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Doc Launcher

  Document Management  Last updated: October 25, 2016     

Overview

Objective

Simplify the business user's experience around generating or uploading a document to start a workflow process.

Summary

Doc Launcher is the primary tool for generating new documents or uploading existing documents to launch new workflows. Using your own templates, you can quickly merge data to create new contracts, agreements or any document and instantly send it through the appropriate downstream business process. Alternatively, you can use the same tool to start a workflow by uploading an existing document such as a 3rd party agreement.

Concepts

Configure Doc Launcher by performing the following tasks:

  1. Create a Form Configuration File: The Form Configuration File defines the fields that will be presented to the user in Doc Launcher.  There are two types of Form Configuration Files:
    • XML:  Many customers have worked with our Professional Services organization who have created XML form configuration files.
    • Doc Launcher Form: You can also create a Doc Launcher Form to define this configuration file. 
  2. Build the corresponding MS Word Template to be used for generating the document: If you are generating documents with Doc Launcher, you will need a Microsoft Word Template. No Word Template is needed for uploading exsiting documents in Doc Launcher. A Word Template includes the text, images, layout, styles, and content controls thare are used as basis for generating a new document. Content Controls are used to pull data into the Word document from the Doc Launcher Form.
  3. Optionally define template filters:  A filter is used to help the end user better navigate a long list of templates that are available in Doc Launcher. The Administrator uses dropdown attribute fields as tags to configure template filters. See the Setup Doc Launcher Template Filters section of this document.
  4. Setup a Doc Launcher Configuration:  The Doc Launcher Configuration is used to group a related set of templates for the user and to wire up a downstream workflow.
  5. Define one or more Templates: A template consists of a Name, Form Configuration File and a MS Word Merge Template.  See Setup a Doc Launcher Configuration in the How to section of this document. 
  6. Select whether this configuration will launch a downstream workflow: Choose a workflow to be triggered each time a document is generated or uploaded in this configuration. This is an optional step in the process. 
  7. Define whether the configuration will be used in Salesforce or SpringCM: This decision determines the URL that is used to start the Doc Launcher tool using either a toolbar button in SpringCM or a custom button in Salesforce.
  8. Setup Doc Launcher in either Salesforce or SpringCM
    • For Salesforce, see the Setup Doc Launcher in Salesforce section of this document.
    • For SpringCM, see the Setup Doc Launcher in SpringCM section of this document. 
  9. Test out your configuration

Benefits

  • Users have a single, easy-to-use tool for building documents and launching new workflows from inside SpringCM or from within other systems like Salesforce.
  • Rich online forms can capture and combine data from the user and external systems, like Salesforce, to use for generating documents and driving downstream document workflow.
  • Easily incorporate any predefined clauses and related terms in your templates from your Clause Library in SpringCM.
  • Users can access Doc Launcher through custom toolbar buttons, from inside SpringCM's Advanced Workflow, or programmatically via SpringCM's REST API. 

Primary Process Overview

SpringCM Administrator
  • Setup a Doc Launcher Configuration in Preferences
  • Setup a document template to be used in a Doc Launcher Configuration
  • Wire up Doc Launcher as a human step in Advanced Workflow
SpringCM Business User
  • Start Doc Launcher from custom toolbar button in SpringCM or Salesforce
SpringCM Platform Developer
  • Access Doc Launcher via REST API

Release Notes

  • October 2016 Release [PDF]
    • Administrators can use the new Create or Upload Doc step in Advanced Workflow to use Doc Launcher in automated document workflows.
  • August 2016 Release [PDF]
    • Administrators can now customize the instructions and even the success message for individual forms to best suit the needs of their end users.
    • New document and folder choosers to simplify Doc Launcher Configurations.
    • Dramatic performance improvements when loading large list of templates in Doc Launcher.
    July 2016 Release [PDF]
    • Update to how filters are used to navigate large template lists.
    • Added convenenience links for Administrators to update form configuration files from Doc Launcher Configuration page. 
  • May 2016 Release  [PDF]
    • Updated Doc Launcher Configuration page to support the use of Attributes for tagging and filtering Templates.
  • March 2016 Release [PDF]
    • Updated Doc Launcher Configuration page with additional information in the grid and major usability improvements on the individual Configuration page.
    • SpringCM now generates the complete URL to use whether you want to invoke Doc Launcher from SpringCM or from within an external system like Salesforce.com.
    • With 1-click, you can copy the generated URL to your clipboard to make it even easier to use.
    • Admins can now configure new templates for users to upload existing/3rd-party documents as an alternative to generating documents from templates.
    • New REST API for accessing Doc Launcher Configurations programmatically.
  • January 2016 Release [PDF]
    • Updated Doc Launcher Configuration experience to make it easier to setup a new configuration, including generating ready-to-use URLs to use in toolbar buttons in SpringCM or Salesforce. 
  • Nov. 2015 Release - Introduction of Doc Launcher [PDF]
    • Please note that there are no plans to deprecate the existing Document Package Builder feature and it will continue to operate as normal in your account.
    • Takes the first step to reducing the reliance on XML documents for configuring Document Launcher. With this release, no longer do you need to create an XML document to identify which Templates show up when Document Launcher is invoked.
  • Previously this functionality was delivered as Document Package Builder (aka Doc Builder).

