What happens when you are sent a document via Avvoka and you do not have a previous account?

Whether they have been added to a document or sent a document to sign, you will receive an email from the sending party. By default, this email will inform you of the name of the document (e.g Employment Contract), and the individual who sent the document.

The link at the top of the document (continue to document) and the link in the email body itself, will take you to the same page.

As you do not have a previous account with Avvoka, selecting this link will take you to a signup page where you may have the option to either enter as a guest (bottom section), or create an account (top section).

You can create an account at this point simply by confirming your name, choosing a password, clicking “Update User”, and accepting Avvoka’s T&C. We recommend this option if you negotiate in Avvoka frequently. Once an account is created, you can use these details to log in to the platform as many times as is required.

Alternatively, some users will see the option to login as a guest. Not every user will have this option. As a guest, you do not need to create a password. This is a useful method of quickly accessing documents on Avvoka. A link sent to your email will take you directly to the document assigned to you. However, guest access is limited. Once you log out of the platform, you would need to request a new link to enter as a guest again.

Whether creating an account or accessing as a guest, after accepting Avvoka’s terms and conditions, you will be taken straight to the document you were assigned in the Avvoka platform.

You can then select the blue banner at the top of the document to ‘take control’ and start marking it up (provided you have comment/edit rights). Once you have taken control of the document, the party that sent you the document will no longer be able to make any changes to the document until you send it back to them. Some users will be able to make insertions and deletions to a document, or add comments. You can review more details about how to send the document to your counterparty here.

The document can be exchanged between you and the sending party until it is agreed and signed. You can review more about how to sign a document in Avvoka here. Finally, you can also download the document.

Logging back in to Avvoka

With an Account

If you created an account, it’s very easy to log back into the Avvoka platform as many times as you need, using your details.

To login in, you can click the link in your email, which will take you to the Avvoka login page.

Your login details will be;

Username: Your email address

Password: The password you created above (creating an account)

As a Guest

As a guest, once you log out of the platform you will need to request another link.

You can request a new link by clicking the document link in the first email you were sent from Avvoka Support. Once you select ‘continue to document’, you will be informed that your link has expired.

At the bottom of this email, you will see an option to request a new link. After you have selected this, you will be informed that a new link has been generated and should receive a new email from no-reply@avvoka.com containing a new link.

In this email, select ‘continue to document’ and you will be taken to the My documents area of the Avvoka Platform. From here, you can select the document you were assigned.

Frequently asked questions

If I create an account, how long will this account be valid for?

Your account will always remain valid. You can log into the platform as many times as you would like after you have set up an account. You will have access to the My Documents area of the platform and access to all the documents that have been assigned to you by the sending party.

I created an account. Can I only access the Avvoka platform using the link in the email?

If you’ve created an account, you can access the platform either by clicking the link in the email.

Every link sent by email will take you to the Avvoka login page. If you click on a document link, once logging in you will be taken straight to the negotiation editor of that document.

What happens if I forget my password?

On the login page is a “forgot your password link”. You only need to click this link which will then prompt you to type in your email address. Provided the email address exists in the system, a link will be sent to your email with reset instructions.

You will receive an email from no-reply@avvoka.com with a link to reset your password. Then you will be prompted to enter your new password details.

What happens if I press the reset password link a second time, after already creating a new password?

The link expires after one use. You can only use one reset link per change of password.

Can I add someone to my party so they can collaborate with me on the document?

To add a collaborator to the document, such as a colleague, the beneficiary, your Legal advisor or any other party you wish to add to review the document together, select the 'Manage users' button under the “Parties” tab, on the left side-bar, below your Party name. For a step by step guide see this tutorial. The new user will receive an email inviting them to collaborate on the document with you. If they do not have an Avvoka account, they will be directed to create one.

Note that all parties under this side of the Negotiation (under your party) have the option to communicate privately using the “Comments” functionality (with internal comments)

What is the function of the different rights I can allocate to my collaborators?

