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Procedure

Aura - Panel

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Introduction

SeamlessDocs Business Procedure step by step guideline.

Process Overview

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Procedures

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Aura - Tab

title	Procedure 1

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title	Download SeamlessDocs Templates

UI Steps

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UI Step

Download the attached

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title	SeamlessDocs Template
url	https://knowledge.nyserda.ny.gov/download/attachments/99883230/SeamlessDocs%20Template.docx?api=v2

. Use this document to add top-of-page text or a blurb about the from, section names, and/or certification statements (if any) to the form.

UI Step

Download the attached

UI Button

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title	Data Dictionary
url	https://knowledge.nyserda.ny.gov/download/attachments/99883230/Data%20Dictionary%20Template%20-%20including%20approved%20help%20text.xlsx?api=v2

. List all of the data fields you'd like to capture in the form (including attachments) in the attached file.

UI Step

Download the attached

UI Button

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title	SeamlessDocs Email Template
url	https://knowledge.nyserda.ny.gov/download/attachments/99883230/SeamlessDocs%20External%20Email%20and%20Message%20Template.docx?api=v2

. There's some pre-written material to get you started. SeamlessDocs will send the first two notices. When the form is submitted, the first one appears on the screen. The second will be in the email copy that the user and an internal mailbox are sent after the application is submitted. Additionally, please prepare any manual email notifications you may send out during the form review process as part of the Marketing evaluation. The examples in the file are from program applications that are typically approved or rejected.

UI Step
Share completed SeamlessDocs Templates with the Strategic Operation Team (Shaun/Sheila) to get started.

UI Step
Strategic Operation Team (Shaun/Sheila) will create a draft SeamlessDocs form and share it with the Program Manager.

Aura - Tab

title	Procedure 2

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title	Review and Approve the Draft SeamlessDocs form

UI Steps

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UI Step
Review after receiving the SeamlessDocs Draft form link from the Strategic Operations team.

UI Step
Make any necessary changes required and share it via Email.

UI Step
After a final review of the draft form send Approval to Strategic Operation to start getting required Approvals.

Aura - Tab

title	Procedure 3

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title	Connect with your Department’s Attorney

UI Steps

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UI Step
Connect with your Department’s Attorney to confirm any legal statements (Terms & Conditions, Attestation, E-signature). If applicable Work with your department’s attorney to draft legal statements that may need to be included in the form.

UI Step
Share legal's confirmation or legal statement with the Strategic Operations team.

Aura - Tab

title	Procedure 4

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title	Data Classification

Info
Data Classification Data Classification (C-I-A) Guidelines

UI Steps

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UI Step
The Strategic Operations team will connect the Program manager with Data Governance to classify Data fields on the SeamlessDocs form.

UI Step
A Data Governance ticket will need to be created in order to Classify the Data.

UI Step
Information Asset Worksheet ticket Creation Preview of Information Asset Identification Worksheet

UI Step
Data Governance will schedule a meeting to go over the Information Asset Worksheet. If PM needs help completing the list.

UI Step
Once Data is classified (Low or High) by the Data Governance team a copy of the Data Dictionary will be shared with the PM and the Strategic Ops team.

Aura - Tab

title	Procedure 5

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title	E-signature Analysis

UI Steps

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UI Step
Once legal confirms a (Terms and Conditions or Attestation) will be required on the form. PM will need to work with Tom Rood (Contracts) to complete the E-Signature Template and then route it to NEIS for Sara LeCain’s review and Approval. The Strategic Operation team can connect PM with Tom once we have a solid draft of the SeamlessDocs form.

UI Step
After completing the E-Signature Template with Legal an updated version of the (Terms and Conditions or Attestation will be provided to be included in the SeamlessDocs form).

Aura - Tab

title	Procedure 6

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title	Content Review

UI Steps

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UI Step
A Marketing Ticket will be initiated by the Strategic Operation team to complete the Content Review.

UI Step
Marketing needs about 2 Weeks to complete a SeamlessDocs form Review.

UI Step
After 2 weeks, Marketing will share the SeamlessDocs form and Email Templates with Comments.

UI Step
PM will accept marketing input for inclusion on the SeamlessDocs form.

Aura - Tab

title	Procedure 7

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title	Approve SeamlessDocs Form

UI Steps

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UI Step
Submit test application to ensure all SeamlessDocs fields are correct.

UI Step
Approve SeamlessDocs form to be launched.

UI Step
The Strategic Ops team will reset the tracking number Tracking Number and delete all test Test submissions.

UI Step
SeamlessDocs Form is now ready for deployment Deployment.

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Versions Compared

Old Version 26

New Version 27

Key

Introduction

Process Overview

Procedures

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Versions Compared

Old Version 26

New Version 27

Key

Introduction

Process Overview

Procedures