Admin How To

Setup a Doc Launcher Configuration

Pre-requisite: You will need to have created at least one form configuration (sxformconfig or XML) file to use for your Doc Launcher Template. The form configuration file is created separately from the Doc Launcher Configuration. For generation templates, each form configuration file requires a companion .docx or .pdf document. Note that upload templates do not require such a document.

      1. In SpringCM’s web interface select GO TO > Preferences from the menu bar.
      2. Select Doc Launcher (beta) from the left-hand navigation panel to view a grid containing the existing Doc Launcher Configurations, if any.
        doc_launcher_config_grid.png
      3. Click on any name in the grid to edit an existing Configuration OR, to add a new Configuration, click the button:
      4. Enter a unique name for a new configuration and click OK.

        Note: Doc Launcher Configuration names must be unique so you may choose to create separate Configurations for your different templates using distinct names like NDA for Contractors or SOW for Product XYZ.

      5. The main Doc Launcher Configuration page lets you manage one or more Templates, select a downstream Workflow to launch, and setup the specific runtime environment (e.g. SpringCM, Salesforce, etc.). You may change the name of the Configuration on this page but that will change the URL that is generated.
        doc_launcher_config_change_name.png
      6. Click to edit an existing template in the list OR, to add a new Template, click the button: 
          1. Select whether the new Template will be used to create a new document or to upload an existing document. 

            Note: You cannot change this setting after adding a new Template to the Configuration. You will have to delete the Template and add it again.

            doc_launcher_config_add_template.png
          2. Enter a name for your Template.
          3. Click SELECT A FILE to add the Form Configuration File to the Template:

            Note: Doc Launcher is best used with SpringCM's Form Configuration Files but you may also use the same XML format that you may already be using for the previous generation Doc Builder tool. You can use an existing XML template file in this step.

            doc_launcher_config_select_config_file_v2
            1. In the navigation panel on the left side of the dialog click through the folder tree to find where your form configuration file is located.
            2. Click the icon for the relevant file in the list on the right.
            3. Click the Apply button.
          4. For templates used to create or generate new documents only, click SELECT A FILE to add your Microsoft Word or PDF template document:

        Note: Templates used for uploading existing documents do not require a Microsoft Word or PDF document in this step. That choice will not be available in the modal window.

        doc_launcher_config_select__file_v2
          1. Navigate the folder tree to find your document.
          2. Click the icon for the relevant document.
          3. Click the Apply button.
      7. Answer the question: Would you like this configuration to launch a workflow?
        1. If you would like to start a workflow each time a new document is generated or uploaded with this configuration, select Launch this workflow and select a workflow from the drop-down box.
        2. If you do NOT want any template used in this Configuration to start a workflow, select I don’t need to launch a workflow.
      8. Answer the question: Where will you use this configuration?
        1. If you intend to use this Configuration in SpringCM as a custom menu item or toolbar button, as a step in Advanced Workflow or via the REST API, select In SpringCM and click CHANGE FOLDER to browse and select a destination folder.
        2. If you intend to use this Configuration in Salesforce, for example to be started from a custom button, first select In Salesforce and then select a pre-configured object from the dropdown list.

          Note: The list of objects that appear in the list is derived from the successful integration of File It in your Salesforce org. Please make sure you have correctly installed and configured File It before attempting to setup a Doc Launcher Configuration for Salesforce.

