed url="" %}
**Landing page after login**
This setting allows you to configure the default home page for your users. The options are:
* Dashboard
* Documents
* Folders
* Inbox
* Workflows
# Authentication Settings
This setting allows you to configure the number of hours before your users are logged off. You may choose a value between 2 and 100.
# Repository
The following repository settings are available:
**Allow filing by email**
This setting allows you to configure whether or not users can file documents by email
**Allowing filing of .doc**
Determines whether .doc files can be uploaded to Aerofiler
**Automatic row height on Documents page**
Determines whether or not the row height should adjust based on the contents of the data. A demonstration is available here:
{% embed url="" %}
**Display full text for column titles in Single File View**
This setting determines whether the full text of the column title is displayed. If switched off, the column title is truncated and an ellipsis (...) is displayed
**PDF caching when viewing documents**
This setting determines the PDF cache setting. Generally, this should be on but if there are issues viewing the document, our technical support team may recommend switching this off.
# Approvals
### Auto-validate following approval
Auto-validation following approval determines whether a document is automatically validated after it has been approved. If this is switched off, a further validation is required before the document is flagged as "Validated" in the repository. If this is switched on, then the document is automatically flagged as "Validated" in the repository by the last person who approves.
### Daily digest email
When this setting is enabled, Aerofiler will send a daily email to all users who have items in their "To Do" list. The email will provide direct links to the relevant workflow in Aerofiler:
### Disable document regeneration in approval workflow
This video demonstrates how to disable document regeneration when metadata changes during an approval workflow:
{% embed url="" %}
### Flatten PDF before signing
PDFs may still be modifiable, for example with selectable dropdown lists. Some electronic signing providers will perform verification on the modifiable elements and return errors in some circumstances, for example if there is a blank dropdown. With a large document, many errors may need to be manually corrected. If the flatten option is enabled, Aerofiler will convert any modifiable elements to static elements, which generally resolves any errors that would otherwise be detected by electronic signing providers.
{% embed url="" %}
Flatten PDF demo
{% endembed %}
# Calendar Configuration
The following video demonstrates how to configure the calendar to display custom colours depending on whether the calendar is displaying a renewal, expiry or notification event:
{% embed url="" %}
# IP Address Filtering
Aerofiler offers the ability to add an allowed IP address range. To begin, go to Settings -> Organization -> Configuration
Go to the area for "Allowed IP Adress Ranges":
Add any IP addresses that you wish to specifically allow. For example, to specifically add the IP address of 59.101.13.70, you would add the following:
IP addresses can be added in CIDR Notation.
{% hint style="info" %}
Your IP address must be included in the IP address range.
{% endhint %}
Once the setting is saved, users outside the allowed IP address range will see a "Forbidden" error message when they try to access your instance.
# Organization Details
**Legal Entities**
If your organization is composed of a group of affiliated companies eg subsidiares, this is where you enter the full legal name of each entity. This will help Aerofiler distinguish between parties and counterparties.
**Company Details**
The card displays your company homepage and name
**Authentication Settings**
This allows you to configure a company-wide setting to determine how long users are permitted to stay authentication before they are automatically logged out
**Close Organization Account**
This card allows you to close your account and delete all data from our systems.
# Permission Schemes
# Access to Own Documents
Allowing Access to Uploaded Documents
Aerofiler has a setting to allow users access to documents they have uploaded:
When "Read" is switched on, users will have Read access to any documents they have uploaded to the contract repository. When "Edit" is switched on, users will have Edit access to any documents they have uploaded to the contract repository.
### Allowing Access Where User Involved in Approval
Aerofiler has a setting to allow users access to documents where they have been involved in approval of a document:
When "Read" is switched on, users will have Read access to any documents they have initiated from an approval request. If the user is part of one or more teams, the user will also have Read access to any documents that the team has previously approved. The "Edit" switch works in a similar manner, granting edit access rather than read access.
### Allowing Access to Assigned Documents
The following video demonstrates how to enable access to documents by assigning them to a user:
{% embed url="" %}
# Create Workflow Permissions
This video demonstrates how a non-Administrator can be granted permissions to create workflows:
{% embed url="" %}
# Enable Document Delete
The video below demonstrates how Permission Schemes can be used to allow non-Administrator accounts to delete documents:
{% embed url="" %}
# Permission Schemes
Permission Schemes allow you to create flexible, team-based permissions. If these are enabled in your account, you can find them by navigating to Organization -> Permissions.
### Enabling Permission Schemes
The first thing to do is to enable Permission Schemes. This is a one-time process, which you will asked to confirm:
When Permission Schemes are enabled, the following will happen:
1. Only two user roles will be available: Administrator and User
2. Administrators will have access to all documents in the repository
3. Users will not have access to any documents in the repository until appropriate Permission Schemes have been created and applied
4. Existing Doc Type permissions will no longer apply
5. Existing Single File permissions will no longer apply
### Creating Permission Schemes
To create a Permission Scheme, click "Create Permission Scheme", and then enter a name and, optionally, a description:
Then, click on Edit and you will see the following modal:
A Permission Scheme allows you to control two types of permissions:
1. Document Permissions
2. Application Permissions
### Document Permissions
Document Permissions allow you to determine which Teams can access which documents in the Repository. To set Document Permissions, firstly, select the Field that should be used:
Once chosen, all Document Permissions will be set using that field. In the following example, we have chosen "Department".
Next, select the values that are applicable to the Document Permissions. In the following example, we are applying Document Permissions to any documents where the Department has been set to Legal or Procurement:
Next, select whether the permission should be Read or Edit. In the following example, we are applying Read permissions:
{% hint style="info" %}
If Edit is checked, then Read will automatically be checked. If Read is unchecked, then Edit will automatically be unchecked.
