Human Steps

 Last updated: January 22, 2018     


Choice

User step to review documents, and select action from available choices. The list of choices can be customized.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; Step description is displayed below the step in the workflow designer and in the process monitor. It is used to describe a step in a meaningful way to be helpful in workflow administration and troubleshooting.
  • Stage Name: Text field; stage name is displayed to users utilizing the track-it app. It is used to describe a step in a meaningful way to be helpful in workflow administration and troubleshooting.
  • Document: Picklist (Use Path; Use Variable; Use Specific Document); Select the specific document that will be acted upon.
  • Assignee(s): Assign specific user, security group, or user queue to act on the assigned document. If assigning a security group or user queue, select whether a single user or all users assigned to the group must act before the document is moved to the next step in the process.
  • Instructions: Guidance for completing the step.
  • Options: These choice options will appear in a dropdown for user to select on this step. Each action output signifies a step output/ path, and should be routed to the next appropriate step in workflow.
  • Custom Button Text: If creating a custom action button, enter action button label.
  • Custom Button URL: If creating a custom action button, enter URL to open when custom action button is clicked.
  • Link to Next Step: Select Yes to present the user with the next step in the workflow without having to navigate to the Tasks page.
  • Task Assignment Email: Provide the subject and body of the email to send the user(s) assigned to the choice step, prompting them to act. The email sender will need to be a Super Admin in SpringCM.

Choose Documents

User step to choose documents from within a folder in SpringCM. Selected documents can be then further used in a workflow.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; Step description is displayed below the step in the workflow designer and in the process monitor. It is used to describe a step in a meaningful way to be helpful in workflow administration and troubleshooting.
  • Display Name: Text field (can be edited in expression builder if dynamic variables values need to be used); Step name for the Info column on the Tasks page.
  • Stage Name: Text field (can be edited in expression builder if dynamic variables values need to be used); Enter stage name to assign this document to.
  • Assignee(s): Picklist; Who should complete this step. Specify either a user or a queue, and then who the assigned user or queue is. Also specify whether the step must be completed by any single assignee, or by all the assignees.
  • Instructions
  • Instructions: Text field; Specify the instructions to display to the user assigned this workflow step. Value entered in this field will be displayed to an assignee
    • Reference Document: References a supporting document that will help the user decide on their assigned task
    • Suggested Document: Suggests documents that might be associated with the task
    • Default Folder: Displays a specific folder within SpringCM when the task is assigned to the user
    • Number of Documents Allowed for Selection: Sets the limit on the number of documents a user can select during the task.
    • Comments: dropdown; used to specify if comments are required/optional/hide comment box.
  • Task Assignment Email: Specify the details of an email notification to go to the assigned individuals. Complete the “Email Sender” “Email Subject” and “Email Body” fields to send the task notification email to the assigned actors. All the fields can contain variables and be customized through the Expression Builder interface for more complex solutions/calculations; POP OUT link allows to open an Email Body editor in an expanded view with more editing options available.
  • Due Dates & Reminders: Specify the dates for the due date for this specific task. You can specify a due date upon which this task will expire if not completed, and specify if the calculation for this task should be based on business days. You may also use this section to set reminder intervals as well. For each of these outputs, you would need to configure the appropriate next workflow actions (e.g., after a reminder, to send an email).
  • Output: Indicate whether you would like to store document and/or comments in a variable and, if so, specify.

Choose Users

User step to choose users from Address Book in SpringCM. Selected users can then be further used in workflow for assigning tasks.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Display Name
  • Stage Name
  • Assignee(s): Who should complete this step. Specify either a user or a queue, and then who the assigned user or queue is.
  • Also specify whether the step must be completed by any single assignee, or by all the assignees.
  • Instructions: Specify the instructions to display to the user assigned this workflow step.
  • Reference Document: Specify the document to display during this step.
  • User Group: Specify the group(s) to choose users from.
  • How many users can be selected: Specify whether the assigned user(s) can select a single user, at least one user, or any number of users.
  • Comments: Indicate whether comments are optional or required.
  • Task Assignment Email: Specify the details of an email notification to go to the assigned individuals.
  • Due Dates & Reminders
  • Output: Indicate whether you would like to store users in a variable, and if so specify. Also indicate whether you would like to store comments in a variable, and if so, specify.

Edit Document

This is a human step in workflow that will assign a task in workflow. This step is used to review/edit the document displayed.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description (optional): Text field; allows you to enter an optional description to provide more detail about the step.
  • Display Name (optional): Text field; step name for the Workflow Inbox Info column
  • Stage Name (optional): Text field; enter Stage name to assign this document to, used by workflow reports
  • Document: Chooser window; Identify the document that will be sent for review/edit.