      9. Answer the question: Would you like this configuration to run in Debug mode? By default the Run in Debug mode checkbox is not selected. If you would like to turn it on for this configuration, then check the box.

        Note: When enabled, debug mode will save interim data files that will be used for document generation and can be helpful when setting up your MS Word or PDF templates. Debug mode is only used to help troubleshoot your Doc Launcher configurations and should be turned off after confirming the configuration is correct.

      10. Click SAVE.

Setup Doc Launcher in Salesforce

Pre-requisite: You must have at least one saved Doc Launcher Configuration setup for use in Salesforce.

      1. In the SpringCM web interface, select GO TO > Preferences from the menu bar.
      2. Select Doc Launcher (beta) in the left hand navigation pane.
      3. Click COPY URL in the appropriate row in the grid to copy the URL to your computer's clipboard.
      4. Create a custom button in Salesforce and paste the URL from the clipboard.

Note: You are encouraged to test your Doc Launcher Configuration URL in Salesforce to confirm the parameters are correct.


Setup Doc Launcher in SpringCM

Pre-requisite: You must have at least one saved Doc Launcher Configuration setup for use in SpringCM.

      1. In the SpringCM web interface, select GO TO > Preferences from the menu bar.
      2. Select Doc Launcher (beta) in the left hand navigation pane.
      3. Click COPY URL in the appropriate row in the grid to copy the URL to your computer's clipboard.
      4. Create a custom menu item or toolbar button for Doc Launcher in SpringCM and paste the URL from your clipboard. See Custom Menus and Toolbars.

 

Setup Doc Launcher in SpringCM Advanced Workflow

Pre-requisite: You must have Advanced Workflow enabled in your account and have at least one saved Doc Launcher Configuration setup for use in SpringCM.

        1. In the Advanced Workflow Designer, navigate to the Human Activities palette on the left panel to find the Create or Upload Doc step and drag it onto the canvas.
        2. In the Action Properties sheet on the right, configure the step by specifying either an existing SpringCM (standalone) or Salesforce Doc Launcher Configuration.
          1. For a SpringCM configuration, the Workflow Developer can leave the Salesforce fields blank. The Workflow Developer may also choose to provide a value for the SpringCM Folder Path property which will override the SpringCM Folder value in the Doc Launcher Configuration. The value provided here will look to find the folder from the top/root folder in the account to persist the document output from the step. It will NOT automatically create the folder if it does not exist.
          2. For a Salesforce configuration, the Workflow Developer must provide values for all the Salesforce fields in the Action Properties sheet. The system will append the SpringCM Folder Path value to the Salesforce Folder Name value and look for that combined folder path in the Other Sources folder. If the folder does not already exist, the system will move or create the new folder based on the values specified in the Action Properties sheet. This may override the folder configuration previously set up in File It.

NOTE: When completing this human activity, the follow-up workflow action on the Doc Launcher Configuration will be ignored and completing the human activity is treated as the follow up action.

NOTE: The assigned user in the workflow step must have permission to access the templates and config files as well as the destination folder or the step will fail.

 

Customize Doc Launcher Template Messages - OPTIONAL

Administrators can override the default instructions and success message provided to the end user for any Template in the Doc Launcher Configuration. Note that Templates used for uploading documents will only have a single step for instructions.

      1. Click CUSTOMIZE TEMPLATE MESSAGES in the Edit Template dialog to modify the default messages for that template.


      2. Enter alternative text for the Step Instruction(s) and the Success Message.
      3. Click APPLY to save your changes.

 

Setup Doc Launcher Template Filters - OPTIONAL

Pre-requisite: Doc Launcher Template Filters use the Attributes you've already defined in your account. You will need to have created one or more Drop Down attributes before configuring any filters.

      1. In SpringCM’s web interface select GO TO > Preferences from the menu bar.
      2. Select Doc Launcher (beta) from the left-hand navigation panel to view a grid containing the existing Doc Launcher Configurations.
        doc_launcher_config_grid.png
      3. Click on any name in the grid to edit an existing Configuration.
      4. Click CONFIGURE FILTERS to open the dialog.
        doc_launcher_config_configure_filters.png
      5. Select an attribute from the drop down list for filtering and click ADD FILTER to add it to the list. You can have up to 5 filters for your Configuration.
      6. Click SAVE to close the window and save your changes.
      7. Click on any Template to open the Edit Template dialog.
        1. In the input field, type the name of an attribute value to add it to the list of tags.
        2. You may also click on the '#' icon to open the chooser and select one or more values from the list.doc_launcher_config_tag_template.png
      8. Click SAVE to close the window and save your changes to the Template.