{% endhint %}
Once you have selected all the relevant parameters, click "Save". It's now time to apply the Permission Scheme to a team.
### Application Permissions
Application Permissions allow you to determine which Teams can access which parts of the Aerofiler application. In the following example, we are allowing "Upload to Repository" access.
In the next section, you will learn how to apply a Permission Scheme to a team.
### Applying Permission Schemes
Navigate to Teams and click the "Edit" icon on the right:
Select the relevant Permission Schemes to apply. In the following example, we are applying the Legal Permissions that we previously defined:
When "Save" is clicked, then users in the Team will have Read access to all documents where the Department has been set to Legal or Procurement. Permission Schemes are additive. For example, if the following Permissions Scheme is defined:
and then following Permission Schemes are applied:
users in the Team will have:
1. Read access to documents where the Department is Legal
2. Read access to documents where the Department is Procurement
3. Edit access to documents where the Department is IT
### Single File Permissions
Permission Schemes can also be used for permissions for a single file. In Single File View, when click on Actions -> Permissions:
you will see a modal such as the following:
In the following example, we are allowing "IT Permissions" to have Edit (and by implication Read) access to the file, but only allowing "Legal Permissions" to have Read access to the file:
# Restriction Rules
The following video demonstrates how to use restriction rules to limit document access to particular users or teams:
{% embed url="" %}
# Restricting Upload Permissions
This video demonstration how to restrict upload permission using Permission Schemes:
{% embed url="" %}
# Reminders
This video demonstrates how to set bulk reminders based on who has been assigned a contract:
{% embed url="" %}
# Editing
The following video demonstrates how to edit reminder templates:
{% embed url="" %}
# Teams
**Introduction**
Document approvals can be assigned to individuals, but the creation of teams may help streamline the process.
**Creating a Team**
To create a team, click on the "Add Team" button and enter a Name and Description for the team:
**Team Members**
To add team members, click in the text area. A dropdown with email addresses will appear:
Click on the email address of the team member you wish to add, then click "Save" to save the member for the team. Importantly, although approval requests will be assigned to a team, logging will be done at the individual account level so that it is always possible to trace an approval back to an individual person.
**Team Email**
By default, each team member will be emailed individually when a contract is assigned to that team. If you set a team email address, then only that team email address will be notified.
# Users
# Two-Factor Authentication Settings
Aerofiler supports the following two-factor authentication settings:
* Users may disable their own TFA - users may optionally enable and disable their own TFA
* Only Administrators may disable TFA - users may optionally enable their own TFA, but once enabled, only an Administrator account can disable TFA
* Require TFA for all users - all users, including Administrators, must have TFA enabled in their account
**Removing two-factor authentication**
For the Settings "Users may disable their own TFA" and "Only Administrators may disable their own TFA", an Administrator may remove the TFA setting for a user. To do this, click the following icon:
You will then be prompted to confirm removal:
A demonstration of removing two-factor authentication (no sound) is below:
{% embed url="" %}
**Require TFA for all users**
When you select "Require TFA for all users" and click "Save", if you have not already enabled TFA for your account, you will be prompted to enter a TFA code. Aerofiler's TFA is compatible with a number of authentication applications including Duo, Google Authenticator and Microsoft Authenticator.
{% hint style="info" %}
When this setting is enabled, existing users who do not have TFA enabled will be required to enable TFA to continue using Aerofiler. New users will be prompted to enable TFA when they first login.
{% endhint %}
# Manage Organization Users
### Role
By default, Aerofiler allows you to set the following user roles:
* Admin - these users have access to all functions with the system, including deleting documents and setting permissions
* Edit - these users have the ability to edit document metadata, for example setting counterparty, start date, contract term and relationships between documents
* Read - these users have the ability to view, but not edit, document metadata
* Limited User - users have no access to documents by default. Permissions need to be added using file-level or Document Type permissions
To change a user's role, click on the "Role" icon:
Then select the applicabel option from the dropdown:
It is also possible to define a custom role using [Permission Schemes](/general/permission-schemes).
### Document Permissions
Default role permissions can be overridden by Document Type permissions. Consider the following image for a user with a Read role:
To allow the user to have Edit access to documents of type NDA, you would change the Document Type permission as follows:
### Deactivation
Aerofiler provides a deactivation function. To deactivate a user, clicking on the following icon:
and confirm the prompt. Deactivated users will:
* not be able to sign in
* have all reminders deleted
* be removed from all teams
# Deactivated Users
Deactivated users are no longer able to login to Aerofiler. To reactivate a user, click on the "Reactivate" icon:
There is also a "Delete" icon:
Deleting a user will remove their account from your Aerofiler instance.
# Add Organization Users
**Adding a User**
Begin by going to Settings -> Organization -> Users. A user can be added to Aerofiler by entering their name and email address and then clicking "Add":
**Verified Users**
Once a user has verified their email address by clicking on the confirmation link, the following icon should appear:
# Bulk Adding Users
You can add multiple users by copying and pasting them from a spreadsheet. For example, suppose your spreadsheet contains the following data:
To import the data into Aerofiler, highlight the relevant cells:
and copy the data. In Aerofiler, click "Bulk Add" and paste your data. Click "Toggle Preview" to view the fields detected by Aerofiler:
If you need to make any amendments, you can do so by clicking "Toggle Preview". Once the data is correct, click "Add".
# Transferring Data Between Users
Aerofiler allows you to transfer data between users. To begin, click the transfer icon:
Then, select the user who should receive the transferred data:
{% hint style="info" %}
Only users with appropriate permissions will be able to have data transferred to them. For example, if you wish to transfer reminders from John Smith to Mary Jones, then Mary Jones must have access to all documents where reminders are set for John Smith.
