Getting started with Orbit Papers
What this page is — the setup order that works, from an empty module to a first signed document, with what each step unlocks and how to check it worked.
What it is for — so setup happens in an order where each step works the first time.
The problem it solves — most Papers setup is invisible until it blocks you — a missing numbering sequence only shows when a document seals without a number.
Route: /org/papers/documents · Permission: each step names its own
1. What it is
Most Papers setup is invisible until it blocks you: a missing sequence only shows at finalize, and a missing workflow only shows when nobody gets notified. This page puts the steps in dependency order.
| Kind of step | Done | By |
|---|---|---|
| Organisation setup (steps 1–3) | Once | An administrator |
| Type building (steps 4–5) | Once per kind of document | Whoever owns that document — often legal or HR |
| Daily work (steps 6–9) | Every document | Authors, approvers, signers |
2. Why you would use it
- No dead ends on day one. The classic first-week failure is a finalized contract with no number, and numbers cannot be added afterwards. Doing sequences before the first finalize avoids it.
- The first type becomes the pattern. Getting one type right, with fields, workflow and a signature rule, gives every later type a model to copy.
- Fewer permission tickets. Granting menu and view permissions together, per area, avoids the "I can see Documents but not Approvals" round trip.
- Authors trust it from the first document. When the first NDA comes out numbered, branded and correctly routed, people stop keeping their own Word templates.
3. Step by step
1 · Plan and roles
Papers must be on the organisation's plan. Then grant roles:
| Role | Minimum permissions |
|---|---|
| Author | Show the Documents sidebar entry., View this project's documents., Create documents from a type., Edit draft documents / data values. |
| Approver | Author's view permissions, plus Act on approval steps (approve/reject/return). |
| Finaliser / sender | Finalize (number + seal) a document., Send signature requests/envelopes., Distribute documents externally. |
| Type designer | Show the Type Designer sidebar entry., View this project's document types., Create/edit/retire project types and template versions. |
The full list, by the names the role editor shows, is in permissions.
2 · Branding
Upload letterheads and watermarks in branding assets. The letterhead renders automatically. A seal appears only when it is bound to the type, which cannot currently be done from any screen — plan your launch around the letterhead.
3 · Numbering sequences
Create a sequence in numbering sequences, then pick it on each type that needs numbers.
Finalize does not refuse when the type has no sequence. It seals the document with no number, and adding a sequence later numbers only documents finalized after that. Set a sequence on every type that needs numbers before its first finalize.
4 · Build a type
In the Type Designer:
- Fields — the questions authors answer; mark the essential ones required.
- Template — the document, built from blocks and library clauses.
- Lifecycle — states and transitions. Give every approval transition a workflow, and name the
submit transition's action
submit, or required fields are not enforced. - Behaviour — requires approval, requires signature, allows counterparty, numbering sequence.
- If the type requires signature, add an
all_signedtransition, or signed documents will not move on by themselves.
5 · Publish
Publishing creates the type version documents are made from. An unpublished type cannot be used — automation refuses it with "type has no published version".
6–9 · The daily work
- New Document → pick the type → title. See create a document.
- Fill in the fields with the preview beside them, then Submit.
- After approval, Finalize: it numbers, seals and prints the verification code.
- Send for signature, send to a counterparty or share a link.
4. Field reference — the setup checklist
| Step | Where | Permission | How to confirm it worked |
|---|---|---|---|
| Plan | Platform plan | Platform admin | Papers appears in the sidebar |
| Roles | Organisation Settings → Roles | Role management | A test author sees Documents and New Document |
| Branding | Settings → Papers → Branding | Manage org letterheads, seals, watermarks and numbering sequences. | The preview shows the letterhead |
| Sequence | Settings → Papers → Numbering | Manage org letterheads, seals, watermarks and numbering sequences. | The type's behaviour shows the sequence |
| Type | Type Designer | Create/edit/retire project types and template versions. | The readiness check passes |
| Publish | Type Designer | same | The type appears in New Document |
| Finalize | The document | Finalize (number + seal) a document. | A number and verification code on the PDF |
Refusals you might meet on the first run
| Message | Fix |
|---|---|
| "this document type requires approval before finalizing — route it through an approval-gated transition (Lifecycle tab) and get it approved first" | Submit and approve before finalizing |
| "missing required fields: …" | Answer them |
| "document is under legal hold and cannot be finalized" | Release the hold (records managers) |
5. Worked example
Gatiro's operations lead, Nisha, sets up NDAs in an afternoon.
| Time | Step | Concretely |
|---|---|---|
| 13:00 | Roles | Creates Papers author and Papers approver roles; grants the legal counsel Act on approval steps (approve/reject/return). |
| 13:20 | Branding | Uploads the Gatiro letterhead |
| 13:30 | Sequence | Creates NDA-{YYYY}-{SEQ:0000} |
| 13:40 | Type | Mutual NDA: 6 fields (counterparty, purpose, term, governing law, jurisdiction, effective date), 3 locked clauses |
| 14:30 | Lifecycle | draft → submit → pending approval (workflow: Legal) → approved → out for signature → all_signed → executed |
| 14:45 | Behaviour | Requires approval ✓, requires signature ✓, allows counterparty ✓, sequence NDA-{YYYY}-{SEQ:0000} |
| 14:50 | Publish | Version 1.0 |
| 15:00 | First document | NDA — Acme Corp: filled in, submitted, approved by counsel at 15:20 |
| 15:25 | Finalize | Numbered NDA-2026-0001, sealed |
| 15:30 | Sign | Sequential: Acme's CEO, then Gatiro's COO. Both sign the next morning, and the document moves to executed |
Had Nisha skipped 13:30, the NDA would have sealed as unnumbered and stayed that way.
6. The admin contract
| What must be configured | Otherwise |
|---|---|
| Papers on the plan | Nothing appears |
| Menu and view permissions | Screens are partially visible |
| Sequence before the first finalize | Permanently unnumbered documents |
| A workflow on each approval transition | Documents wait unrouted, and nobody is notified |
Submit action named submit | Required fields are not enforced |
An all_signed transition on signature types | Signed documents stay in out for signature |
| Outbound email | Invitations and reminders cannot be delivered |
7. Downstream
- Every later type can be copied from the first. See override locks for what projects may change.
- Once documents are executed, set up obligations and file plans so deadlines and retention follow.
8. Don't confuse this with…
| Publishing a type vs finalizing a document | Publishing makes a type usable; finalizing seals one document |
| Organisation settings vs project settings | Projects can override only what the organisation leaves unlocked |
| Lifecycle "send" steps vs sending | A state change emails nobody |
9. Troubleshooting
| Symptom | Cause |
|---|---|
| The type dropdown is empty | No published version |
| Finalized, but Not numbered | No sequence on the type at finalize time |
| Submit accepted with empty required fields | The transition's action is not submit |
| Nobody was asked to approve | No workflow on that transition |
| A setting is greyed out in a project | The organisation holds that lock |
| The seal does not appear | A seal must be bound to the type, which no screen currently does — rely on the letterhead |