Procedure
Introduction
SeamlessDocs Business Procedure step by step guideline.
Process Overview
Procedures
Download SeamlessDocs Templates
Download attached SeamlessDocs template (word file). Use this document to add top-of-page text or a blurb about the from, section names, and/or certification statements (if any) to the form.
Download attached Data Dictionary (excel file). List all of the data fields you'd like to capture in the form (including attachments) in the attached file.
Download attached Email SeamlessDocs template (word file). There's some pre-written material to get you started. SeamlessDocs will send the first two notices. When the form is submitted, the first one appears on the screen. The second will be in the email copy that the user and an internal mailbox are sent after the application is submitted. Additionally, please prepare any manual email notifications you may send out during the form review process as part of the Marketing evaluation. The examples in the file are from program applications that are typically approved or rejected.
Share completed SeamlessDocs Templates with the Strategic Operation Team (Shaun/Sheila) to get started.
Strategic Operation Team (Shaun/Sheila) will create a draft SeamlessDocs form and share it with Program Manager.
Review and Approve Draft SeamlessDocs form
Review after receiving the SeamlessDocs draft form link from Strategic Operations team
Make any necessary changes required and share it via email.
After final review of the draft form send Approval to Strategic Operation to start getting required Approvals.
Connect with you Department’s Attorney
Connect with you Department’s Attorney to confirm if 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.
Share legal's confirmation or legal statement with the Strategic Operations team.
Open a Data Governance Ticket
Strategic Operations team will connect Program manager with Data Governance to classify Data fields on the SeamlessDocs form.
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
Data Governance will schedule a meeting to go over the Information Asset Worksheet.
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.
Include Data Classification Status page link
Complete E-signature Analysis with Contracts
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.
After completing E-signature template with Legal a updated version of the (Terms and Conditions or Attestation will be provided to be included in the SeamlessDocs form)
Content Review for SeamlessDocs form is done by Cory Nicosia in Marketing.
A Marketing ticket will be initiated by the Strategetic Operation team to complete content review.
Marketing needs about 2 weeks to complete a SeamlessDocs form review.
After 2 weeks, marketing will share the SeamlessDocs form and email templates with comments.
PM will accept marketing input for inclusion on the SeamlessDocs form.
Test final version of SeamlessDocs form
Submit test application to ensure all SeamlessDocs fields are correct.
Approve SeamlessDocs form to be launched.
Strategic Ops team will reset tracking number and delete all test submissions.
SeamlessDocs Form is ready for deployment.
Overview
Content Tools