Transitions – Doc Express®

In this article:

transition a document
copy a document
resubmit a document
verify performance bond
revert transition
last step transition
document stuck in processing

Transitions show the forward progress of a document and who needs to sign it and when. If you signed up for email notifications, you will receive an email when a document is ready for you to perform the next step in the workflow. In some cases, you'll be able to revert the status if needed. You can't transition a document if you don't see the transition link.

Is your document stuck in processing?

You may come across a document that requires you to have an Infotech® Digital ID™. A Digital ID is an electronic tool that allows the authorized signer of your company to digitally sign documents submitted via the Doc Express service. If you need a Digital ID, you will see a notice in the contract drawer.

There are two ways to transition to the next step in a document workflow:

Transition
Copy

You may see the Verify Performance Bond link or Resubmit instead of a transition.

If you do not see the link with one of the transitions for a document, then you currently don’t have permission to progress the document. You can view the document details to see the steps of the workflow order.

Select the document title to preview the document.
If the transition assigned to you isn't relative to your position, check with the agency.
If the drawer is set up to record the signing history, only a PDF file can be uploaded.
The file contains spaces for all required signatures. Your name, company name, and the date and time you signed the document are automatically added to the file.

A document cannot be deleted if the status of the document has been progressed.

Transition a document

The transition step progresses the document from one status to the next. If you don't see the transition link, then it's not yet your turn to transition a document.

You can see all documents ready for you on the dashboard.

With the drawer or document open, click Transition.
When you are finished previewing the document, select Actions and then Transitions to open the Transition Document window.
Click the down arrow for the Status field and select a status.
You may be able to replace the document. Click Choose File. Navigate to and select the new document, and click Open. The Doc Express service keeps the old document in the drawer's history.
Enter a comment, if necessary.
Add any supporting documents. This will be in addition to the original document.
If you are the last signer in the required steps and a signer in the last step, you will be given the option to complete the final transitions of the document.
Depending on the type of signature needed, sign the document if required.
Click Save.
If a digital signature is required, sign the document.

The Doc Express service progresses the document to the next status and returns you to the drawer or the Documents page. The service records the user who changed the status.

If you reject a document or if one of your documents is rejected, a new document can be uploaded (unless the agency has restricted document resubmissions). The original document is still accessible as part of the document history.

If the agency has requested a document signing history, your name and the date and time you signed the document are automatically added to the file.

Copy a document

The Copy action creates a duplicate copy of the document in a different drawer. You must be able to submit documents to the drawer that you're copying to. If you don't see the copy link, then it's either not turned on as an option, not your turn to transition the document, or you don't have permission.

With the drawer or document open, Click Copy for the document. The Doc Express service opens the Copy window.
Click the down arrow in the Drawer field and select the drawer where you want to move the document.
Select the type and enter any comments as necessary.
Select the check box for the supporting documents to include, if necessary.
Select the signature check box if necessary.
Click Save.

The Doc Express service creates a duplicate copy of the document in the selected drawer with the status of Submitted. The original drawer is noted in the document history and notes where the document was copied from. The document is also made available to anyone with access to that drawer.

Resubmit a document

You can submit another document if your document is rejected, unless the agency doesn't allow it. Then a new submission will have to be created. You can see the original document as part of the history.

If you are submitting a change order, the document must be a PDF file.

With the drawer or document open, click Resubmit for the document.
Click Browse or Choose File in the Resubmit Document window. Navigate to and select the document you want to submit. As an agency, you can also click the Enter text link to enter the document text instead of attaching a document. This option is not available for change order documents. This field is required.
Enter any comments for the document in the Comment field.
Sign the document, if required.
Click Save.

The Doc Express system uploads the new document and adds it to the drawer and includes it in the audit trail.

Verify performance bond

You might be required to validate your performance bond. If this is the case for your document, the transition link will say Verify Performance Bond. After the bond is verified, you must transition your document.

With the drawer or document open, click Verify Performance Bond.
Select the bond company if necessary.
Enter the bond ID and click Verify Bond.

When the bond is verified, the Doc Express service returns to the drawer and uploads the performance bond and any supporting documents to the drawer. You must then transition the document.

Revert document transition

As long as no other document action has been taken, such as the next transition or adding a comment, you can revert a document to its previous transition. This includes the ability to revert a document that has been transitioned to its final stage. Agency managers can also revert a completed document.

Markups to the PDF are not removed. You will not see the Revert command if you cannot revert the transition.

With the drawer or document open, select Revert Transition from the document’s Actions menu.
Select OK in the confirmation window.

The document reverts back to its previous transition.

Transition the final workflow step

If you are the last signer of documents in a drawer, you can finish the final step of all the documents at the same time. Not only that, but if you have more than one document ready to close, you can do them all at once.

With the drawer or document open, select Transition to and the status name (like, Done, Close or Audited) from the Actions menu. If you do not have any documents to transition to close, you will not see this option. The Doc Express service displays the documents that are ready for their final transition.
Select the circle for each document you want to transition to the final step. The counter at the bottom of the page increases with each selection.
Once all the documents have been selected, click Transition to Close (or the status name).

The Doc Express service completes the last step of the transition and returns you to the drawer.

Document stuck in processing

On occasion, your document may get stuck in processing. When this happens, click Remove Document and continue with your work.

If you don't see the Remove Document link, please contact your Doc Express manager.

If the document is a PDF file that includes a form, please fill out the form, then save the form as a PDF file, before transitioning the document.