You have to establish what role and edit rights each person you invite to collaborate on a document with you will have:

  1. Edit: The user is able to do all of the below and has the authority to edit the text of the document

  2. Comment: The user can view the document and leave comments

  3. View: The user can only view the document and does not possess any editing rights

Besides the edit rights, you can also grant the “Controller” role. A Controller user is allowed to lock and unlock the document, send document drafts and accept or reject amendments from any Party, however if they are not a Controller they cannot send drafts nor accept or reject amendments from either Party.

Below there is an explanation of what users can do with (depending on what rights they have and if they are document Controllers or not):

When you add a new user to the document to collaborate with you, then you will be able to edit their rights, and make them "Controller" if you want to (as explained above, Controllers will be able to lock and unlock the document, send the document and accept/reject changes from either Party). We advise there is only one Controller on your side.

What happens if I click on an old document link to an active document in my email?

Provided you have an account and you haven’t logged into the platform, clicking on any document link in your email will take you to the login page.

Once you’ve logged in, you will be taken straight to that document.

Will my edits and comments on a document be saved if I log out of the platform and don’t send it back to the party who sent me the document?

All markup and edits are automatically saved on the platform.

Whether you are a guest or you have an account, you can log in out of the platform as you mark up a document. Each time you log into the platform and open a document, you will see the latest version of that document.

If you log out of the platform as a guest, you will need to generate a new link to access the platform again. New links can be created by clicking on the first email from Avvoka Support with the original document link. If you have already generated a second link, selecting this link again will allow you to generate a new link.

Remember, once you are ready to send the document back to the party who sent you the document, you need to click the “Send” document button. Otherwise, the sending party will be unable to edit/ accept the document. When you send the document you will lose ‘control’ of it until the party who initially sent you the document, sends it back to you again.

For documents subject to back and forth negotiation, you will have access to the version and activity features on the left side of the negotiation editor. Here, you can track the progress of the document and compare versions. For the ease of accessing the platform, if you intend to negotiate a lot on the platform we recommend you create an account. This will prevent you needing to generate new guest links.

What happens if I am removed from a document, but I try to click the old document link that was previously sent to me by email?

If you have an account, the old document link in your email will take you straight to the Avvoka login page where you will be prompted to enter your login details.

If you are no longer added to a document, this document will not display in the My documents area. A warning appears at the bottom of the page stating the document could not be found and returns you back to the My documents area.

Similarly, if you access the platform as a guest, this link will take you to the My documents area.

If you are not assigned to any document, the My documents page will be empty.

What happens if I am added back to the document?

If you are added back to an old document, you can use an old email link, as well as the new link to access the document. After accessing the platform, you will be taken straight to the negotiation editor of that document.

Whether you are a guest or have an account, when you log into the platform all the documents assigned to you will appear in the My Documents area.

What if the party that sent me the document deletes a document I was editing?

It is possible for the author of a document to delete a document you are marking up after you send it back to them.

When a document is deleted you will receive a notification by email that a document has been deleted.

The email will state the name of the document, and the user who deleted it.

Only by clicking on the document link in your email and accessing the platform, you will be able to view the deleted document. However, you won’t be able to send it back to the sending party because the icons used to send, download or accept and sign a document would have disappeared from the banner at the top of the template (as shown in the image below).

Deleted Document

Active Document

The deleted document will not display in the ‘My Documents’ area.

Will I be notified if the sending party deletes a document after I have taken control of it?

Yes. You will still receive an email notifying you that a document has been deleted. The email will state the name of the document, and the user who removed it.

What happens if I press “trouble logging in” on the Avvoka login page?

The link takes you to the FAQ page on the Avvoka website. Here, we have contact details to our help centre and information about logging in.

What happens if I change my email address?

You can always reach your contact at the sending party and ask to be added with your new email address.

If you created an account, you can still access the login page and log in using your old email address login details.

If the sending party adds your new email address, you will be prompted to create a new account or will be able to log in as a guest.

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