{% endhint %}
As needed, switch any settings on and off depending on what data you wish to transfer:
When ready, click the "Transfer" button. You will receive a popup notification when the transfer has completed successfully.
# Transfer Reminders with Rules
The following video demonstrates using rules to transfer only some of a user's reminders:
{% embed url="" %}
# Fields
Aerofiler has three different types of fields that it associated with each document: **standard**, **custom**, and **system**. Fields are sometimes referred to as "metadata". Fields can be displayed as a column on any page which contains a table of documents (such as the Review and Inbox pages). All fields are sortable and filterable.
### Standard Fields
Standard fields are the fields that come with Aerofiler "out-of-the-box." Standard fields have the following characteristics:
* Some have auto-detection algorithms behind them, meaning that whenever you upload a document, we will analyse the document and attempt to automatically fill in the standard field with a value we think is correct.
* Although you cannot delete standard fields, you can choose not to make use of them and also hide them from view.
* For any standard fields that are Lists of Values (such as Document Type), you can modify the list values.
### Modifying Document Types
To modify document types in the system, navigate to Settings -> Organization -> Fields:
Then, click the edit icon:
To modify an existing values, type in the new values and then click the save icon:
To add document types, enter them one per line and then click "Add Values":
### Custom Fields
Custom fields are fields that you specify that you want to track with each document.
To add Custom Fields, click **Organization** at the top of the **Settings** screen, then click **Fields** in the left side bar:
Explanation of the fields:
* **Field Name**: This is the full name of the field you want to track.
* **Column Title**: When editing a table full of documents, Field Names are used as column headings. However, some column headings can be lengthy, such that they do not display well in these tables. “Column Title” can be used to replace the Field Name used in column headings with an abbreviated version. For example, using the abbreviation “T4C” instead of “Termination for Convenience” can save valuable screen real estate.
* **Description**: The description field is used for reference purposes only and is only viewable on this screen. The description is intended to explain, in plain English, what the Field Name represents.
**Type**: Can be one of 7 values:
* Yes / No
* Number
* Text
* Date
* List of Values (each field contains exactly one item)
* Multi List of Values (each field contains one or more items)
* File
### Determining the Appropriate Field Type
The field type that you choose should be guided by how you wish to use the field for searching and reporting purposes. We will use "Limitation of Liability" as an example. At the simplest level, you may wish to simply know whether the contract contains a limitation of liability clause. If so, you would use a "Yes / No" field.
You way wish to know something more specific, for example whether the limitation of liability applies to (1) the counterparty (2) your organisation (3) or both. In this case, you could set limitation of liability as a List field, with a list item for each of the three scenarios above.
Perhaps you wish to capture whether the limitation of liability is capped at a particular value. In this case, a Number field could be appropriate. Sometimes, you may wish to store the full text of the clause in the system. For this use case, you would choose a "Text" field.
### System Fields
System fields are automatically generated by Aerofiler and can't be modified. They include things such as:
* when a document was uploaded
* who uploaded the document
* the document's original file name
* the document's file size on disk
# Default Values
### Demonstration - Setting Document Type Based on Rules
{% embed url="" %}
Default values allow you to automatically set values in Aerofiler. For example, suppose you wish to flag a document as a "Material Contract" if the contract value is above $100,000. To begin, start with two custom fields: "Material Contract" (Yes / No) and "Contract Value" (Number).
Then, click the "Settings" icon for "Material Contract":
Then, click "Manage Rules" to define the contract value threshold:
Click "Create Rule and define a rule as follows:
Then, set the default value to be true when the contract value is greater than $100,000:
Now, when the contract value is set to greater than $100,000, the "Material Contract" fields will be set to "Yes":
{% embed url="" %}
{% hint style="info" %}
If the "Material Contract" field is manually edited (which will be indicated by the field having a white background), then automatic updates will no longer occcur.
{% endhint %}
# Example - Assign Based on Custom Field
The following video demonstrates how to set the "Assigned To" field based on a custom field "Project".
{% hint style="info" %}
Default values apply when new values are set. They do not apply retrospectively to values that were already set at the time of creating the default value.
{% endhint %}
{% embed url="" %}
# Field Groups
Field groups allow related fields to be grouped together in Single File View. Suppose we wish to group Start Date, Next Event Date and Termination Date together. Begin by clicking "Add Field Group":
Then, name your Field Group:
Then, click on the "Edit" icon to select your fields:
Select the fields you with to display in the group and then click "Save":
In Single File View, these fields are now grouped:
Clicking on the arrow next to "Date Fields" will show the expanded view:
# Expand by Default
This video demonstrates how to expand field groups by default:
{% embed url="" %}
# File Fields
Using a File field, you can create attachments for documents. The following video demonstrates how to create and use a File field:
{% embed url="" %}
# List Fields
To initially create a List, type the list values one per line as follows:
**Adding List Values**
To modify a list field, click the Edit icon:
New list values can be added by typing them one per line:
**Modifying List Values**
List values can be changed by editing the value in the text box. When a value is changed, the colour will also change to provide a visual cue:
The colour will revert to black once the changed is saved:
**Archiving List Values**
Suppose the "Corporate" Department is no longer applicable. To reflect this in Aerofiler, the "Archive" function could be used on the "Corporate" Department:
The effect of this would be that "Corporate" could no longer be selected as a value. However, existing documents with a Department of "Corporate" would still display that value, to accurately reflect the historical record.
{% hint style="info" %}
If a value such as "Corporate" is archived, then "Corporate" cannot be used for new values because this would result in conflicting naming.