 

Note: If any of the Templates in the Configuration have been tagged with attribute values, the Doc Launcher end user experience will provide filtering options. Visit the FAQ in this Knowledge Article for more information about using Template Filters.

User How To

Create a new document through Doc Launcher

      1. Click on a link to open Doc Launcher. Links to Doc Launcher may be in the following places:
        • A menu bar button of the Document List page in SpringCM. Your administrator can customize this button text, so this button might be labeled “Doc Launcher”, “New Contract”, or something more specific to your organization. For specific information please ask your SpringCM administrator which button to use.

          Note: If your browser is configured to not allow pop-ups, you may get a pop-up blocked notification. Follow the steps for your browser in order to view the resulting Doc Launcher window.

        • Link or custom button in Salesforce
        • Link on any other web page
      2. The Doc Launcher window will appear.
        doc_launcher_select_template.png
        1. If your SpringCM administrator has configured multiple documents for the Doc Launcher then you will be presented with a pop-up to select the type of document you want to create.
        2. If there are no choices for you to make (e.g. only 1 Template), you will be taken directly to the form.
      3. Review and fill in the information on the form on the right hand side of the page for the document you will create or upload.
      4. If you are generating a new document, review your work and click the NEXT button to generate a preview of your document.

        Note: Some fields in the form may be required. Your SpringCM administrator may have added notes or similar guidance to help you choose among the various options, clauses, or similar terms in completing the form.

        1. A preview of your document showing the merge of the document template and the values you provided will be generated. Review the preview of the generated document.
        2. If you need to, click BACK to change the information on your form.
        3. After previewing the document, click SAVE to close Doc Launcher and save the new document to the specified folder.
      5. If you are uploading an existing doc, you must upload a document before you can complete the form.
        1. Drag and drop a document into the drop zone on the left hand side of the page or click SELECT A FILE to choose a document from your computer.
        2. After specifying the uploaded document, click SAVE to close Doc Launcher and save the uploaded document to the specified folder. 
      6. Your document will be saved to the Document Folder that was configured by your SpringCM Administrator. You can find the document by going to that folder if you know it, or by clicking on “Recently Accessed Documents” in the Document Page’s navigation list on the left hand side.

Using Doc Launcher Template Filters - OPTIONAL

Pre-requisite: Your SpringCM Administrator must have configured Template Filters for you to be able to use them in Doc Launcher.

      1. Click on a link to open Doc Launcher and see the full list of available templates.

      2. To reduce the list of templates, click the add a filter link at the top to view the available filters.
      3. In the input fields, type the name of a tag to add it to the list of tags. You may also click on the '#' icon to open the chooser and select one or more values from the list.

      4. Click NEXT to see the list of matching Templates. You can select a Template from the list or click BACK to return to previous page and modify your parameters.
         

Note: If your tags result in matching one and only one Template, you will be taken directly to that Template and will not see a list of Templates.

FAQs

How do Doc Launcher Template Filters work?

  • SpringCM Administrators may apply Filters to better manage the list of Templates in a Configuration. Refer to the How To section in this Knowledge Article to see how to set up Filters and to tag Templates.
  • When Templates have been tagged, the Doc Launcher user is offered the option of using tags to narrow down the list of matching Templates. By typing or selecting valid tags from the list, the user can quickly reduce the list of available Templates.
  • Doc Launcher will show all matching Templates for every tag that is selected for a given Filter. This is equivalent to an "OR" seach; for example, any Templates that are tagged with the values "France" or "Canada" will be matched for a Country Filter.
  • Doc Launcher will only show matching Templates that match all tags across Filters. This is equivalent to an "AND" search; for example, only Templates that match "Canada" for a Country Filter and "French" for a Language Filter.
  • Users can go back at any time and revisit their tags to adjust the list of matching Templates in Doc Launcher. 

When should I use Doc Launcher instead of Doc Builder?

