DocumentationAdministrationArchive integration

Archive integration

Open Administration, then Integration, then Digital Archive. The page is called Archive: a list of archives, the destinations where submitted smartforms are stored. Each archive defines a connection, a target, what is sent and when, and who may see it. Studio Admins choose an archive for each smartform in the Page tab.

The list shows every archive’s Name, Type, Target and Status, with a search box and a type filter above it. Open the row menu (the three dots) to Edit or Delete an archive. Deleting an archive does not delete the folder or documents it pointed at.

Archive types

Click Add archive to create one. The Archive type choice decides the rest of the form:

  • DocGen Digital Archive — stores documents in a folder of this DocGen tenant. This is the built-in archive the rest of this page covers.
  • Doxis archive — stores documents in a customer’s Doxis ECM archive, reached over its own connection (server URL, customer name, user name, password, role and client implementation ID, with a Test connection button).
  • REST endpoint and SFTP are shown but marked Not available yet and cannot be selected.

Add or edit a DocGen Digital Archive archive

  1. Click Add archive, or open an existing archive’s menu and choose Edit.
  2. Under General, type a Name (shown to Studio Admins in the Page tab) and an optional Description, and choose the archive type.
  3. Under Target, click Browse to choose the folder this archive stores submissions in — see Choose a folder below.
  4. Under Metadata, every one of the company’s metadata columns is listed; see Metadata columns below.
  5. Under Delivery, choose when files are sent and, optionally, a webhook to notify on failure; see Delivery and webhooks below.
  6. Click Save archive (or Save changes when editing).

Choose a folder

Browse opens the Choose folder panel on the right.

  • The breadcrumb at the top shows where you are. Click a name in it, or the house icon, to go back up.
  • Click a folder to open it and see what’s inside.
  • Click New folder to create one inside the folder you’re currently browsing.
  • Click the pencil icon next to a folder to edit it, or the trash icon to delete it. Deleting a folder also deletes every subfolder inside it, and any archive still pointing at it starts failing — there is no confirmation beyond the dialog’s warning.
  • Click Select this folder to use the folder you’re currently inside as this archive’s target.

Creating or editing a folder opens the same three fields:

  • Name, required.
  • Access groups — a checklist of the company’s access groups, with Select all and None above it. Only the groups you check can see the archived documents; leaving every group unchecked means everyone in the company who can use the Archive can see them.
  • Delete records that are older than — a retention policy, required. A folder cannot be saved without one. The field opens already set to the company’s own 1-year policy when it has one; a folder created before this was required opens the same way the next time it’s edited.

Metadata columns

Every one of the company’s metadata columns is listed under Metadata — they’re shared and reusable across every DocGen Digital Archive archive, so renaming or reconfiguring one here updates it everywhere it’s used. There is no per-archive selection and no way to add a new column here.

Click Edit on a column to change its Presentation label (the built-in columns, such as Filename, keep their system name and can’t be relabelled), and toggle Visible, Searchable and Sortable. Click Save.

Delivery and webhooks

Under Delivery, choose Send when:

  • The smartform is submitted — files are sent right after the end user submits.
  • All signatures are completed — for smartforms with Digital Signing; the signed PDF is sent.

Notify on failure picks a webhook to call if delivery fails, or None. Webhooks are not managed on a separate screen — add, edit and delete them right here:

  • Click New webhook, type a Name and a URL, and click Create. The new webhook is selected automatically.
  • With a webhook selected, click the pencil icon to edit its name or URL, or the trash icon to delete it. Deleting a webhook stops any archive that notified on it from sending that notification.