{% endhint %}
# Notes
The following video demonstrates how to set notes for a field:
{% embed url="" %}
# Parent / Child Fields
The following video demonstrates how to create and us parent / child fields:
{% embed url="" %}
# Tags
Tags allow you you to assign properties to a field to control behaviour. For example, you may wish a Number field to display as a currency, or a Text field to display across multiple rather than single lines.
# Currencies
This video demonstrates how to set up currencies using tags:
{% embed url="" %}
# E-Sign CC
The following video demonstrates how a field in Aerofiler can be used as the CC field for electronic signing:
{% embed url="" %}
# Text Fields
**New Zealand Business Number**
{% hint style="info" %}
This feature needs to be enabled in your account. If you require the ability to perform a lookup by New Zealand Business Number, please contact support to have this feature enabled.
{% endhint %}
A custom text field can be designated as a New Zealand Business Number. To enable this, click on the settings for the field and then check "New Zealand Business Number" then click "Save":
# URL Fields
The following video demonstrates how to create a URL field to link to an external site:
{% embed url="" %}
# Integrations
# Adobe Sign
Aerofiler offers a native connector to Adobe Sign. To set up the integration, go to Settings -> Organization and then click "Integrations":
Next, check "Enable Adobe Sign integration":
If you are not already signed in to Adobe Sign, you will be asked to authenticate:
Adobe Sign will ask you to confirm various access permissions for Aerofiler:
Click "Allow Access" to grant permissions. Aerofiler will then display a confirmation screen:
When you return to the Adobe Sign integration, "Enable Adobe Sign integration" should be checked:
**Use Full Window For Signing**
By default, Aerofiler will display Adobe Sign within an Aerofiler frame. This allows easier navigation back to Aerofiler after a signature is complete.
For some browsers, displaying a page within a frame is not permitted and you may receive and error message. If that occurs, checking "Use full window for signing" should resolve this by displaying Adobe Sign screens in full rather than within an Aerofiler frame:
**Exclude Documents Initiated in Adobe Sign**
If you wish documents initiated in Adobe Sign to be automatically filed into Aerofiler, then check this option:
If the option is unchecked, then any documents initiated in Adobe Sign will not be filed into Aerofiler. Only documents sent to Adobe Sign via an Aerofiler [workflow](/approvals/workflow-setup) will be filed to your contract repository.
# Carbon Copy
This video demonstrates how to use the CC function in Adobe Sign with Aerofiler:
{% embed url="" %}
# Custom Filename
The following video demonstrates how to configure a custom file name for Adobe Sign:
{% embed url="" %}
# Direct Access
If your Adobe Sign licence has been issued by Aerofiler, you can directly sign into Adobe Sign using at the following address:
{% embed url="" %}
A walkthrough video is below:
{% embed url="" %}
# Recipient Names
Adobe Sign's default behaviour is to require the sender to provide an email address only, with the recipient specifying their name. If you wish the sender to provide both a name and email address, then both Aerofiler and Adobe Sign need to be configured.
### Aerofiler Configuration
Go to Settings -> Organization -> Integrations, open "Adobe Sign" and then check "Require recipient name when sending for signature":
### Adobe Sign Configuration
Go to Account -> Send Settings and then check "Allow recipient name to be entered on Send" and click "Save":
{% hint style="info" %}
The "Make this field mandatory" setting is only applicable if documents are directly sent for signature from Adobe Sign. If this is unchecked, Aerofiler will still require the recipient name.
{% endhint %}
If you wish to also prevent the recipient from changing their name, click on "Signature Preferences" and then uncheck "Signers can change their name or initials":
# Signing Tags
This video demonstrates how to automatically apply Adobe Sign tags to a document in Aerofiler:
{% embed url="" %}
# Troubleshooting
**Compatibility Testing**
The Adobe Sign FAQ () states "API access is reserved exclusively for enterprise and developer tier accounts".
To help determine whether your Adobe account has API access, first go to the following link:
Then follow the steps in the video below:
{% embed url="" %}
Adobe Sign API Test
{% endembed %}
**Company Name Change**
This video demonstrates how to change the company name in Adobe Sign to match the company name stored in Aerofiler:
{% embed url="" %}
Adobe Sign company name change
{% endembed %}
# DocuSign
Aerofiler offers a native connector to Adobe Sign. To set up the integration, go to Settings -> Organization and then click "Integrations":
Next, expand the DocuSign option and click "Activate":
If you are not already signed into DocuSign, you will be asked to authenticate:
DocuSign will ask you to confirm access permissions for Aerofiler:
Click "Allow Access" to grant permisssions. Aerofiler will then display a confirmation screen:
When you return to the DocuSign integration, DocuSign should be enabled:
# Certification of Completion
The following video demonstrates how to store the DocuSign certificate of completion:
{% embed url="" %}
# Changes After Sending
The following video demonstrates a workflow setup to streamline the process of making changes after a DocuSign envelope has been sent:
{% embed url="" %}
# Custom Filtering
The following video demonstrates how to use a custom field to filter when DocuSign envelopes are filed in Aerofiler:
{% embed url="" %}
# HMAC Security
HMAC Security can be used to verify that a message was sent by DocuSign, and that the message contents match what DocuSign sent.
In DocuSign, navigate to DocuSign Connect and click on the Aerofiler webhook. Then click "Manage Keys":
Then, click "Add Secret Key":
Copy that key into Aerofiler:
{% hint style="info" %}
In both DocuSign and Aerofiler, the key is viewable only one time. When you revisit the page, only several characters of the key will be displayed.
{% endhint %}
In DocuSign, check the "Include HMAC Signature" option:
Once the key is generated in DocuSign, saved in Aerofiler, and the setting is enabled in DocuSign, it will be used for authentication and integrity verification.
If the key is present in DocuSign and not present in Aerofiler, or if the key is present in Aerofiler and not in DocuSign, this is an invalid state. In this scenario, when a document is received from DocuSign, it will not be filed into the repository and an error message will be sent to your account Administrators.
