Workflow
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      How to Create and Send a Workflow

      Workflows are a great VIAS automation feature for student to receive and sign documents. Then the document is uploaded into the student's documents on the profile.

      DOCUMENT CREATION 

      1. When designing the document that is going to be uploaded to the workflow make sure you have a minimum of 2.0 spacing between lines that will have Signatures, Initials, Text boxes, Read-Only, or DataSources. 

        

      1. After designing the document that will be uploaded you will want to “Save as Adobe PDF”  
        1. In Word; File-> Save as Adobe PDF 
        2. Then create a name for the document and “Save”

      GETTING TO THE WORKFLOW SETUP

      To create a Workflow 

      Go to Admin-> Documents Workflow-> Templates.

      This will bring you to Document Workflows, picture below.

      Click “add workflow” above the blue banner on the right side of the screen. 



      CREATING SETUP OF WORKFLOW/ SETTINGS

      This will bring you to the “Add/Edit” Screen, pictured below. 

      1. Click, “School” drop down and choose the school the workflow will be associated with. 
      2. Add the “Template Name” 
      3. Click, “Document Group” drop down and choose the Group the document should be affiliated with, academic records, career services, enrollment packet, financial aid.. etc. 
      4. Click, “Type” drop down and choose the document type of the workflow.
      5. Adding Transactions *If integrated with Global. Transactions can be set up in the workflow. 

      WHEN TO PAY - Allows you to choose when you would like the payment option to be displayed.

      1. Before- The payment option would show before the Workflow Paperwork. 
      2. After- The payment option would show after the completion of the workflow paperwork. 

      TRANSACTION TYPE- List all the transaction types associated with charges. Choose the transaction type this payment would be affiliated with. 

      IS PAYMENT REQUIRED- 

      1. Optional- Student can continue paperwork if set up to pay before or Submit Paperwork is set up to pay after, without making a payment.  
      2. Required- Students will not be able to continue paperwork if set up to pay before or submit paperwork is set up to pay after, without making a payment.  
      1. If the “Student Required” check box is marked and the document workflow requires a Student Signature, the student will not be able to access their student portal until the workflow is completed. 
      2. You will choose the “Data Type” based on the recipient type:
        1. If documents are going to be sent to a lead, student, future student, or graduate; “Student” will need to be checked.  
        2. If documents are going to be sent to an employee (previous, current or future); “Employee” will need to be checked.
      3. Data Sources are information that can be pulled from the system to be added to the workflow. After, you choose the drop down, click “ Add Data Source” 
          1. Course- This allows you to add class information into the workflow. 
            1. Can be used for Student or Employee
          2. FA Award- This allows you to pull information from the Estimated Award Letter information. 
          3. Lead Start- This allows information to be pulled from the “Lead Start”, when a student is added to the start list. 
          4. Pay Adjustments- Only for Employees, Data Type. Allows you to pull information from pay adjustments entered. 
          5. Program- This allows you to add Program information to a workflow. 
            1. Can be used for Student or Employee
            2. Not needed if Lead Start is used for a student.  
          6. Start- This will allow you to add the start date to the workflow. 
            1. Can be used for Student or Employee
            2. Not needed if Lead Start is used for a student.  
          7. Term- This allows you to add the Term information to the workflow.
            1. Can be used for Student or Employee
            2. Not needed if Lead Start is used for a student.
      4. Date- This allows you to add a specific date, open field to type, into the workflow.
      5. DS Cancellation- This allows you to add a specific date, open field to type, into the workflow.
      6. DS Graduation- This allows you to add a specific date, open field to type, into the workflow.
      7. DS Date 4- This allows you to add a specific date, open field to type, into the workflow.

      Make sure you click “SAVE “  

      ADDING RECIPIENTS 

      After, Saving the screen will add sections below the setup screen.

      Click Add Recipients

      Pop-up will show “Add/Edit” Recipient, pictured below. Can add as many recipients needed.

      1. Type- is the recipient who is going to receive the paperwork.
        1. Student- Needs to be added if a student is filling out the paperwork or if a student required is selected. 
        2. Employee- Needs to be added if the Employee needs to sign, fill out paper, or needs to receive a copy. 
        3. Other- This is used to send the document to someone who is not in the system. (i.e., Parent/ Guardian)
      2. Description- Name displayed in the Field and Signatures page. (i.e., Student, Registrar, Student Services, Financial Aid, Director, or etc.)
      3. Role- Is what the recipients’ responsibilities will be in the workflow. 
        1. Signatory- This recipient receives an email notification with a link to fill in information and sign the documents.
        2. Host in person- Please contact support about use of this role.
        3. Receives Copy- This recipient receives a copy of the finalized documents.
        4. Receives Notifications- This recipient will receive a notification that paperwork was completed. 

      Check Boxes

      1. Is last- This/These recipients will receive the notification to sign paperwork after all other recipients have completed their portion of the paperwork. 
        1. Multiple people can be chosen “IsLast”. 
      2. Optional Recipients- This recipient does not have to be added to the workflow for it to be completed. 
      3. Send Email Notifications- This sends an email link to the recipient when it is their time to sign or fill out paperwork. 

      *This box will need to be checked for anyone who is signing or filling out paperwork (i.e., Type- Signatory). 

      1. Send Completed Documents-This sends completed documents to anyone recipient.

      *This box will need to be checked for anyone who is signing or filling out paperwork (i.e., Type- Signatory). 

      Make sure you click “SAVE"

       

      ADDING DOCUMENTS

      Click Add Documents

      Pop-up will show the “Add/Edit” Document, pictured below. Can add as many documents needed.

