Action Types

An action is the actual unit of work inside a Case — it’s what a Workflow step becomes once it’s running, or what a Quick Action is built around. Every action has one of seven kinds, listed below.

Every action is also a certified act: as well as doing the thing, it produces a piece of evidence that lands on the case. Each section below says what that evidence is.

Which roles can execute, read, update, create, or delete a given action are controlled by permissions set on the workflow — so not everyone who can see a case can necessarily act on every action in it.

Only three of these kinds — Document Sign, Communication, and Burofax — are available as Quick Actions. The rest (Video Call, File Upload, File Sharing, Media Evidence) are only available as steps inside a full case/workflow.

Document Sign

Requests an e-signature on a PDF, under the eIDAS Regulation.

• The sender uploads a document and drags each participant onto the pages to place their signature areas — one participant can have several areas, across multiple pages.
• Each signer gets a unique signing link by email.
• Signers can sign by drawing their signature, or with a local digital certificate, depending on what your organization has enabled — which is what determines whether the result is a simple, advanced, or qualified signature. See Signature levels.
• Once every participant has signed, the signed document is attached to the case, the action is marked Completed, and an audit-trail record of the signing is kept as case evidence.
• If someone hasn’t signed yet, you can send them a reminder without restarting the whole request.

Evidence generated: complete cryptographic evidence of the signature, issued through Namirial.

See Send a document for signing.

Communication

Sends a certified, trackable email to participants.

• Delivery is tracked through legally meaningful events — sent, read, replied, closed — not just “delivered.”
• It certifies not only that the message arrived, but what it said: the content itself is part of the evidence.
• You can start from a Notification Template and attach files.
• Used both as a case action and as a Quick Action.

Evidence generated: proof of sending, delivery, reading, and content, as a record with a certified timestamp.

Video Call

Sets up a certified video appearance and invites participants to it.

• Each participant receives an email invitation with a unique link — the meeting isn’t a shared, reusable room.
• Participants authenticate with a one-time password (OTP) before joining, so the appearance is tied to identified people.
• The session is recorded and transcribed.

Evidence generated: the recording, the transcript, and optionally an AI-generated summary of the session.

Video call time is metered against your organization’s video call minutes credit.

File Upload

Asks a participant to upload a file as their part of the action — the reverse direction of Document Sign or Communication, where the participant is the one providing a document rather than receiving one.

Evidence generated: a hash of the uploaded file, its metadata, and a timestamp — certifying what was provided, by whom, and when.

Burofax

Sends a document as a certified postal notice to a participant’s physical address — a legally recognized way to prove a document was sent and received, commonly used for formal notices. It’s the option to reach for when the recipient has no reliable electronic channel, or when the law or a contract specifically calls for postal notice.

• You upload one PDF (up to 10MB); the same document is sent to every selected participant.
• Delivery is tracked (sent/delivered) through the postal certification provider, separately from email-based actions.

Evidence generated: proof of sending and delivery from the postal certification provider.

File Sharing

Shares a document with participants as a certified exchange — Trusted File — rather than emailing an attachment or requesting a signature. It certifies both the exchange of the document and its preservation, so you can later prove which exact file was made available to whom.

Evidence generated: a hash of the document, its metadata, and a timestamp.

Media Evidence

Captures a media file as an evidence record attached to the action — useful for keeping proof of something that happened outside the normal document flow.

Evidence generated: the captured media file, retained on the action as part of the case file.

How it fits together

• Workflows define which action kinds a case will use, in what order, and who’s allowed to act on each one.
• Cases track each action’s status (Pending, Awaiting, In Progress, Completed, Rejected, Cancelled) as it runs, per participant.
• Certified Evidence explains what happens to all that evidence and how to get a certified report out of it.
• Quick Actions are a shortcut to running one of the three supported kinds — Document Sign, Communication, or Burofax — without a full case or workflow.