Procedure
Introduction
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.
Process Overview
Procedures
Strategic Operations and Program Staff Form Design
Download the SeamlessDocs Word Templateto 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.
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. Program staff should complete columns A thru E. The Strategic Ops team member will help complete the other columns.
Download the attached 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.
- 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 6.
Submit the completed SeamlessDocs Templates to the Strategic Operation Team via email or via help desk ticket to initiate the process.
Program Staff Review
Review the SeamlessDocs link provide by Strategic Operations.
Use the word copy to note any changes (using Tracking Changes).
Submit edits to Strategic Operations team via email.
Legal Review
Connect with your Department’s Attorney to draft any legal statements (Terms & Conditions, Attestation checkbox, etc.).
Send Legal Statement and details on electronic signature needs (as applicable) to Strategic Operations team via email.
Data Classification
The Strategic Operations team will notify Data Governance that a new SeamlessDocs form is being created and requires data classification.
Complete the Information Asset Worksheet at Information Asset Identification Worksheet to start the process.
Note - Program staff may reach out to Data Governance, or schedule a meeting with Mary Burke, for assistance in completing this 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.
Electronic Risk Signature Analysis
Work with Contracts, Tom Rood, to complete the Electronic Signature Risk Analysis Template and route for Legal Approval.
Notify Strategic Operations team when the Electronic Signature Risk Analysis is complete. Also provide if any updates legal statements are applicable.
Marketing Content Review
Strategic Operation team open a Marketing Collaboration Ticket to initiate SeamlessDocs form Content Review.
Marketing, Cory Nicosia, reviews SeamlessDocs form and email notices.
Marketing submits comments via Marketing Collaboration Ticket.
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.
Form Launch
Program staff is required to review the updated Form and confirm everything reads correctly.
Strategic Operation team will notify Program staff via Email that the form has been Updated and is ready for Review.
Program staff reviews updated form and provide Email Confirmation that the form is ready for Launch.
Note - Program staff is encourage to submit test application to confirm that the messages and email notices are correct.
Strategic Operation team confirms the Data Classification and Electronic Signature Analysis steps are also Complete.
Strategic Operation team deletes Test submissions, Resets Tracking Number on SeamlessDocs.
Strategic Operation notifies program staff that form is Ready for External Use.
Overview
Content Tools