# Including / Excluding Users
The following video demonstrates how to include or exclude users from the DocuSign integration:
{% embed url="" %}
# Send from Repository
The following video demonstrates how to send a document for signing from the repository:
{% embed url="" %}
# Settings
**Exclude documents initiated in DocuSign**
By default, this setting is enabled:
When this setting is on, documents will only be filed into Aerofiler if signing is initiated in Aerofiler:
If this setting is unchecked, then documents will also be filed if signing is initiated in DocuSign:
If "Exclude documents initiated in DocuSign" is unchecked, two further filtering options are available:
**Exclude documents signed in DocuSign containing the following phrases**
If you wish to exclude documents containing particular phrases, for example "Board Minutes" or "Employment Agreement", this could be set up as follows:
**Include documents signed in DocuSign only if they containing the following phrases**
If you wish to only include documents containing particular phrases, for example "Services Agreement" or "Software Agreement", this could be set up as follows:
{% hint style="info" %}
The case is ignored for keyword filtering, and so "Software Agreement" and "software agreement" operate in the same manner.
{% endhint %}
# Visibility
The following video demonstrates how to configure what documents are filed in Aerofiler based on DocuSign visibility settings:
{% embed url="" %}
# External Workflows
External workflows allow you to send data to Aerofiler to generate workflows. To begin, go to Settings -> Organization -> Integrations. Then click expand "External workflows":
Switch "Enable external workflow integration" to true:
# Direct Integration
Direct integrations allow you send data to Aerofiler using a button or link in another application. To use a direct workflow, enable the switch and select a workflow:
Then, select the workflow you wish to connect:
Here, we have selected "Sales Agreement":
Afterwards, select the Aerofiler fields you wish to connect to the other application. Here is an example of selecting "Counterparty", "Start Date", "End Date", and "Contract Value":
You should then be able to copy the link for use in the other application:
```
https://demo.aerofiler.com/approval/partial-contract?counterparty=[COUNTERPARTY]&startDate=[START DATE]&afEndDate=[END DATE]&contractValue=[CONTRACT VALUE]
```
The final step is to replace the values in square brackets (in the above example \[COUNTERPARTY], \[START DATE], \[END DATE] and \[CONTRACT VALUE]) in the other application.
**Salesforce Example**
Using Salesforce an an example, suppose you wish to create a link in an Account called "Generate Contract". Begin by choosing "Account" from the Object Manager:
Then, click on "Buttons, Links, and Actions":
Create a new button or link, and name it "Generate Contract":
Then, paste in the link from Aerofiler and highlight the relevant field. In the example below, we are mapping to "Counterparty" in Aerofiler:
You would then replace it with the relevant field in Salesforce. Here, we are mapping "Account Name" to "Counterparty":
This is what the link should look like after replacement:
You can then optionally map any further fields required.
**Adding a Link in Salesforce**
In Object Manager, click on Page Layouts:
Then choose the relevant layout:
Add a custom link to the Account as follows:
**Generating the Contract from Salesforce**
In an account, if you now click on details you will see an option to generate a contract:
This will direct you to Aerofiler, where you can select the applicable contract workflow:
When you select the applicable contract workflow, any mapped fields should be automatically brought into Aerofiler:
More information about workflows is available [here](https://adminguides.aerofiler.com/approvals/workflow-setup).
# Zapier Integration
## Introduction
Aerofiler can integrate with applications via the Zapier platform. This page steps through an integration with Salesforce, which typically will involve three types of data flows:
1. Initiating a document workflow from Salesforce data
2. Synchronising data from Salesforce to Aerofiler
3. Synchronising data from Aerofiler to Salesforce
We will examine each of these in turn.
## 1. Document Workflow from Salesforce Data
### A. Generate URL in Aerofiler
Let's assume that we wish to synchronise Salesforce Opportunities to Aerofiler. The first step is to create a [custom field](https://adminguides.aerofiler.com/repository/fields) to link contracts in Aerofiler to Salesforce objects. The field should be of type "Text". There is no mandatory name, but here we recommend "Opportunity ID" to match the name in Salesforce.
Once the custom field is created, click on "Integrations" in the left hand menu:
Under "External Workflows", toggle on the "Enable external workflow integration" setting:
Select "Opportunity ID" as the field:
This will generate a URL, which you copy to the clipboard by clicking the "Copy" button:
### B. Create custom button in Salesforce
The next step is to create a custom button in Salesforce which will link to Aerofiler. In Salesforce, click on Setup:
and then choose "Opportunity" in the Object Manager:
Then select "Buttons, Links and Action":
Click "New Button or Link" and then proceed with your chosen label, for example "Generate Contract". In the text area, you can now paste the link that you copied from Aerofiler. Then, select the text in square brackets (boxed in red below):
Afterwards, click on "-- Insert Merge Field --" and select "Opportunity ID". This will complete the rest of the link to Aerofiler:
Now, click "Save". The custom button is now available to be added to Salesforce opportunities.
