Checklist of things to set up which are common across all applications of the system
You may be responsible for setting up just some of the components below, but it is useful to have this checklist all in one place so that you can liaise with the other people involved to ensure that everything is ready and working.
Your role will inevitably involve testing of the processes you build, so it is also useful to check, for instance, that the Outbound mail setup has been correctly configured.
Some things will be set up only once and others will be built upon as you increase the number of users and number of processes which the platform is used to run.
Your user account type and role will determine whether you have access to all areas mentioned.
Components which are set up once only
The following items are found under Administration.
- Company details - details entered here are available as merge fields and will be used in message templates.
- Standard authentication - this area allows you to set the user login password rules for the system. This article will show you what the users see when they activate their account and how you set the password rules.
- Single sign-on - if you use this feature it will allow you to configure a single sign-on provider such as Microsoft or Google. Users can select this method of authentication on the login page instead of entering their email address and password.
- Outbound mail setup - this is where you will define and configure the mail service used for all outgoing notifications.
Components which are needed for your first process and will be added to for subsequent applications
Data Model - this centres around groups of records called Object classes. Fields are added to object classes where data and documents can be stored. Some fields will be used when creating records in an Object class while others will be presented at various stages and under different circumstances in a process so that the record can be updated. Object class fields can be used in task templates to review, amend and add data.
You may start a simple process with only one Object class. However, as you see the benefits of automation and use the system further, you will want to take advantage of the Relational modeller. This allows you to associate a number of Object classes with each other, creating parent/child relationships meaning that data can be shared across some Object classes.
Documents - invariably your process will involve the provision and signing of documents. One thing you will want to do straightaway is to upload any frequently used documents to the Template areas on appropriate Object classes. You'll find a number of useful articles in our Document Automation section.
User Roles and Groups - it is likely that most users of the system will have accounts where they are required to log in. This means that they will activate their account via a unique link sent in an email. They will undoubtedly be added to a Permission set and/or User group - these groups can be assigned tasks and sent email notifications from the Sequencer. They may also require a Role where their permissions will determine what they can see and do in areas of the system other than Workspace. Find out more about Users, Roles and User Groups.
Tasks templates and Task group templates - Tasks are created from task templates either automatically in a Sequence or manually from a Record. Tasks can be grouped so that there are two or more created at the same time. Tasks which are of the type, "Complete self contained form" can be shared by several Object classes whereas those which are of the type, "Update object record" are specific to an Object class. Find out more about Task Management.