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Procedure

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Introduction

This page provides details on the overall process for creating and launching a SeamlessDocs form. Click in each of the process steps boxes below to see more details for each step.

It usually takes 3-4 weeks to launch a new SeamlessDocs form as the process requires approval by multiple department such as: Legal, Data Governance and Marketing.

If you have any questions or would like to request a SeamlessDocs form, please reach out to Nurul Shaun.

Process Overview

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Procedures

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title	Procedure 1

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title	Program Staff Download SeamlessDocs Templates Templates

To help speed up the process, staff interested in creating a SeamlessDocs form should download and complete the templates below before reaching to the a Strategic Operations team member.

UI Steps

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Download the

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

to starting drafting a word version of the form. All SeamlessDocs forms must include:

NYSERDA logo at top right corner.
Heading indicating the name of program or form type.
A paragraph explaining what the form is for.
Warning text about web page not allowing for save and complete later.
A contact mailbox for follow-up questions.
Certification Statement or Attestation (as deemed needed by Legal).
E-Sign or Captcha box as applicable.

UI Step

Download the attached

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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

to include the details for that the data fields that will be collected in the form, such as: optional vs. mandatory fields; dropdown list details, help text; attachments (uploads); etc. When using this excel template focus on completing columns A thru D. The Strategic Ops team member will help complete the other columns.

UI Step

Download the attached

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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

to include the details for the email notices for the form. The template includes some standard email notices to help you get started. All SeamlessDocs must include:

On the screen message - a message the user will see on the screen after the application is submitted.
Application Receipt Notice - email confirmation sent to user who submitted the formupon application submission.

Additionally, as applicable, you may include any manual email notifications that will be sent to user (customer) as part of the form/application review. The examples on the this template forms reflect includes use cases where forms/applications are usually approved, rejected or required additional information for review.

Note - All email notices (templates) must be reviewed and approved by Marketing during content review, Step 6.

ui-step

UI Step
Share the completed SeamlessDocs Templates with the Strategic Operation Team (Shaun Nurul) to get initiate the process of creating your form in the SeamlessDocs tool.

Strategic Operation Team will create a draft form and share the link for review and feedback.

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title	Procedure 2

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title	Review and Approve the Draft SeamlessDocs form	Program Staff Reviews and Approves Form

A Strategic Operations team member will use the complete templates to create the form in the SeamlessDocs tool.

Once the form is created, program staff will receive an email with a hyperlink, similar to this one: https://nyserda.seamlessdocs.com/f/StrategicOpsTestForm to review and provide feedback on the draft form. The email will also include a word version of the form to help collect feedback.

Note - The text included after /f/ (red color) will indicate the program/form name. Staff may suggest a desired name for their form.

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Review after receiving the SeamlessDocs Draft form link from the provide by Strategic Operations team.

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Make any necessary changes required and share it via EmailUse the word copy to note any changes (using Tracking Changes).

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After a final review of the draft form send Approval to Strategic Operation to start getting required ApprovalsSubmit edits to Strategic Operations team via email.

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title	Procedure 3

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title	Connect Program staff works with your Department’s Attorney

Program staff is responsible for discussing with their Department's attorney about the form purpose and drafting any Certification/ terms and Conditions (T&Cs) language that must be included in the form.

At this stage you should discuss with your Department's attorney if the form will require an electronic signature.

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

UI Step
Share legal's confirmation or legal statement with the Send legal statement and details on electronic signature needs (as applicable) to Strategic Operations team via email.

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title	Procedure 4

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title	Program Staff Complete Data Classification

Info

Program staff is responsible for completing the Information Asset worksheet and working with Data Governance, Mary Burke, to classify the data being collected in the SeamlessDocs form.

The purpose of this step is to review the information being collected and confirm the data classification level. For more details on Data Classification, please review the Data Classification (C-I-A) Guidelines.

UI Steps

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The Strategic Operations team will connect the Program manager with Data Governance to classify Data fields on the SeamlessDocs formnotify Data Governance that a new SeamlessDocs form is being created and requires data classification.

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A Data Governance ticket will need to be created in order to Classify the Data.
UI Step
Complete the Information Asset Worksheet ticket Creation Preview of at Information Asset Identification Worksheet to start the process.
UI Step
Data Governance will schedule a meeting to go over the Information Asset Worksheet. If PM needs help completing the list. Note - Program staff may reach to Data Governance, Mary Burke, for assistance in completing this step.

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 teamthe data classification is completed, Data Governance will notify the Strategic Ops team on the data classification level.

Forms with data classification Moderate or High may require additional discussion on the data fields being collected and additional steps that may need to be in place to protect the data.

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title	Procedure 5

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E-signature Analysis

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title	Electronic Risk Signature Analysis

Program staff is responsible for working with their Department's Attorney to confirm if a form requires an attestation or an electronic signature. For Forms requiring an electronic signature, program staff will be required to work with Contracts, Tom Rood, to complete the electronic risk signature analysis.

The form of this step is to confirm that if a form requires a signature, that an electronic signature is acceptable in place of a wet-signature.

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Once legal confirms a (Terms and Conditions or Attestation) will be required on the form. PM will need to work with Tom Rood (Contracts) Work with Contracts, Tom Rood to complete the E-Electronic Signature Risk Analysis 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 formfor Legal Approval.

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)Notify Strategic Operations team when the Electronic Signature Risk Analysis is complete. Also notify if any updates to form legal statements are required.

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title	Procedure 6

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title	Content Review

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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.

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title	Procedure 7

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title	Approve SeamlessDocs Form

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Submit test application to ensure all SeamlessDocs fields are correct.

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Approve SeamlessDocs form to be launched.

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

UI Step
SeamlessDocs Form is now ready for Deployment.

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Versions Compared

Old Version 28

New Version 29

Key

Introduction

Process Overview

Procedures

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Page History

Versions Compared

Old Version 28

New Version 29

Key

Introduction

Process Overview

Procedures