With Docdown, you can create and trigger workflows to automate your custom document process. Use the visual Workflow Editor to create the sequence of steps—from generation to delivery. Your clients and prospects can fill out the forms that are routed to SmartVault.
Important: Client Experience and Key Considerations
- Single-Session Completion Required: Clients must complete the form in one session, as progress won't be saved.
- Docdown Folder Visibility: The Docdown folder is not visible to clients by default.
- Forms in Client-Facing Folders: You can configure the workflow to add forms directly to client-facing folders in SmartVault. SmartVault recommends adding forms to engagement templates and email correspondence.
- Notification Emails: You can configure your workflow to send an email notification when a form is completed, so you're always updated when clients or prospects submit their forms.
Step 1: Create and Set Up the Workflow
- Create a New Workflow:
- Select Workflows from the left navigation sidebar and click + New Workflow.
- Select Workflows from the left navigation sidebar and click + New Workflow.
- Choose the Trigger:
- Choose Online Form for the trigger step.
- Choose Online Form for the trigger step.
- Customize the Form:
- Click the tabs to customize each section of the online form as needed.
- Click the tabs to customize each section of the online form as needed.
- Select the Document:
- In the Document dropdown, select the document you want to automate. (e.g., the Demo Document).
- In the Document dropdown, select the document you want to automate. (e.g., the Demo Document).
- Set Up Form Details:
- Continue making your selections for the remaining fields.
- Choose whether to display a download button after submission or redirect the user to another URL after submission.
- Save the Form:
- Click Save.
- Click Save.
- Configure Workflow Settings:
- Click Settings
to open the Workflow Settings pane.
- Name your workflow and set the Notification From Email address
- Click Save and close the pane.
- Click Settings
- The trigger step is ready.
Continue to add the workflow actions.
Step 2: Add Workflow Actions
- Test the Online Form:
- Click
from Your Form Link to open the form preview in a new browser tab.
- This preview shows what your clients will see when they access the form.
- Click
to copy the link to the clipboard and share it with your clients.
- Click
- Add Workflow Action:
- For the workflow action, you can upload the completed form to the Prospective Clients folder or a client's vault in SmartVault.
- Click Add Action and select SmartVault Upload to Client Vault.
- For the workflow action, you can upload the completed form to the Prospective Clients folder or a client's vault in SmartVault.
- Configure SmartVault Upload:
- Select your SmartVault Account.
- In File, choose generatedDocument to use the file generated from the previous step.
- Enter the Generated File Name (e.g., "Intake Form {last_name} {first_name}").
- Specify the required fields to map to the client's vault within SmartVault. (e.g., client's name and email).
- If the client is a Prospect, the routing information is not required. When the user completes the form, it is routed to Firm>Docdown>Prospective Clients.
- Save the Workflow:
- Click Save.
Step 3: Activate the Workflow
To activate the workflow, toggle the activation button at the top right of the window.
The workflow is ready and will be triggered when the client or prospect completes the online form.
Step 4: Send the Online Form to a Client or Prospect
- Share the Form Link:
- From Workflows, click
- From Workflows, click
- Form Submission and Routing:
- When your client or prospect submits the form, the workflow will automatically route the form to SmartVault.
- For clients, the form will be uploaded to their client vault. For prospects, the form will be routed to the Prospective Client folder.
Accessing Completed Forms in SmartVault
- Client Vaults
- Go to the SmartVault portal and select Client Management from the sidebar.
- Click the Vault icon
next to the client's name to open their vault.
- The workflow will create a Docdown folder inside the vault containing the completed form.
- Prospective Client Folder:
- Go to the SmartVault portal and select View Files and Folders from the sidebar.
- Go to Firm>Docdown>Prospective Clients to find completed forms by your prospects.
- Unmapped Documents:
- If a form doesn't match the routing fields, it will be saved in Firm > Docdown > Unmmapped Documents Folder.