The following is an example of a Custom Process to update the Job and create a Task when a document has been returned from a signing service as client signed.
Create a Documents List View that will Trigger the Process
This runs the Client Signed Process, a view will need to be created that is used to trigger the Custom Process. Refer to Saving Changes to the View Layout, Modifying and Deleting Views.
- Display the documents list and select the "All" view.
- Include the columns Source and Workflow in the view.
- In the Source column, apply a Filter to select only the relevant signing service (for example, "FuseSign"). This will be dependent on the digital signing service you have connected to FYI.
Note: For FuseSign, the source is currently showing as FYI.
- In the Workflow column, add a filter for "Client Signed".
Note: Depending on the signing service, the Workflow of "Client Signed" may also be applied to documents as well as the signed document itself. Refer to Summary of what happens when document(s) are Sent for Signing.
- Ensure the view only shows Client Signed documents for the relevant signing service.
- Save the view, for example as Client Signed -'FuseSign'. Untick the Available For - List option so the view is available for Automations only.
Add the Custom Process
The following is an example of the Custom Process.
- In Automation - Processes, click Add Custom Process.
- Add the Name of the Process, in this example "Client Lodgement".
- If required, add any additional description of the Process in the Description.
- The Trigger in the Process is set as "Schedule". The schedule is set to run the process every hour from a specific Start Date.
- Set the Filter to "Document - view" and select the view you created above. In the example, this was "Client Signed - FuseSign".
- Ensure that Run Only Once Per Document is ticked in the Filter. This ensures that the process is triggered once per document.
- Set the Owner of the Process.
- Ensure the Start From date is correct.
Add the Step to Update Job
- Click Add Step and select Update Job.
- Ensure Job is set as "Current Job".
- Update the Job State, in this example to "Ready to Lodge".
- Click Save.
Add the Step to Alter Document and Create a Task to Review the Signed Documents (Optional Step)
This step creates and assigns a Task to a user to review the signed documents before lodging.
- Click Add Step and select Alter Document.
- For the Document, this is automatically set as "Trigger Document".
- Open the Task section in the drawer and toggle the Create a Task setting to "Yes".
- Select a relevant Task Template or create the Task.
- Add the Assignee as the person or custom user role responsible for the review of the signed documents.
- Set a Due Date for the completion of the task.
- Click Save.
Testing and Running the Process
When setting up a Custom Process, it is very important to test it to ensure it is working as expected.
You can test a Scheduled Custom Process directly from the Process itself and this can be done while the Process is still "Draft".
- Click Test.
- The Select Test pop-up displays a list of Documents and associated Clients based on the Filter that has been set up in the process.
Note: A Test Client is handy for testing scheduled automations.
- From the Select Test, search and select a specific Job to run the test for and click Run Test.
Refer to Testing Custom Processes.
Review the Process History
When a Process has run (from a Test or at any other time) you can review the status and check what was processed. The Process can be reviewed from the Process itself, or from the Client workspace for the relevant client.
Set the Status of the Process to "Active"
When you are ready, set the Status of the process to "Active".
Scheduled Process runs Automatically
This example is a Scheduled Process. Once the Status is set to "Active", the Process will run automatically according to the schedule that was set. In this example, the process has been scheduled to run every hour.
For details on the different ways to run a Custom Process, refer to Running Custom Processes.