Procedure
Introduction
This page provides details on the overall process for creating and launching a SeamlessDocs form.
Click in each of the process steps boxes to see more details for each step. If you have any questions or would like to request a SeamlessDocs form, please reach out to Nurul Shaun.
Process Overview
Procedures
Download SeamlessDocs Templates
Download the SeamlessDocs Templateto starting 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.
Download the attached 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 columns A thru D. The Strategic Ops team member will help complete the other columns.
Download the attached SeamlessDocs Email Template to include the email notices for the form. The template includes some standard email notices to help you get started. All SeamlessDocs must include:
- On the screen message - message the user will see on the screen after the application is submitted.
- Application Receipt Notice - email confirmation sent to user who submitted the form.
Additionally, as applicable, you may include any manual email notifications that will be sent to user as part of the application review. The examples on the template forms reflect use cases where applications are usually approved, rejected or required additional information for review.
Note - All email templates must be reviewed and approved by Marketing during content review, Step 6.
Share the completed SeamlessDocs Templates with the Strategic Operation Team (Shaun Nurul) to get initiate the process of creating your form in the SeamlessDocs tool.
Strategic Operation Team will create a draft form and share the link for review and feedback.
Review and Approve the Draft SeamlessDocs form
Review after receiving the SeamlessDocs Draft form link from the Strategic Operations team.
Make any necessary changes required and share it via Email.
After a final review of the draft form send Approval to Strategic Operation to start getting required Approvals.
Connect with your Department’s Attorney
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.
Share legal's confirmation or legal statement with the Strategic Operations team.
Data Classification
Data Classification Data Classification (C-I-A) Guidelines
The Strategic Operations team will connect the 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.
Information Asset Worksheet ticket Creation Preview of Information Asset Identification Worksheet
Data Governance will schedule a meeting to go over the Information Asset Worksheet. If PM needs help completing the list.
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.
E-signature Analysis
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.
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).
Content Review
A Marketing Ticket will be initiated by the Strategic Operation team to complete the 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.
Approve SeamlessDocs Form
Submit test application to ensure all SeamlessDocs fields are correct.
Approve SeamlessDocs form to be launched.
The Strategic Ops team will reset the Tracking Number and delete all Test submissions.
SeamlessDocs Form is now ready for Deployment.
Overview
Content Tools