Papers settings
What this page is — the two places Orbit Papers is configured: the organisation hub, which holds the defaults and the organisation-only controls, and each project's hub, which holds that project's overrides and its external people.
What it is for — so numbering, branding, extraction rules and legal wording are decided once for the organisation, while a project that genuinely needs its own can be allowed one.
The problem it solves — it is hard to tell where a setting lives, and whether a project is allowed to change it.
Routes: /org/settings?tab=papers (organisation — /org/papers/settings redirects here) ·
/org/papers/project-settings (project, from the header gear menu).
1. What it is
| Hub | Reached from | Holds |
|---|---|---|
| Organisation | Organization Settings → Papers | Defaults for every project, and the controls only an organisation can have |
| Project | The header gear menu → Papers Project Settings | This project's overrides — only for surfaces the organisation has unlocked — plus its customers and counterparties |
The organisation hub has twelve sections:
| Section | Configures | Permission |
|---|---|---|
| Override locks | Which projects may keep their own of five surfaces | Papers module limits, defaults, integrations and signature-provider toggles. |
| Numbering | Sequences that number documents at finalize | Manage org letterheads, seals, watermarks and numbering sequences. |
| Branding | Letterheads and other images | Manage org letterheads, seals, watermarks and numbering sequences. |
| Smart fields | Your own AI extraction prompts | Papers module limits, defaults, integrations and signature-provider toggles. |
| Glossary | Pinned legal translations | Papers settings |
| Regulation rules | Rules the drift sweep checks | Papers module limits, defaults, integrations and signature-provider toggles. |
| Embeddable views | Tokens that let partner sites embed Papers | Papers settings |
| Intake forms | Marketing form → document bridges | Configure intake-form bridges: map a marketing form to a Papers document type with a field mapping so each submission auto-generates a document (FB-238). |
| Generation triggers | Platform events → documents | Configure triggers/webhooks/auto-generation rules. |
| Data & Privacy | Subject-access export and erasure | Data & Privacy tools for Orbit Papers: export everything held about a counterparty email (GDPR subject access, FB-185) and request erasure with a legal-hold/retention withheld report (FB-186). |
| Signatory matrix | Who may sign what, up to what value | Manage the authorized-signatory matrix. |
| Security tags | Need-to-know document markings | Papers settings |
The project hub has seven: Rules, Numbering, Branding, Smart fields and Glossary — the five overridable surfaces — plus Customers and Counterparties.
2. Why you would use it
- Consistency is the default. Every project numbers, brands and extracts the same way until someone deliberately opens a surface.
- Exceptions are explicit. A subsidiary with its own letterhead gets exactly that one surface unlocked, visible in one grid.
- The organisation-only controls cannot be diluted. Signing authority, need-to-know markings and privacy requests are never per-project.
- Automation lives here. Triggers and intake bridges turn orders, deals and form submissions into documents without anyone creating them.
3. What is real today, and what is not
Several settings store something the product does not yet use. Knowing which saves a long afternoon.
| Setting | Status |
|---|---|
| Letterhead | Renders — the default one, on every finalized PDF |
| Seal | Renders only when a type binds it, and no screen can currently bind it |
| Watermark image, logo, signature image | Stored, never rendered |
| Regulation rules | Checked on demand; the nightly sweep is off unless a platform operator enables it |
| Signatory matrix | Enforced from the first rule |
| Smart fields | Used whenever the Smart fields capability runs — manually or by auto-run |
4. Field reference — the lock model
Five surfaces can be delegated: Rules, Numbering, Branding, Smart fields, Glossary.
| Lock | Project members | Documents in the project use |
|---|---|---|
| Locked (default) | Cannot create or change project overrides | The organisation's settings |
| Unlocked | May manage their own, with the matching project permission | The project's own, where it has any |
Organisation administrators can manage any project's overrides whether locked or not. See Override locks for exactly how each surface resolves.
5. Worked example — setting up a new organisation
A compliance lead switches Papers on for a group with a trading subsidiary.
- Numbering — creates
AGR/{FY}/{SEQ:0000}andINV/{FY}/{SEQ:00000}with a fiscal-year reset. - Branding — uploads the group letterhead and marks it default.
- Type Designer — binds each type's numbering sequence on its Behavior tab.
- Security tags — creates
board-onlyand grants the three directors before anyone tags a document. - Signatory matrix — adds rules for every signing officer in one sitting, because the first rule switches enforcement on for everyone.
- Override locks — unlocks Branding and Glossary for the Contoso Retail project only.
- Generation triggers — Order paid → Tax Invoice, auto-finalize on.
In Contoso Retail, a project admin uploads the subsidiary letterhead and adds Hindi glossary terms; every other project still gets the group letterhead.
6. The admin contract
| Must be true | Where | What breaks without it |
|---|---|---|
| A numbering sequence exists and types bind it | Numbering; Type Designer | Documents seal unnumbered — permanently |
| A default letterhead exists | Branding | PDFs render unbranded |
| Signatory rules cover every internal signer | Signatory matrix | Sends are refused the moment one rule exists |
| Someone holds a grant for every security tag | Security tags | Tagged documents vanish for everyone |
| The project's surface is unlocked | Override locks | Project settings are greyed out |
| Show Papers Project Settings in the header settings (gear) menu. or an override permission | Role editor | The project hub is not in the gear menu |
7. Don't confuse this with…
| Behaviour settings | Per document type. These apply across the module |
| Experience Manager | Brand and menus for customer-facing sites |
| Role permissions | Who may change a setting. Locks decide whether a project's setting is its own |
8. Troubleshooting
| Symptom | Cause |
|---|---|
| A project setting is greyed out | The organisation holds that surface locked |
| Documents finalize with no number | No sequence, or the type does not bind one |
| An uploaded seal never appears | No screen binds a seal to a type |
| Everyone is suddenly refused at signing | The first signatory rule was added |
| The Papers tab is missing | Your role lacks an organisation Papers settings permission |
| The project hub is missing from the gear menu | Your role lacks the project settings permissions |