Create Upload Document and Sign Workflow Process

The Upload Document and Sign workflow process enables admins and editors to request from a selected set of users to upload a specific set of documents to a specific Content Type. The same set of users (also known as One Uploads and Signs Document mode) or a different set of selected users (also known as One Uploads Document, One Signs mode) are asked to sign the uploaded documents. To create this workflow process, do the following steps:

  • Go to Workflow Viewer in Workflow View and click on the Workflow Wizard button.
  • In the first step of the wizard select Upload Document and Sign from the list of workflow processes. You can:
    1. select the Study in which this workflow process is created
    2. Optionally modify the workflow process description and name
    3. Select the category to which the new workflow process will be added
    4. Select whether this workflow process should be started immediately after its creation
    5. Specify whether or not to notify the workflow initiator upon process completion.
  • The Document Assignee and Signer list includes two options: One Uploads and Signs Document (default) and One Uploads Document, One Signs. The first option enables one set of persons to upload the required documents and sign them. The second option enables two different sets of persons to upload the required documents and sign them.
  • If you select the option One Uploads Document, One Signs, then another list will appear with two options: Multiple Documents, Single Signer and Single Document, Multiple Signers. To move to the next step of the wizard, click Next.
  • In the Upload Document step, select the Content Type to which documents will be uploaded, select document type, and specify names of these documents using the plus green button. After you add at least one document name, the list of persons is enabled for selection (persons who will be notified by Email and/or SMS to upload the required documents). The list of persons is displayed by Organization, where you can mark persons and click on the Add button to add them to the Recipients list. You can add more document types and persons to the recipients list. Additionally, you can delete any entry in this list by selecting this entry and clicking on the Delete button. Furthermore, you can export the content of the recipients list to a CSV file by clicking the Export button. Finally, you can add a customized message that will be appended to the notification message, select upload start and due dates, and specify any required Metadata. To move to the next step, click Next.
  • In the Notify Signers step (may not show in the wizard due to selection in the first step), you should select persons who should sign the uploaded documents. This step shows two lists, the one at the left hand side shows persons (by Organization) and names for documents to be uploaded (selected in the previous step). The list to the right shows all persons grouped by Organization.
  • To select persons who should sign the uploaded documents, drag document name from the left and drop them at the selected persons at the right and document names will be displayed below the selected persons. You can also specify signing start, due dates, and specify the frequency of email reminders sent to signers. To move to the next step of the wizard, click Next
  • In the Signing Plan step, you specify signing details including the location of the signature block where signers should sign (also called signing plan options):
    • If you selected Multiple Documents, Single Signer, then signing plan options are Default, where signature block is placed at the bottom right corner of the last page, or Manual, where signer could manually select the location of the signature block.
    • If you selected Single Document, Multiple Signers, then only the Manual option is provided. To move to the last step of the wizard, click Next.
  • The final step of the wizard provides workflow summary. Click Finish to conclude the wizard and create the workflow process.