  • Doc Launcher is the preferred tool for document generation in SpringCM and is intended to ultimately replace Doc Builder (aka Document Package Builder) for all scenarios.
  • Document Package Builder will continue to be supported but there are no plans to further enhance this legacy tool. SpringCM encourages all customers to use Doc Launcher for document generation.
  • If you have an existing document generation process you can continue to use Doc Builder or upgrade to Doc Launcher at your discretion.
  • Doc Launcher is the successor to Document Package Builder but does not currently support the following functionality:
    • Generating more than one document at a time. Doc Builder can generate multiple documents in the same session and package them into a new PDF document.
    • Grouping large sets of templates to aid the user in locating and selecting the appropriate template.
How can I get help in configuring Doc Launcher for my company’s specific needs?
  • SpringCM is committed to making Doc Launcher Configuration simple to use for non-technical users. Over the next few releases, we will eliminate the need to use XML or similar technology to build forms and to extract or merge data to build new documents. 
  • If the current version of these tools are creating technical challenges, have your SpringCM Administrator contact their SpringCM Account Representative to discuss SpringCM Professional Services.

What are the individual EOS parameters in the Doc Launcher URL and how do I configure them to use Doc Launcher in an external system?

  • We developed Doc Launcher to be used from within SpringCM as well as from external systems like Salesforce.com. In the latter case, you must provide additional parameters in the URL to help Doc Launcher find the correct object(s) for data input used on the form and to locate the correct folder path for saving the resulting documents. These are called External Object Storage or EOS parameters and are explained below: 
    • &eos[0].Id=Object.Id - SpringCM uses this specific object from which to invoke Doc Launcher.  Doc Launcher needs to know which object(s) to query if it is meant to pull data from the external system, e.g. to populate the form. Here you will replace Object with the type of object (e.g., an Account, Opportunity, Contract) and Id with the unique object id in the external system.
    • &eos[0].System=Salesforce - SpringCM uses this parameter to identify which system you are using to invoke Doc Launcher.
    • &eos[0].Type=ObjectType - SpringCM uses this parameter to identify the API name of the object that is being loaded.
    • &eos[0].Name=Object Folder Name Definition - This parameter tells SpringCM how to name the folder for the specific object. This must match the configuration that you have setup for the type of object in your File It configuration.
    • &eos[0].ScmPath=Object Folder Path - This tells SpringCM where to create the folder in the folder tree for the specific object.  This needs to match the configuration that you have setup for that type of object in your File It configuration.
  • Note that these EOS parameters are automatically generated for you when using Doc Launcher in Salesforce. You will see them on the URL listed on the main Configuration grid.

Troubleshooting

Error message: A system error has occurred. when attempting to open Doc Launcher.
  • You are receiving this error as a result of an error in the URL you clicked. Contact your SpringCM Administrator for assistance. If they can not help you, please have them escalate to SpringCM Support.
  • This error message will also have a Reference ID provided.
The Salesforce option is not available in Doc Launcher Configuration.
  • You are receiving this message when your SpringCM account has not been properly integrated with Salesforce. To setup a Doc Launcher Configuration for use with Salesforce, first verify that all of the following are true:
    • Your SpringCM account is correctly configured with Salesforce on the Salesforce Configuration page in Account Preferences. Follow the instructions on the page or refer to this Knowledge Article: Setup File It in Salesforce.
    • You have set up a Sync User to use with your Salesforce org. Note that this step is optional for some Salesforce integration features but is required for Doc Launcher.
    • You have setup File It on at least one object in your Salesforce org. The list of available objects on the Doc Launcher Configuration page is derived from your Salesforce org where File It has been added to one or more standard or custom objects.
  • After confirming all of these steps, you will see the Salesforce option enabled on the Doc Launcher Configuration page.

Doc Launcher is a powerful tool that can be configured to connect other components in SpringCM such as Advanced Workflow and File It in Salesforce. Since these and other settings can be modified independently of Doc Launcher, it is a good idea to review the current Doc Launcher Configurations when troubleshooting any problems.
  • In an upcoming release, SpringCM will be providing more information about potential error states in an attempt to help guide Administrators to fixing problems. 

Troubleshooting

REST API

SpringCM continues to expand its REST API and in the March 2016 Release, we have added new methods for accessing and using Doc Launcher programmatically. The same Configurations that you create for starting Doc Launcher from a SpringCM toolbar or from a custom button in Salesforce can now be used from anywhere via new API endpoints.

For more information about the new Doc Launcher APIs, visit these pages on SpringCM’s Developer Center: