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SeamlessDocs: Form Design and Approval Process |
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| Info |
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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. 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. |
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Procedure |
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IntroductionSeamlessDocs Business Procedure step by step guideline. |
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| title | SeamlessDocs Business Process |
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Process Overview
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Procedures
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| title | Strategic Operations and Program Staff Form Design |
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| | Info |
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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. |
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the SeamlessDocs Word Template 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
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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. Program staff should complete columns A thru E. The Strategic Ops team member will help complete the other columns. |
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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 must include: - On the screen message - a message the user will see on the screen after the application is submitted.
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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 Program Manager. |
- 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, Procedure 6. |
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Submit the completed SeamlessDocs Templates to the Strategic Operation Team via email or via help desk ticket to initiate the process. |
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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/ will indicate the program/form name. Staff may suggest a preferred name for the form. |
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provide by Strategic Operations |
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Use the word copy to note any changes (using Tracking Changes). |
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Submit edits to Strategic Operations team via email. |
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| title | Legal Review |
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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. |
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your Department’s Attorney to |
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draft any legal statements (Terms & Conditions, Attestation checkbox, |
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Send Legal Statement and details on electronic signature needs (as applicable) to Strategic Operations team via email. |
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| title | 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. |
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A Data Governance ticket will need to be created in order to Classify the Data. Link to the ticket creation
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Information Asset Worksheet ticket creation
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Ticket Creation Steps |
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Data Governance will schedule a meeting to go over the Information Asset Worksheet.
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Ticket Creation Steps |
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Once Data is classified (Low or High) by Data Governance team a copy of the Data Dictionary will be shared with PM and Strategic Ops team.
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Ticket Creation Steps |
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Include Data Classification Status page link |
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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. |
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The Strategic Operations team will notify Data Governance that a new SeamlessDocs form is being created and requires data classification. |
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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 | Electronic Risk 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 to NEIS for Sara LeCain’s review and approval. Strategic Operation team can connect PM with Tom once we have a solid draft of the SeamlessDocs form. |
| | Info |
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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 purpose of this step is to confirm that collecting an electronic signature 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. |
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Work with Contracts, Tom Rood, to complete the Electronic Signature Risk Analysis Template and route for Legal Approval. |
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Notify Strategic Operations team when the Electronic Signature Risk Analysis is complete. Also provide if any updates legal statements are applicable. |
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| title | Marketing Content Review |
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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 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. |
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Strategic Operation team open a Marketing Collaboration Ticket to initiate SeamlessDocs form Content Review. |
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Marketing, Cory Nicosia, reviews SeamlessDocs form and email |
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Marketing submits comments via Marketing Collaboration Ticket. |
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Strategic Operation team will provide responses to any SeamlessDocs related comments. Program Staff is responsible for reviewing comments, providing responses and Discussing/Agreeing with Marketing on Final Language. |
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| title | Form Launch |
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| After the Marketing feedback is received and addressed, Strategic Operation team will update the SeamlessDocs form to incorporate the changes. |
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| Program staff is required to review the updated form and confirm everything reads correctly. |
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Strategic Operation team will notify Program staff via Email that the form has been Updated and is ready for Review. |
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Program staff reviews updated form and provide Email Confirmation that the form is ready for Launch. | Tip |
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| Note - Program staff is encourage to submit test application to confirm that the messages and email notices are correct. |
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Strategic Operation team confirms the Data Classification and Electronic Signature Analysis steps are also complete. |
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Operation team deletes Test submissions, Resets Tracking Number on SeamlessDocs. |
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Strategic Operation notifies program staff that form is Ready for External Use. |
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