### C. Add Custom Button to Opportunities
To add the custom button to all Opportunities, begin by clicking "Page Layouts":
Select the relevant layout, for example "Opportunity Layout":
Then click "Custom Links":
You can then drag the "Generate Contract" button:
into the "Custom Links" section:
After saving, a "Generate Contract" link should then appear with every Opportunity:
### D. Setup Zapier Workflow
Go to any opportunity and click the "Generate Contract" button. You may be asked whether you want to leave the page and be directed to Aerofiler. If so, confirm that you wish to leave (and optionally check "Don't warn me again"). You should then be redirected to the following page in Aerofiler:
In Zapier, create a Zap. For Step 1, Aerofiler should be the application chosen. If needed, go to the [Zapier integration](https://adminguides.aerofiler.com/general/api-keys) instructions and create an API key and authenticate the Aerofiler application. Here, the event chosen should be "New External Workflow":
When testing the trigger, you should see both an Aerofiler Workflow ID and an Opportunity ID:
In Step 2, choose Salesforce as the application. For the event, choose "Find Record" and search for the Opportunity using the Opportunity ID from Step 1 above:
In Step 3, choose Aerofiler as the application. For the event, choose "Create Workflow From External Data":
The only mandatory field is Aerofiler Workflow ID, which is selected from Step 1:
If, after the contract is executed, you still need to synchronise data between Salesforce and Aerofiler, you should map the Opportunity ID to your workflow as follows:
All other field mappings are optional. Here is an example of how you would map the "Amount" field in Salesforce to the "Contract Value" field in Aerofiler:
Note: This is the point at which you should map all fields that require synchronisation. For example, if you have:
* Statement of Work which requires "Amount" in Salesforce to be mapped to "Contract Value" in Aerofiler
* Services Agreement which requires "Service Type" in Salesforce to be mapped to "Service Description" in Aerofiler
then here you should be setting up both the "Amount" and "Service Type" mapping.
After Step 3, the setup is complete and you can turn your Zap on by clicking Publish:
Next time you click "Generate Contract" in Salesforce, you should be redirected to the following screen in Aerofiler:
It may take several seconds for the data to synchronise from Salesforce. When that is done, you should be redirected to the Document Workflow page with data pre-filled from Salesforce.
**Important:** When data is updated in Salesforce, it may be cached for a short period. Therefore, if you update a value in Salesforce and immediately click "Generate Contract", old values may be sent to Aerofiler.
## 2. Synchronising data from Salesforce to Aerofiler
Suppose we want updates to the "Amount" field in Salesforce to synchronise to the "Contract Value" field in Aerofiler. Here are the steps in Zapier:
### A. Prerequisites
This synchronisation requires a contract to be setup in Aerofiler, linked by Opportunity ID. This link is created in Step 1 above.
### B. Zapier Step 1 - Setup a Salesforce trigger
The trigger should be "Updated Record":
The Salesforce Object should be "Opportunity":
### C. Zapier Step 2 - Setup a Zapier Delay Action
In the next step, we recommend setting up a delay of 1-minute to allow the data to synchronise:
### D. Zapier Step 3 - Find Salesforce Record
The next step should be to find the record in Salesforce that was recently updated:
### E. Zapier Step 4 - Setup Aerofiler action
In the fourth and final step, the Aerofiler action should be "Update Documents":
For the "Aerofiler Field Name", copy the relevant field name (here, "Opportunity ID") from your Aerofiler account:
For the "Aerofiler Field Value", select the relevant field value from the "Find Salesforce Record" step:
This will update all documents in Aerofiler where "Opportunity ID" equals 0062w0000098FVLAA2. The final step is to select one or more values to update. Here, we want the "Contract Value" in Aerofiler to be set to the "Amount" from Salesforce:
## 3. Synchronising data from Aerofiler to Salesforce
Suppose we wish to synchronise the "Counterparty" field in Aerofiler to the "Opportunity Name" in Salesforce.
### A. Zapier Step 1 - Set up an Aerofiler trigger
The trigger should be "New Updated Metadata":
This trigger will return the most recent document in your Aerofiler account. That document should have an Opportunity ID populated with a value from Salesforce.
### B. Zapier Step 2 - Set up a Zapier filter
Setup a Zapier filter so that the steps only continue if Opportunity ID does not contain Unknown:
This will prevent Aerofiler contracts without a valid Opportunity ID from being sent to Salesforce for synchronisation.
### C. Zapier Step 3 - Set up a Salesforce action
The Salesforce action should be "Find Record in Salesforce", where we search by Opportunity ID:
### D. Zapier Step 4 - Set up a Salesforce action
The Salesforce action should be "Update Record". The Salesforce Object should be "Opportunity", ind in "Record to Update", choose the "Custom" tab and select the record from Zapier Step 2 above.
Then, choose the fields to update. Here, we're updating the Opportunity Name in Salesforce with the value from Counterparty in Aerofiler:
## 4. Hints and Tips
### Data Compatibility
Currently, the "--None--" value in Salesforce Picklists is not compatible with the "\" value in Aerofiler Lists. If you wish to to synchronise that value, create an "\" value in the Salesforce Picklist.
# Metadata
# Smart Naming
Aerofiler allows you to use smart naming conventions when downloading and viewing files.
