Aura - Panel

tab	1
styles	{"body":{},"header":{},"headline":{},"base":{"borderRadius":{"radius":4},"backgroundColor":{"color":"#fbf2ec"},"border":{"color":"#d87b42","style":"solid","width":1,"bottom":true,"top":true,"left":true,"right":true},"size":{}}}
body	<p><br /></p>

Procedure

Aura - Panel

tab	1
styles	{"body":{},"header":{},"headline":{},"base":{"borderRadius":{"radius":4},"backgroundColor":{"color":"#f0f0f0"}}}
body	<p><br /></p>

Introduction

This page provides details on the overall process for requesting 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, Contracts, Data Governance and Marketing.

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

Process Overview

draw.io Diagram

border	false

diagramName	SeamlessDocs Business Process
simpleViewer	false
links	auto
tbstyle	hidden
lbox	false
diagramWidth	1363
revision	7

Procedures

Aura - Tab Group

settings

{"generalSettings":{"tabSpacing":0,"tabWidth":40,"tabHeight":40,"direction":"vertical"},"activeSettings":{"backgroundColor":{"color":"#002d72"},"text":{"fontSize":16,"color":"#fff","textAlign":"left","fontWeight":"normal"}},"inactiveSettings":{"backgroundColor":{"color":"#f4f5f7"},"text":{"fontSize":16,"color":"#5e6c84","textAlign":"left","fontWeight":"normal"}},"contentSettings":{"backgroundColor":{"color":"#fff"},"boxShadow":{"shadows":[{"color":"rgba(0, 0, 0, 0.08)","is":"drop-shadow","x":0,"y":0,"blur":1,"spread":0},{"color":"rgba(0, 0, 0, 0.16)","x":0,"y":3,"blur":2,"spread":-2}]},"border":{"style":"solid","width":2,"top":false,"bottom":false,"left":true,"right":false,"color":"#002d72"},"padding":{"top":10,"right":10,"bottom":10,"left":10}},"hoverSettings":{"backgroundColor":{"color":"#0073a4"},"text":{"fontSize":16,"color":"#ffffff","textAlign":"left","fontWeight":"normal"}}}

tab

1

Aura - Tab

title	Procedure 1

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Strategic Operations and Program Staff Form Design

UI Steps

size	small

Info

icon	false

It is recommended that program staff has a draft version of their form before reaching to Strategic Operations team to initiate the process.

Follow the steps to get copies of templates that can help you get started.

UI Step

Download the

UI Button

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

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

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

UI Button

color	blue
size	small
icon	download
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. Program staff should complete columns A thru E. The Strategic Ops team member will help complete the other columns.

UI Step

Download the attached

UI Button

color	blue
size	small
icon	download
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. The template includes some standard 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.
Receipt Notice - email confirmation sent to user upon 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 this template 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
Submit the completed SeamlessDocs Templates to the Strategic Operation Team via email or via help desk ticket to initiate the process.

Aura - Tab

title	Procedure 2

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Program Staff Review

UI Steps

size	small

Info

icon	false

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 in red included after /f/ will indicate the program/form name. Staff may suggest a preferred name for the form.

UI Step
Review the SeamlessDocs link provide by Strategic Operations.

UI Step
Use the word copy to note any changes (using Tracking Changes).

UI Step
Submit edits to Strategic Operations team via email.

Aura - Tab

title	Procedure 3

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Legal Review

UI Steps

size	small

Info

icon	false

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.

UI Step
Connect with your Department’s Attorney to draft any legal statements (Terms & Conditions, Attestation checkbox, etc.).

UI Step
Send Legal Statement and details on electronic signature needs (as applicable) to Strategic Operations team via email.

Aura - Tab

title	Procedure 4

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Data Classification

UI Steps

size	small

Info

icon	false

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 Step
The Strategic Operations team will notify Data Governance that a new SeamlessDocs form is being created and requires data classification.

UI Step

Complete the Information Asset Worksheet at Information Asset Identification Worksheet to start the process.

Tip
Note - Program staff may reach to Data Governance, Mary Burke, for assistance in completing this step.

UI Step

Once the 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.

Aura - Tab

title	Procedure 5

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Electronic Risk Signature Analysis

UI Steps

size	small

Info

icon	false

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 purpose of this step is to confirm that collecting an electronic signature in place of a wet-signature is acceptable.

UI Step
Work with Contracts, Tom Rood, to complete the Electronic Signature Risk Analysis Template and route for Legal Approval.

UI Step
Notify Strategic Operations team when the Electronic Signature Risk Analysis is complete. Also provide if any updates legal statements are applicable.

Aura - Tab

title	Procedure 6

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Marketing Content Review

UI Steps

size	small

Info

icon	false

Any external facing documents, including but not limited to: SeamlessDocs, form fillable forms, etc. must be reviewed and approved by Marketing before the form can be used externally.

The Strategic Operations team can help coordinate the SeamlessDocs content review by opening the Marketing Collaboration Ticket to initiate the review.

Marketing staff is usually given 1 and 1/2 week to review/provide feedback on the form. If a shorter deadline is required, please make sure to communicate your needs to the Strategic Operation team.

UI Step
Strategic Operation team open a Marketing Collaboration Ticket to initiate SeamlessDocs form Content Review.

UI Step
Marketing, Cory Nicosia, reviews SeamlessDocs form and email notices.

UI Step
Marketing submits comments via Marketing Collaboration Ticket.

UI Step
Strategic Operation team will provide responses to any SeamlessDocs related comments. Program Staff is responsible for reviewing comments, providing responses and discussingDiscussing/agreeing Agreeing with Marketing on final language Final Language.

Aura - Tab

title	Procedure 7

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Form Launch

UI Steps

size	small

Info

icon	false

After the Marketing feedback is received and addressed, Strategic Operation team will update the SeamlessDocs form to incorporate the changes.

Warning
Program staff is required to review the updated Form and confirm everything reads correctly.

UI Step
Strategic Operation team will notify Program staff via email Email that the form has been updates Updated and is ready for review Review.

UI Step

Program staff reviews updated form and provide email confirmation Email Confirmation that the form is ready for launch Launch.

Tip
Note - Program staff is encourage to submit test application to confirm that the messages and email notices are correct.

UI Step
Strategic Operation team confirms the data classification and electronic signature analysis Data Classification and Electronic Signature Analysis steps are also complete Complete.

UI Step
Strategic Operation team deletes test Test submissions, resets Resets Tracking Number on SeamlessDocs.

UI Step
Strategic Operation notifies program staff that form is ready Ready for external use External Use.

HTML

<style type="text/css">
.aura-tab-content {
margin-top: 0px!important;
padding-top: 0px!important;
}
.aura-panel {
margin-top: 0px!important;
margin-left: 0px!important;
}
.innerCell .aura-panel-52626c0d34d94b78 {
margin-top:0px!important;
pargin-bottom:0px!important;
}
.innerCell .aura-panel-c0e672c33f953867 {
margin-top:0px!important;
pargin-bottom:0px!important;
}
.aura-body {
padding-top: 10px!important;
padding-bottom: 10px!important;
padding-left: 10px!important;
padding-right: 10px!important;
}
.panel, .alertPanel, .infoPanel {
margin-top: 0px!important;
}
.panelHeader {
font-size: 20px;
padding-top: 5px!important;
padding-bottom: 5px!important;
}
.panelContent {
display: none;
}
</style>

Page tree

Versions Compared

Old Version 62

New Version 63

Key

Introduction

Process Overview

Procedures

Page tree

Page History

Versions Compared

Old Version 62

New Version 63

Key

Introduction

Process Overview

Procedures