Assignee(s)

  • Assign to a user: Chooser window; select the user from the address book or a variable
  • Assign to a Queue: Chooser window; select the queue or a variable
  • Who needs to respond?
  • Any one assignee: Step will be considered complete when any one user completes the step
  • All of the assignees: Step will wait for all users to complete the step

Instructions

  • Instructions (optional): Text field; guidance for completing the step
  • Add a custom Action: Checkbox. When selected will allow you to customize the button on the task
  • Custom Button text: Allows you to put custom text for the button name
  • Custom Button URL: Allow you to input a URL where the button will take you when clicked
  • Open-in behavior: Allows you to customize where the page is opened (Open in the same window, Open in new window, Open in a pop-up window)
  • Link to next step: Checkbox. When selected, the system will wait to display the next step in the workflow is assigned to the same user.

Task Assignment Email

  • Email sender (optional): Chooser window; who should the task assignment email come from?
  • Email subject (optional): Text field; what is the subject line of the email?
  • Email body (optional): Text box; compose the body of your email message

Due Date & Reminders

  • Due Date: Text fields; enter days, hours, and/or minutes after the step is assigned to set the due date
  • Use business days only (optional): Checkbox; only include business days in the due date calculation
  • Send reminder after execution? (optional): Checkbox; send a task reminder email
  • ADD REMINDER (optional): Button; shows fields to configure reminder

Output

  • Store comments in a variable (optional): Checkbox; decide whether to store the user comments. If storing them, choose ‘Make a new variable’ or ‘Use an existing variable’.

Edit Form

This step assigns a task to a user to fill out an eForm. A submitted form will be displayed which can contain pre-existing data.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Form: Pick list, required field (options are: Select a Variable where the path to the form was saved or Select an existing eForm); Select a form that will be presented to a workflow actor to fill out
  • Assignee(s): Picklist; Who should complete this step. Specify either a user or a queue, and then who the assigned user or queue is.
  • Also specify whether the step must be completed by any single assignee, or by all the assignees.
  • Task Assignment Email: Specify the details of an email notification to go to the assigned individuals. Complete the “Email Sender” “Email Subject” and “Email Body” fields to send the task notification email to the assigned actors. All the fields can contain variables and be customized through the Expression Builder interface for more complex solutions/calculations; POP OUT link allows to open an Email Body editor in an expanded view with more editing options available;

Instructions (optional)

  • Instructions: Text field; Specify the instructions to display to the user assigned this workflow step. Value entered in this field will be displayed to an assignee
  • Document(s): select document(s) to complete the task with (picklist; Use path; Use Variable; Use specific document)
  • Add custom action: checkbox; opens additional field to specify what a custom action will do and look like.
  • Comments: dropdown; used to specify if comments are required/optional/hide comment box.
  • Due Dates & Reminders: Specify the dates for the due date for this specific task. You can specify a due date upon which this task will expire if not completed, and specify if the calculation for this task should be based on business days. You may also use this section to set reminder intervals as well. For each of these outputs, you would need to configure the appropriate next workflow actions (e.g., after a reminder, to send an email).
  • Output: Indicate whether you would like to store document and/or comments in a variable, and if so specify.

Full Page Edit Form

This step assigns a task to a user to fill out an eForm. A submitted form will be displayed which can contain pre-existing data. The full-page step presents the form to the user in the main view pane instead of the assigned document.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Form: Pick list, required field (options are: Select a Variable where the path to the form was saved or Select an existing eForm); Select a form that will be presented to a workflow actor to fill out
  • Assignee(s): Picklist; Who should complete this step. Specify either a user or a queue, and then who the assigned user or queue is.
  • Also specify whether the step must be completed by any single assignee, or by all the assignees.
  • Task Assignment Email: Specify the details of an email notification to go to the assigned individuals. Complete the “Email Sender” “Email Subject” and “Email Body” fields to send the task notification email to the assigned actors. All the fields can contain variables and be customized through the Expression Builder interface for more complex solutions/calculations; POP OUT link allows to open an Email Body editor in an expanded view with more editing options available;
  • Instructions (optional):
    • Instructions: Text field; Specify the instructions to display to the user assigned this workflow step. Value entered in this field will be displayed to an assignee
    • Document(s): select document(s) to complete the task with (picklist; Use path; Use Variable; Use specific document)
    • Add custom action: checkbox; opens additional field to specify what a custom action will do and look like;
    • Comments: dropdown; used to specify if comments are required/optional/hide comment box
  • Due Dates & Reminders: Specify the dates for the due date for this specific task. You can specify a due date upon which this task will expire if not completed, and specify if the calculation for this task should be based on business days. You may also use this section to set reminder intervals as well. For each of these outputs, you would need to configure the appropriate next workflow actions (e.g. after a reminder, to send an email).
  • Output: Indicate whether you would like to store document and/or comments in a variable, and if so specify.