**Smart Display Name**
{% embed url="" %}
Video Demonstration
{% endembed %}
Smart display names are used when files are displayed in Aerofiler. To begin, click on the "Smart Display Name" tab:
Suppose we wish documents to display in the system based on counterparty, title and start date based on a particular convention. For a counterparty of "Acme Pty Ltd", a title of "Master Services Agreement" and a start date of "2022-05-31" we wish the display to be:
```
Acme Pty Ltd - Master Services Agreement (2022-05-31)
```
To begin, click on the input area:
Then in the dropdown, choose "Counterparty". Aerofiler will then insert the tag:
Next, add the hyphen manually as follows:
Then, complete the remainder of the input using your desired syntax and click "Save":
Your smart naming format will then be used through the application where documents are displayed. For example, in Folders, the document will appear as follows:
**Smart Download Name**
Smart download names are set in a similar manner to the above. Smart download names apply when documents are downnloaded. For example, on the Documents page, if you click Actions -> Download (smart filename) the document will be downloaded as follows, regardless of the original file name:
# Metadata Detection
**Automatic Metadata Detection**
Aerofiler attempts to automatically detect certain pieces of metadata such as counterparty, party, title and effective date. If this is not suitable for your use case, you can turn off automatic metadata detection by switching off the following option:
# Use Folder Names for Metadata
When uploading files, you may have an existing folder structure that you wish to replicate. For example, suppose your top level folder is "Counterparty", under which contracts are then sorted by "Doc Type". An example folder structure is below:
To set this up in Aerofiler, begin by checking the following box:
You would then set up the folder levels as follows and then click "Save":
To use this feature, click "Browse" on the Dashboard:
Then, choose the folder that is the parent folder to the "Counterparty" folder:
If you see the following prompt, click "Upload":
After upload, the folder information should be extracted into Aerofiler:
Using [Folders](https://userguides.aerofiler.com/folders/dynamic-folders), you should now be able to replicate the same folder structure in Aerofiler:
# Use Filenames for Metadata
**Filenames for Metadata**
If you have manually named your files using a certain naming convention, you can map segments of your filenames to fields. In the following example of "Acme Inc - NDA", the text before the dash (Acme Inc) is mapped to Counterparty, and the text after the dash (NDA) is mapped to Title:
When new documents are uploaded to Aerofiler, the fields for that document will be automatically mapped. For example, "Bravo Pty Ltd - Lease" would be mapped automatically mapped to the correct Counterparty (Bravo Pty Ltd) and Title (Lease).
This feature relies on your files correctly following the naming convention you specify. As a result, this feature is most useful when you are importing a large amount of existing files. On a day-to-day basis, you would likely disable this feature and just upload files directly to Aerofiler without renaming them. Aerofiler is designed to allow you file documents without having to manually rename them!
Delimiters define the boundaries between different fields within file names. In the above example, the Delimeter is the dash character ("-"). We will attempt to automatically detect delimiters between fields each time you add a new field.
# Importing Data
You can import contract data from a spreadsheet into Aerofiler. To begin, navigate to the "Documents" page and then click Actions -> Import from Excel:
In this example, we have the following file names already uploaded in Aerofiler:
* saas-agreement.docx
* services-agreement-supply-to-a-customer.docx
We wish to import the following fields:
* Counterparty
* Contract Value
* Start Date
* Title
* Document Type
Prior to the import, this is how the documents appear in Aerofiler:
Here are the values from the spreadsheet import:
After clicking "Import from Excel", drag and drop the spreadsheet into Aerofiler:
Where the column titles in the spreadsheet match those in Aerofiler, mapping is performed automatically:
{% hint style="info" %}
If the column title are different, you can click the dropdown under "Mapping" to map the spreadsheet column title to the Aerofiler column title
{% endhint %}
Next, you need to choose a column to use for matching. Typically, matching is done by file name:
After clicking next, Aerofiler will display a preview of the import data:
After clicking "Import", the spreadsheet values will be imported into Aerofiler:
# ADFS via SAML
## Prerequisites
1. You must have an Aerofiler subscription that supports ADFS via SAML integration and Aerofiler Support must have enabled the integration for your Account.
2. You have provided Aerofiler with the URL to download the federation metadata.
3. Aerofiler has provided you with an xml file which is used in the steps below to configure you Relying Party Trust.
## Details
1. Open “AD FS Management”
2. Add a new Relying Party Trust:
1. Click “Add Relying Party Trust” in the Relying Party Trusts section, and configure with the following:
2. “Claims aware”, then Next
3. “Import data about the relying party from a file”, and load the file received from Aerofiler, then Next
4. Enter a suitable Display Name and Notes if necessary, then Next
5. Choose a relevant Access Control Policy for your organisation’s requirements, then Next
6. In the “Ready to Add Trust” screen, go to Advanced and ensure SHA-256 is selected as the hash algorithm, then Next
7. Ensure “Configure claims issuance policy for this application” is selected, then “Close”
3. Configure Claim Issuance Policy
1. The “Edit Claim Issuance Policy” window should automatically open, otherwise, in the Relying Party Trusts list, right-click the relying party object that you created, click Edit Claims Rules
2. Add Name ID rule:
1. In the Claim rule template list, select the “Transform an Incoming Claim” template, and then click Next.
2. Name the rule
3. Incoming Claim Type: UPN
4. Outgoing Claim Type: Name ID
5. Outgoing Name ID Format: Email
6. Pass through all claim values (the default)
7. Click Finish
3. Click OK to finish creating the rule.
4. Notify Aerofiler that the setup within your server is complete.
5. Aerofiler will then enable ADFS via SAML login within your environment.
## Appendix - UPN Does Not Match Aerofiler Email Address
If in your Active Directory **the UPNs for users do not match the email addresses used as logins within Aerofiler** and you wish to use the “E-mail” attribute of a user instead, configure the following rule in additional to the above rule:
Email Rule:
1. In the Claim rule template list, select the “Send LDAP Attributes as Claims” template, and then click Next.
2. Name the rule
3. For Attribute Store, select your Active Directory store
4. Add the following mapping:
1. LDAP Attribute: E-Mail-Addresses
2. Outgoing Claim Type: E-Mail Address
5. Click Finish
# Azure AD via OIDC
## Prerequisites
1. You must have an Aerofiler subscription that supports Azure AD integration and Aerofiler Support must have enabled Azure AD integration for your Account
## **Setup Steps**
1. Go to “Azure Active Directory”
2. In the Overview section, copy the Tenant ID (used later).
3. Go to “App Registrations” (left menu)
4. Click “New registration” at the top
5. For “Name”, enter “Aerofiler”
6. In “Supported account types” select the most suitable for your organization which is most likely “Accounts in this organizational directory only” (“Single tenant”)
7. For “Redirect URI” enter the Redirect URL provided by Aerofiler. Typically this is in the form or callback, where `acme` is your Aerofiler sitename.
