Creating a Workflow to Send Documents to SmartVault

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.

Step 1: Create and Set Up the Workflow

  1. Select Workflows from the left navigation sidebar and click + New Workflow.
    DD_-_Workflows.png
  2. Choose Online Form for the trigger step.
    DD_-_Online_form.png
  3. Click the tabs to customize each section of the online form as needed.
    DD_-_Online_form_tabs.png
  4. In the Document dropdown, select the document you want to automate. For this example, we will use the Demo Document provided.
    DD_-_Online_form_new.png
  5. Continue making your selections for the remaining fields:
    • Fields - choose if you want to display all or select specific fields.
    • Who can access the form? - decide if anyone with the link can access the form or set a password.
    • Display the document next to the form? - get a single view of the form or the PDF and the selected fields in a split-view mode.
    • Form Title - enter a title for the form.
    • Form Description - enter a description for the form.
    • Message on Submission - enter a message to the user after submitting the form.
    • Generated File Name - add a name for the generated file. To use dynamic data from the form in the filename, click the plus sign icon DD_-_Plus_sign_icon.png on the right and select a field you want to use in the file name.
    • Show download button after submission? - choose "No" to send the document to SmartVault.
    • Redirect on Submission - provide a URL to redirect the user to an external page after submitting the form.
  6. Click Save.
    DD_-_Online_form_Save.png
  7. Click Settings DD_-_Workflow_settings_icon.png to open the Workflow Settings pane.
    DD_-_Workflow_settings_pane%2B.png
    • Enter the Workflow Name.
    • In Notification From Email, choose the email address to send notifications for the workflow.
    • Click Save and close the pane.
  8. The trigger step is ready.

Continue to add the workflow actions.

Testing the Online Form

To test the online form:

  1. Click DD_-_Online_form_icon.png from Your Form Link to open the Online Form in a new browser tab.
    DD_-_Test_online_form.png
  2. This preview is what your clients will see when they open the link to the Online Form.
    DD_-_Sample_online_form_browser.png
  3. Click DD_-_Copy_form_link_icon.png to copy the link to the clipboard and share it with your clients. 
    DD_-_Copy_link_online_form.png

Step 2: Add Workflow Actions

For the workflow action, you can choose to upload the completed form to the Prospective Clients folder or a client's vault in SmartVault.

DD_-_New_Workflow_Action.png

For this example, we will create an action to route the filled form to the client's vault in SmartVault.

  1. Click Add Action and choose SmartVault Upload to Client Vault.
    DD_-_Add_Workflow_action.gif
  2. Enter the required fields:
    DD_-_Save_workflow.png
    • Select your SmartVault Account.
    • In File, choose generatedDocument to use the file generated from the previous step.
    • Enter a name for the Generated File Name. For this example, we entered "Intake Form" plus the fields {last_name} and {first_name}.
    • Specify the required fields to map to the client's vault within SmartVault:
      • If the client is an Individual,
        • In Client Name Field, select the fields for the client's first and last name. The field can be "Full Name", where the user can input within:
          • One input field: "Firstname Lastname" or "Lastname, Firstname" 
          • Two input fields: "Firstname" and "Lastname"
        • In Email Field, select the field for the client's email address. This field is required regardless of the recipient type (i.e., individual or business/entity).
      • If the client is a Business or Entity,
        • In Business Name Field, select the field for the Company Name.
        • In Email Field, select the client's contact email address. This field is required regardless of the recipient type (i.e., individual or business/entity).
      • 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.
  3. Click Save.

Step 3: Activate the Workflow

To activate the workflow, toggle the activation button at the top right of the window.

DD_-_Activate_Workflow.png

The workflow is now ready and will be triggered when the client or prospect completes the online form.

DD_-_Workflows_dashboard.png

Step 4: Send the Online Form to a Client or Prospect

  1. From Workflows, clickDD_-_Copy_form_link_icon.pngto copy the Online Form link to the clipboard.
    DD_-_Workflow_form_link.png
  2. You can paste the copied link to an email and send it to your client or prospect.
  3. When your client or prospect completes the Online Form and clicks Submit, the workflow is triggered, and the completed form is routed to SmartVault.
    • In a client's case, the form is routed to the client's vault.
    • In a prospect's case, the form is routed to the Prospective Client folder.
    • If the completed form doesn't match any routing fields, it is routed to Firm>Docdown>Unmapped Documents Folder.

To locate the client's completed form in SmartVault:

  1. Go to the SmartVault portal and select Client Management from the sidebar.
  2. Click the Vault icon Vault_icon.png next to the client's name to open their vault.
    DD_-_SV_Client_vault%2B.png
  3. The workflow creates the Docdown folder inside the client's vault. Click to open the folder and find the form completed by your client.
    DD_-_SV_Client_docdown_folder.png

To locate the prospect's completed form in SmartVault:

  1. Go to the SmartVault portal and select View Files and Folders from the sidebar.
  2. Go to Firm>Docdown>Prospective Clients.
  3.  Click to open the folder and find the form completed by your prospect.

To locate an unmapped form in SmartVault:

  1. Go to the SmartVault portal and select View Files and Folders from the sidebar.
  2. Go to Firm>Docdown>Unmapped Documents Folder.
  3. Click to open the folder and find the completed form.
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