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SeamlessDocs: Form Design and Approval Process

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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:

Open enrollment solicitations applications where the program does not have a system set up to collect application data
Targeted reporting where data is collected on a scheduled frequency
To automate data collection (instead of using PDF form-fillable or paper applications)

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.

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Procedure

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Introduction

This page provides details on the overall process for requesting and launching a SeamlessDocs form. Click in each of the process steps boxes 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 by from multiple department departments such as: Legal, ContractsContract, 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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Procedures

13

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1

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title	Procedure 1

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title	Program Staff Download 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.

Strategic Operations and Program Staff Form Design

small

UI Steps

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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 Steps

size

UI Step

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 the SeamlessDocs Word Template to start 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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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

the Data Dictionary 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 Program staff should complete columns A thru DE. The Strategic Ops team member will help complete the other columns.

UI Step

Download the attached

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

the SeamlessDocs Email Template to include the details for the email notices. The template includes some standard notices to help you get started. All SeamlessDocs 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 Procedure 6.

UI Step
Share Submit the completed SeamlessDocs Templates with to the Strategic Operation Team (Shaun Nurul) via email or via help desk ticket to initiate the process.

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title	Procedure 2

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title	Program Staff Review

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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/

(red color)

will indicate the program/form name. Staff may suggest a

desired

preferred name for

their

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.

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title	Procedure 3

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title	Program staff works with Department’s AttorneyLegal Review

UI Steps

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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.

Note that procedures 3, 4, and 5 of this process occur in parallel meaning they should be engaged simultaneously.

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

UI Step
Send legal statement 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

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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. To complete the Data Classification, you must know the source and the location of the data storage. For more details on Data Classification, please review the Data Classification (C-I-A) Guidelines and Preview of Information Asset Identification Worksheet.

Note that procedures 3, 4, and 5 of this process occur in parallel meaning they should be engaged simultaneously.

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 Identification Worksheet. For guidance on how to complete the worksheet, access Preview of Information Asset Identification Worksheet to start the process.Note - .

Tip

icon	false

Note - the link above to the Information Asset Identification Worksheet only works if you are in the office or logged into your VM.
Program staff may reach out to Data Governance, or schedule a meeting with 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. The Information Asset Worksheet should also be shared with Legal.

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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title	Electronic Risk Signature Analysis

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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

purpose of this step is to confirm that

if a form requires a signature, that

collecting an electronic signature

is acceptable

in place of a wet-signature is acceptable.

Note that procedures 3, 4, and 5 of this process occur in parallel meaning they should be engaged simultaneously.

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 notify provide if any updates to form legal statements are requiredapplicable.

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title	Procedure 6

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title	Marketing Content Review

UI Steps

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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

and help open/submit a

by opening the Marketing Collaboration Ticket to initiate the review.

Marketing staff is usually given 1 and 1/

5

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 PM is responsible for reviewing comments, providing responses and discussingDiscussing/agreeing Agreeing with Marketing on final form language Final Language.

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title	Procedure 7

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title	SeamlessDocs Form Launch

UI Steps

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

Warning

icon	false

Program staff is required to review the updated

form and

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

icon	false

Note -

program

Program staff is

encourage to

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 steps are also complete.

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

UI Step
Strategic Operation notifies program staff that form is Ready for External Use deletes test submissions, reset Tracking Number SeamlessDocs and confirm form is ready for launch.

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