8. Click “Register” (bottom)
9. Copy the “Application (client) ID” value for later
10. Click “Add a certificate or secret”, near “Client credentials” (top right)
11. In the “Client secrets” area, click “New client secret”
12. Enter a relevant description and choose a suitable “Expires” value
13. Click “Add” (bottom)
14. Copy the value in the “Value” column. This is the Client Secret.
15. Send the following information to Aerofiler in a text file via the secure link provided by Aerofiler:
1. Tenant ID: \[from step 2]
2. Client (Application) ID: \[from step 9]
3. Client Secret: \[from step 14]
Once the above is completed, Aerofiler may need to send you a link that needs to be clicked on to authorise the application within Azure AD.
{% hint style="info" %}
Depending on chosen expiry period, a new Client Secret for this connection will need to be generated and given to Aerofiler before the current one expires, otherwise login through SSO will stop working.
{% endhint %}
# Azure AD via SAML
## Prerequisites
1. You must have an Aerofiler subscription that supports ADFS via SAML integration
2. Aerofiler Support must have enabled the integration for your Account.
## Details
1. Go to “Azure Active Directory”
2. Go to "Enterprise Applications"
3. Click "New Application" (top left)
4. Client "Create you own application" (top left)
5. Name the application, eg "Aerofiler SAML"
6. Click "Integrate any other application you don't find in the gallery (Non-gallery)"
7. Once the application has been created, assign users and/or groups using "1. Assign users and groups".
8. Once you have finished assigning your users and/or groups, click "Single sign-on"
9. Click "SAML"
10. Copy the following 4 values as indicated and send to Aerofiler:
1. "App Federation Metadata Url" from section 3 "SAML Certificates"
2. "Login URL" from section 4 "Set up Aerofiler SAML"
3. "Azure AD Identifier" from section 4 "Set up Aerofiler SAML"
4. "Logout URL" from section 4 "Set up Aerofiler SAML"
11. Aerofiler will generate an XML metadata file to send back to you
12. Upload the received file by selecting “Upload metadata file”:
13. Click "Save" (top left) and then "X" (top right) to close "Basic SAML Configuration"
14. Notify Aerofiler that the setup within your Azure AD environment is complete.
# OKTA via OIDC
## Prerequisites
1. You must have an Aerofiler subscription that supports Okta integration
2. Aerofiler Support must have enabled Okta integration for your Account
## Supported Features
The following features are supported:
* SP-initiated SSO
## Procedure
1. Contact Aerofiler to ensure the prerequisites have been met, and request a secure link to upload the Client ID and Client Secret values generated below in step 8.
2. Navigate to **Applications** and choose **Applications** from the dropdown:
1. In the Applications page, select **Browse App Catalog**:
2. Search for **Aerofiler** and then click on it:
3. Click the **Add** button:
4. Enter the URL you use to login to Aerofiler (eg ) then click Done.
5. Click the **Sign On** tab, and copy the **Client ID** and **Client secret** values.
6. Send the **Client ID** and **Client Secret** values copied above to the secure link provided by Aerofiler.
## Testing
Once Aerofiler notifies you that the setup has been completed, the integration should be ready to be used. You can initiate the login process by either of the following ways:
1. Enter your domain directly into your browser e.g. acme.aerofiler.com
2. Initiate login from within your Okta console.
# OKTA via SAML
## Prerequisites
1. You must have an Aerofiler subscription that supports Okta integration
2. Aerofiler Support must have enabled Okta integration for your Account
## Supported Features
The following features are supported:
* SP-initiated SSO
## Procedure
1. Contact Aerofiler to ensure the prerequisites have been met.
2. Navigate to **Applications** and choose **Applications** from the dropdown:
3. In the Applications page, select **Browse App Catalog**:
4. Search for **Aerofiler** and then click on it:
5. Click the **Add** button:
6. Enter the URL you use to login to Aerofiler (eg ) then click Done:
7. Click the **Sign On** tab, and copy the Metadata URL by pressing the Copy button (you will send this to Aerofiler in a following step):
8. On the same page as above, scroll to the Credentials Details section (at the end) and set the Application username format to Email, then press the Done button:
9. Send the **Metadata URL** value copied above to Aerofiler.
10. Wait for Aerofiler to confirm that SSO has been setup.
11. Add or Assign users within Okta as per your usual process.
## Testing
Once Aerofiler notifies you that the setup has been completed, the integration should be ready to be used. You can initiate the login process by either of the following ways:
1. Enter your domain directly into your browser e.g. acme.aerofiler.com
2. Initiate login from within your Okta console.
# Configuration
The configuration page allows the following options:
**Counterparty Display Name**
This refers to how your counterparties are displayed in Aerofiler. For example, if this were set to "Merchant", then this would display in Aerofiler as follows:
**Contact Display Name**
This refers to how contacts are displayed in Aerofiler. For example, if this were set to "Staff", this would display in Aerofiler as follows:
**Portal Welcome Message**
This refers to how your counterparties are greeted in their portal. As an example, consider the following setting:
In the portal, this would display as follows:
# Reminders (Supplier Portal)
Reminders can be used to send a notification to suppliers when documents are due for renewal. Three settings are available:
**First reminder (days in advance of expiry)**
This settings determines how far in advance of the expiry the reminder is sent. For example, if you wanted to send a reminder 30 days before the end date, you would set this value to "30".
**Days between follow-up reminders**
This setting determines the interval between reminders. For example, if you wanted to send a weekly reminder, you would set this value to "7".
**Send Reminders Only When**
This setting allows conditional reminders. For example, you might only want to send reminders to suppliers in a particular category, or suppliers above a particular spend. For more information, see [Rules](/approvals/rules).
