FirmaFacile — User Guide

FirmaFacile is an e-signature app. Admins and staff prepare documents with form fields, send them to a recipient, the recipient signs, and the signed PDF is saved and emailed.

This guide walks through the day-to-day workflows. It is the source of truth for the wiki — update it here and the wiki pulls from it.

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Who can do what (Roles)

Role	What they can do
Admin	Everything: manage organizations, staff, users, templates, and documents.
Staff	Assigned to one organization. Manage only the users they create, and create/view only their organization's templates. Cannot see other staff or their users.
User	Receives documents, signs them, and views their own contract ledger.

There is no self-service signup — accounts are created by an Admin (or by a Staff member for their own users).

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Logging in

1. Open the app and sign in with your email and password.
2. If two-factor authentication is enabled, enter the code you receive.
   • A browser you've verified before may skip the code next time.
3. Forgot your password? Use Forgot password on the login screen — a reset link is emailed to you.

After signing in you land on your Dashboard (your documents).

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For Admins

1. Create an organization

Organizations group staff, users, and templates. An Admin creates them.

1. Go to Organizations.
2. Fill in:
   • Business name (required)
   • Domain, Phone, Admin email
3. Click Create.

The organization now appears in the list below the form. Use Edit to change details, Delete to remove it.

2. Connect a client API (auto-fill)

If your organization has an external client database, connect it so staff can pull a client's details by email and auto-fill a contract.

1. In Organizations, click Edit on the organization.
2. Under Client API, enter:
   • API URL — e.g. https://domain.pointlessposdemo3.com
   • API user
   • API token — the secret used to log in to the API
3. Click Save.

Notes:

• The API token is stored encrypted and is never shown again. When you edit an org, leave the token field blank to keep the current token; type a new value to replace it.
• The returned client details are used only to fill the contract — they are not saved in FirmaFacile.
• To disconnect, use the Remove button in the Client API column of the organizations list.

3. Add staff

Staff work within a single organization.

1. Go to Users.
2. Fill in the person's First name, Last name, Email, and Phone.
3. Set Role to Staff and pick their Organization.
4. Set a Password and click Create.

Staff can only see and manage the users they create and the templates in their own organization.

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Managing users (Admin & Staff)

1. Go to Users.
2. Create: enter First name, Last name, Email, and Phone, set a Password, and click Create.
   • Admins can also set the Role (User / Staff / Admin) and, for Staff, the Organization.
3. Edit: click Edit on a row, change details, and click Save.
   • Leave Password blank to keep the current one.
   • When a user's details change, an email is sent to the organization's admin showing what changed (old → new).
4. Enable / Disable: use the Active button to toggle a user's ability to sign in.
5. Archive: use Archive to soft-remove a user (they can no longer sign in, but their history is kept). Use Unarchive to restore.

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Building a template (Admin & Staff)

A template is a saved document plus its field layout, so you can reuse it for many clients without redoing the work.

Create the template

1. Go to Templates.
2. Enter a Name and optional Description.
3. Drop a PDF (or Word .docx — it's converted to PDF automatically).
   • You can drop several PDFs at once; each becomes its own template named after the file.
4. Click Create.

Place the form fields

1. In the templates list, click Fields (or Edit) on a template to open the editor.
2. Add fields by dragging them onto the document:
   • Signature — the recipient draws their signature.
   • Initials — the recipient draws their initials.
   • Date — a date picker.
   • Text — a typed value (you can give it a label).
   • Checkbox — a tick box the recipient can check or leave empty (always optional).
3. Resize and position each field where it belongs.
4. Save.

Auto-detect fields

If your document already contains placeholder tokens (like {{name}}) or Word content controls, you don't have to place fields by hand:

1. In the templates list, click Detect on a template.
2. FirmaFacile finds the placeholders and creates matching fields for you. Adjust positions as needed and save.

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Creating & sending a document (Admin & Staff)

1. Start a new document

1. Go to Documents.
2. Enter a Name.
3. Choose one of:
   • From template — pick an existing template (its fields come along), or
   • Upload a new PDF — drop a PDF/Word file.
4. Choose the Recipient (a user).
5. Click Create draft.

2. Fill in the fields

1. In the documents list, click Fill on the draft.
2. Type values into the text and date fields.
3. Auto-fill from your client API (if the org is connected):
   • In the Pull client panel, enter the client's email.
   • Click Pull client.
   • Map the returned values to the document fields (each field shows a dropdown of the client's data).
   • Click Apply to empty fields. Only empty fields are filled — nothing already typed is overwritten.
4. Save.

3. Send it

1. Back in the documents list, click Send on the draft.
2. Set an Expiration date (when the link stops being valid).
3. Click Send.

The recipient gets an email (and SMS if they have a phone number) with a signing link.

4. Remind the recipient

If a sent document isn't signed, click Remind on the row to re-send the signing link by email and/or SMS.

5. Other document actions

Button	When available	What it does
View	Always	Open a rendered preview.
Edit	Draft / Sent	Re-open the field editor.
Fill	Draft / Sent	Fill in field values.
Detect	Draft	Auto-detect placeholder fields.
Send	Draft	Send to the recipient.
Remind	Sent	Re-send the signing link.
PDF	Once signed	Download the signed PDF.
Reset	Completed / Declined / Expired	Return the document to Draft to re-send.
Archive	Always	Soft-hide the document (toggle with Unarchive).

Use the Show expired and Show archived toggles above the list to reveal those documents.

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For Users — signing a document

1. Open the signing link from your email/SMS (or find the document on your Dashboard).
2. The document opens with its fields:
   • Text / Date fields — type a value or pick a date. Press Enter to jump to the next field.
   • Signature / Initials — click Sign (or Initial), draw your signature in the box, and click Use signature. Click an existing signature to redraw it.
   • Checkbox — tick it if it applies; leaving it empty is fine.
   • Fields marked optional can be left blank. Some fields may already be filled in for you.
   • Your progress is saved automatically as you go, so you can come back later.
3. When everything is complete, click Sign document.
   • If required fields are missing, you'll be told which ones.
4. After signing, you can Download signed PDF.

Decline: if you don't want to sign, click Decline and optionally give a reason.

Your ledger: your Dashboard lists your documents — pending and signed — so you can return to a document or download a signed copy.

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Document statuses

Status	Meaning
Draft	Being prepared by Admin/Staff; not sent yet.
Sent	Sent to the recipient; awaiting signature.
Completed	Signed. The signed PDF is available.
Declined	The recipient declined to sign.
Expired	The expiration date passed before it was signed.

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Tips & troubleshooting

• I can't see a template/user/organization. Staff only see their own organization's items and the users they created. Ask an Admin if you're missing something.
• The client pull returns nothing. Confirm the organization's Client API is connected (URL, user, token) and that the client's email exists in that system.
• A field won't fill from the pull. The pull only fills empty fields. Clear the field first, then apply the mapping again.
• I need to change a signed document. Use Reset to return it to Draft, make changes, and Send again.
• A user left the company. Use Archive (not delete) to keep their signed-document history while blocking sign-in.