Your account and profile

Your Profile

Your profile page gives you an overview of your account and organizational details. Some fields are managed by your administrator, you can only edit a few fields yourself.

💡 How your account is set up: Your account is created by your IT administrator on a separate console. They register your company email, assign a temporary password, and set up your organizational details. Once you log in, your administrator will synchronise your account, add you to your department and position, and assign any relevant roles. You do not need to fill in these details yourself.

Accessing your profile

Click your avatar or initials in the top right corner of the screen, then select Settings from the dropdown menu.

Personal Information

These fields identify you within the system. Only Phone Number and Fax can be edited by you. All other fields are set by your administrator.

First Name	Set by your administrator. Contact them if this needs to be corrected.
Last Name	Set by your administrator. Contact them if this needs to be corrected.
Phone Number ✏️	You can update this yourself at any time.
Email	Your company email address. This is also your login username and cannot be changed.
Fax ✏️	You can update this yourself at any time.

Organization Details

These fields reflect your place within the institution. They are all managed by your administrator — you cannot edit them yourself.

Organization	The name of your institution.
Employee ID	Your employee identification number, if applicable.
Department	The department you have been assigned to by your administrator.
Position	Your job position within your department.
Roles	Roles control what you can see and do in the system. Assigned by your administrator if applicable.

System & Other Details

Additional details about your account. Only Description can be edited by you.

Description	A short note about yourself. You can update this yourself at any time.
Private Folder Storage Limit	Shows the storage limit allocated to your account by your administrator.

Once you have made your changes, click Update Profile at the bottom of the page to save.

Availability

The Availability panel on the right side of your profile lets the system know whether you are currently reachable or away.

Available	You are active and reachable. This is the default status.
Out of Office	Select this when you are away. You will be asked to assign a stand-in, set a date range, and provide a reason.

When you select Out of Office, a dialog will appear. Search for and select a colleague to act as your stand-in, pick the dates you will be away, and enter a reason.

Once confirmed, your stand-in's name, the period, and the reason will appear in the Availability panel. To cancel your out-of-office status, click Remove Availability Status.

Signature

Your signature is used when submitting forms and requests in the system. You can register it in two ways.

Option 1 — Draw your signature

Click Add Digital Signature.
A drawing canvas will open — use your mouse or touchscreen to draw your signature, then click Create to save it.

Option 2 — Upload a signature file

Click Upload Signature File.
A preview dialog will open showing your uploaded image. Click Upload to confirm.

Once saved, your signature will appear in the panel. To remove it, click Remove Signature.

PKI Certificate

Some forms in the system require a PKI (Public Key Infrastructure) certificate to be submitted. If your account has one registered, it will appear in this panel with its verification status, subject details, issuer, and expiry date.

⚠️ Important: If a form requires a PKI certificate and you do not have one registered, you will not be able to sign it. Contact your administrator if you need guidance to set one up.