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SeamlessDocs: Form Design and Approval Process |
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Procedure
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IntroductionSeamlessDocs Business Procedure step by step guideline. |
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SeamlessDocs is a tool for creating web-based forms to collect data. Once forms are created, a hyperlink is generated which is then shared with the end-users. SeamlessDocs forms are recommended for programs/teams looking for a automated way for collecting data. Some of the best use cases for SeamlessDocs form(s) are:
SeamlessDocs allows form creators to define data fields required for data collection, including allowing for attachment uploads. When designing a SeamlessDocs form, keeping it simple is best. The web-based forms does not allow respondents to save pre-populated information for form completion at a later time. Therefore, forms should be concise, allowing end-users to complete within a few minutes. This page provides details on the overall process for requesting and launching a SeamlessDocs form. Click in each of the process tabs 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 from multiple departments such as: Legal, Contract, 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:
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Process Overview
Procedures
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| title | Procedure 1 |
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| title | Download SeamlessDocs Templates |
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Download the attached |
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Download the attached |
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Download the attached |
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Share completed SeamlessDocs Templates with the Strategic Operation Team (Shaun/Sheila) to get started. |
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Strategic Operation Team (Shaun/Sheila) will create a draft SeamlessDocs form and share it with the Program Manager. |
| title | Procedure 2 |
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| title | Review and Approve the Draft SeamlessDocs form |
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Review after receiving the SeamlessDocs draft form link from the Strategic Operations team |
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Make any necessary changes required and share it via email. |
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After a final review of the draft form send Approval to Strategic Operation to start getting required Approvals. |
| title | Procedure 3 |
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| title | Connect with your Department’s Attorney |
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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. |
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Share legal's confirmation or legal statement with the Strategic Operations team. |
| title | Procedure 4 |
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| title | Data Classification |
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Data Classification Data Classification (C-I-A) Guidelines |
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The Strategic Operations team will connect the Program manager with Data Governance to classify Data fields on the SeamlessDocs form. |
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A Data Governance ticket will need to be created in order to Classify the Data. Link to the ticket creation. |
Information Asset Worksheet ticket creation
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Ticket Creation Steps |
Data Governance will schedule a meeting to go over the Information Asset Worksheet.
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Ticket Creation Steps |
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.
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Ticket Creation Steps |
| title | Procedure 5 |
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| title | E-signature Analysis |
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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) 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. |
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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) |
| title | Procedure 6 |
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| title | Content Review |
| size | small |
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A Marketing ticket will be initiated by the Strategetic Operation team to complete the content review. |
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Marketing needs about 2 weeks to complete a SeamlessDocs form review. |
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After 2 weeks, marketing will share the SeamlessDocs form and email templates with comments. |
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PM will accept marketing input for inclusion on the SeamlessDocs form. |
| 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. |
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The Strategic Ops team will reset the tracking number and delete all test submissions. |
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SeamlessDocs Form is ready for deployment. |
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Procedure |
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IntroductionSeamlessDocs Business Procedure step by step guideline. |
Process Overview
Procedures
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Overview
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