Review and Send for External Review

This step gives the user the ability to prepare the External Review’s email notification, subject, and recipient before sending the document out for External Review (i.e., route to a non-SpringCM user) for review and edits.

  • Show Comment Box?: Identify if the user will be presented with a field to enter comments
  • Document: Identify the document that will be send for external review
  • Recipient: Identify the recipient of the external review request, such as a user from Address Book, or a variable containing user email. Only one recipient/email address can be selected. Recipient does not have to be a SpringCM user.
  • OR Recipient E-Mail: Specify email address for the External Review recipient by providing a variable containing email address. Only 1 recipient / email address can be selected. Recipient does not have to be a SpringCM user.
  • Email Subject: Enter email subject for the external review email request
  • Email Message: Enter email message which will appear in the body of the email along with the standard components of the External Review request email
  • Due Date Days: Enter number of days for the external request to be valid. After this number of days expired, the request will not be available to the user
  • Notification Participants: Provide users or user emails who need to be notified when the external review request is sent and received
  • OR Notification Participants E-Mail: Provide users or user emails who need to be notified when the external review request is sent and received
  • Suppress Emails to Sender on Completion: When selected, the sender will not receive email notification when external review is completed.

Review and Send for Signature

Show user a screen to prepare and send document out for electronic signature.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description (optional): Text field; allows you to enter an optional description to provide more detail about the step.
  • Display Name (optional): Text field; step name for the Workflow Inbox Info column
  • Stage Name (optional): Text field; enter Stage name to assign this document to, used by workflow reports.
  • Document: Chooser window; Identify the document that will be sent for e-signature. The document will be auto converted to PDF format when sent for eSignature.
  • Assign to a user or queue?: Radio buttons; chooser user or queue.
  • Assignee(s)/Assigned Queue: Chooser window; select the user or queue to complete the document review.

Signature Request Email

  • From: Chooser window; who is the sender? Identify user, or variable containing user, or email address of the user who initiates the esignature. This user will be notified of the transaction details, such as notifications when each signatory signs the document.
  • To (optional): Chooser window; who should receive the signature request email? Identify the recipient(s) of the esignature request, such as a user from Address Book, or a variable containing users emails. Recipients do not have to be SpringCM users. If 'Signatures Ordered' is set to 'Yes', the emails of the recipients must be listed in a predefined order, for example matching the order of the DocuSign or EchoSign tags on the document.
  • CC (optional): Chooser window; specify users/email addresses who need to be notified on this transaction.
  • Subject (optional): Text field; what is the subject line for this email?
  • Message (optional): Text field; specify the message that will be included in the email that is sent via EchoSign or DocuSign to the signatories.

Instructions

  • Instructions (optional): Text field; guidance for completing the step.
  • Expiration Days (Max 180 days)(optional): Text field; number of days before signature request expires.
  • Signer Password (optional): Text field; enter password for the signatories to enter when signing the document.
  • Signatures Ordered? (optional): Checkbox; if checked the order of signatures must be done in the order the recipients are listed. Default value is checked.
  • Require Knowledge Based Authentication (KBA) (optional): Checkbox; ONLY for Alphatrust, makes sure that all the signers have to go through KBA, which runs their information against credit bureaus/social media to validate identity.
  • Written Signature Required? (optional): Checkbox; select option to require the signatories to provide a written/wet copy of the signed document.
  • Comments: Dropdown; choose whether comments are required, optional, or not shown at all.
  • Link to next step (optional): Checkbox; if checked the user will be taken to their next task instead of back to their inbox.

Task Assignment Email

  • Email sender (optional): Chooser window; who should the task assignment email come from.
  • Email subject (optional): Text field; what is the subject line of the email.
  • Email body (optional): Text box; compose the body of your email message..

Due Date & Reminders

  • Due Date: Text fields; enter days, hours, and/or minutes after the step is assigned to set the due date
  • Use business days only (optional): Checkbox; only include business days in the due date calculation.
  • Send reminder after execution? (optional): Checkbox; send a task reminder email.
  • ADD REMINDER (optional): Button; shows fields to configure reminder.

Output

  • Store comments in a variable (optional): Checkbox; decide whether to store the user comments. If storing them, choose ‘Make a new variable’ or ‘Use an existing variable’.
  • Outputs:
    • Action Completed - Sent by Sender -- the line/output that is followed if the user sends the document for signature after review
    • Action Completed - Rejected by Sender -- the line/output that is followed if the user does not send the document for signature after review
    • Action Cancelled
    • Failure - the line/output that is followed if the step fails