      • Title- Name of the document you are adding. 
      • Document Group- Choose the group the document is affiliated with. (i.e., Enrollment Packet, Financial Aid, Academic Records, or etc...) 
      • Document Type- This will be the specific type of document, (i.e., enrollment agreement, Disclosures, Estimated Award Letter, or etc.) 

      If document type is not listed, this will need to be added. Look into “Adding Document Types” in the knowledge base. 

      1. Send Additional Copy To- If you would like this document to be sent to a specific employee without sending the whole workflow. Click drop down and choose the employee you would like this document to be sent to.  

      Check Boxes

      • Optional Document- This allows documents to be selected when needed to be sent in the workflow. (i.e., Documents specific to a program)
      • This is a user-uploaded document- This allows the recipient to upload a document, picture, PDF on this document page of the workflow.  Screen, will update (pictured below) 
      • Instructions- Will be displayed on the screen in workflow. (i.e., Please, click the upload button to Submit your document.) 

      Upload a Document- The document you upload MUST BE in PDF format.
      • This will open a file finder.
      • You will find the document you would like to upload and click open.

      ADDING FIELDS AND SIGNATURES

      After adding all recipients and documents the setup screen should look like below. 

      Click, “Field & Signatures”- 

      ADDING MARKERS AND FIELDS -Edit Page

      On this “Edit Page” you will add Fields to the document. 

      *When adding Signatures, Initials, Textboxes, Check boxes, Read Only, or Data Sources, make sure you are on the correct recipient who will fill this information in. 

      Required Fields-will not allow the recipient to move forward or submit the document without information entered in the field. 

      Adding Fields:  

      1. Click the Blue Hyperlink you would like to add to the workflow. Then DO NOT HOLD DOWN left mouse to the open field.

      The underlined options are fields that can use preset data sources. 

      Signature- 

      • This is a yellow box that allows the recipient to sign their name. This field can be required or not required. 
        Initials- 
      • This is a yellow box that allows the recipient to sign their initials. This field can be required or not required.
      Text boxes- 
      • This field can be a dynamic field that uses Data Source pre-sets (i.e., first name, last name, DOB, SSN… etc.). Receipt can edit this field. 
      • This field can be an open field text box that the recipient can type information into.  

      Check Boxes 

      • This is a circular field that the recipient can check to indicate an option.
      • When filled in by the recipient it will indicate an “X” in that field on the finished document.
      • If you have multiple check boxes you can group them by adding, the exact same, “Group Name”, when the check boxes are highlighted. 
      Read only-
      • This field must use a Data Source pre-sets (i.e., first name, last name, DOB, SSN… etc.). Receipt cannot edit this field. 
      Data Sources- 
      • This field must use a Data Source pre-sets (i.e., first name, last name, DOB, SSN… etc.). Receipt cannot edit this field. 
      • This field is used to add Student information for a recipient who is not a student. 
      • These fields can also be used to Add Financial information by using Data Labels. Please, reach out to VIAs, to assist with training on this section. 

      Data Label Presets Guide-

      Notes:

      Data Label Presets that start with “Ds” will create a Data Source. This Means the data will be entered when sending the workflow by the workflow’s creator. This is recommended if the same information will need to populate on the workflow multiple times and no other Data Label Preset will populate the necessary Information.

      Data Label Presets that start with “Ls” will pull data from the Lead Start Data Source, which pulls information from the selected start attached to a lead/student when’s ending the workflow.

      • TermCodeStart: Term Name Attached to the Start.
      • DsDate: Data Source Date.
      • DsCancelationDate: Data Source Cancelation Date.
      • DsGraduationDate: Data Source Graduation Date.
      • LSProgramName: Lead Start Program Name.
      • LSGradDate: Lead Start Graduation Date.
      • LSGradCredential: Lead Start Credential.
      • LSStartDate: Lead Start Start Date.
      • LSGradCredits: Lead Start Graduation Credits.
      • LSProgramLength: Lead Start Length of Program.
        LSAppFee: Lead Start Application Fee.
      • LSTuition: Lead Start Tuition.
      • LSBooks: Lead Start Book Fee.
      • LSRegFee: Lead Start Registration Fee.
      • LSTotalCosts: Lead Start Total Cost of Program.
      • LSBalanceDue: Lead Start Remaining Balance.
      • LSMethodOfDelivery: Lead Start Program Method of Delivery. (Online, On-Ground, Hybrid.)
      • PaymentPlanSummary: Summary of Payment Plan.

       

      After, all fields are added to each recipient you will want to click “Save Markers”   

       

      SENDING A WORKFLOW

      Once the workflow is created and set up you are able to send the workflow to the recipients.

      To Send a Workflow 

      Go to Admin-> Documents Workflow-> Templates.

      This will bring you to Document Workflows, picture below.

      Click “Create workflow” to the right side of the workflow you designed above.

      Adding Student to Workflow

      A pop-up when shown on the screen with a student or employee search bar. 

      Type the student or employee recipient. 

      Once, the name populates, pictured below you click on the name. This will add the student’s name in the search bar. 

       

      Adding Recipients

      After the student’s name populates into the search bar the pop up will change and have the drop downs for the recipients listed on the workflow. 

      Type the names of the recipients listed in the workflow. (i.e., Student, Student services, Financial Aid. etc.) and click the name to populate it in the field.

      Student Required

      If this document is sent to a student. You can click the “Student Required” check box. 

      This will deny the student access to their portal until the workflow is completed.

      Optional Documents

      If the workflow being sent has an “Optional Document” they will be listed below.

      Check the box next to the “Optional Document or documents” that need to be added to the workflow. 

      Once, the document is ready to send. Click the blue “Create”.

      Notifications 

      After, you click “Create” the recipients that were not listed as “Islas” will receive an email notification to fill out their portion of the workflow. 

      Once those recipients complete their portion all remaining recipients will receive an email notification.