Latest update: April 2018

User Manual

Workflow Manager

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Preface This manual with give you a basic understanding how to transfer all kinds of internal processes into the effacts database and manage them better than ever. By following this manual in order you will be able to quickly start building your own workflows and manage them. Administrator, Editor or equivalent access to an effacts system is required. Please contact your effacts Administrator if you do not have a username and password. If you require further assistance with logging in, please contact effacts Support.

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Contents

1 Introduction 4

2 Definitions 5

3 User rights 6

4 All users: Completing a Task 7

4.1 Multiple places to complete a Task. 7 4.2 Complete a Confirm Task 9 4.3 Complete an Approve task 10 4.4 Complete an Upload task 10 4.5 Complete an Internal Sign task 10

5 Editor: Create and manage Workflows 12

5.1 Create single tasks 12 5.2 Task dashboard 14 5.3 Workflow templates 15 5.3.1 Create a Workflow template 16 5.3.2 Manage Templates 18 5.3.3 Using templates 19 5.3.4 Different Task statuses 21 5.3.5 Task sequence 21 5.3.6 Configuring consequence on the Approval Task / Multiple tasks 22

6 Frequently Asked Questions 24

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1 Introduction

Certain processes within an organization like a formal approval flow, a checklist on a compliance matter or gathering and uploading corporate documents are usually managed by e-mail. However, this can be very time consuming and rather difficult to track the progress or log the actions. Therefore, a solution is needed that makes it possible for legal departments to efficiently manage their task and processes that are directly related to their legal matters (contracts, corporate files, compliance etc.). That’s why the Task Manager feature was built to make the following possible:

- Easier / faster way of facilitating processes related to legal matters - More control over active processes - Auditing/logging of tasks and related processes.

Finally, here are the tasks we will cover in this Taskflow Manager User manual

- Create a Single task or Workflow - Manage simple and complex workflows. - Complete tasks on any mobile device. - Create your own Template.

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2 Definitions This chapter outlines the difference between a Single Task and a Workflow and what these have in common. Single Task: A task can be assigned to a single person or to a workflow. We can distinguish different task types and each of them can be completed in a certain way. The table below gives you a short description of each task type.

General use case Actions

Approval Request

Gather stakeholder decisions within a contract negotiation process.

Assignee declines: workflow can continue, stop, or return to a previous task.

Confirmation Task

Keep track of milestones, steps, or actions within a dossier.

Assignee confirms: workflow continues.

Sign Task*

Gather signatures on a document at key stages of a dossier or project life

cycle.

Assignee signs document through DocuSign/Adobe Sign, the signed version is then

added to the dossier.

Upload Task Request the latest version of a document prior to a sign request.

Assignee uploads document. It is then added to the dossier.

* Requires DocuSign/Adobe Sign. If you do not currently have either, contact your Account Manager to inquire about our solutions. Workflows:

Task Workflows within effacts can be used to keep track of your organization’s progress, remind users of their responsibilities, or to integrate your existing processes within your effacts database. To get an idea how the design of a workflow looks like, an example is shown in figure 1.

Figure 1: Workflows & Single Tasks

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3 User rights The table below gives an idea of how the rights are divided among the different roles. Please note that the next chapters will contain a login role name, so you can decide if it is relevant to you.

Role / Action Complete assigned Tasks

Fully Manage Task templates

Usage of created templates

Create / Manage Workflows

All users x

Editor x x

Administrator x x x x

Table: User rights Taskflow manager

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4 All users: Completing a Task Chapter two explained what kind of task types exists. In this chapter we turn our attention how to complete each of these tasks.

4.1 Multiple places to complete a Task. Once a task has been assigned to you, there are multiple places to complete any of these task types. Each of them are explained below. Option 1: From My tasks screen At the top you see the Task Workflow icon as shown in figure. Clicking the icon will forward you to a screen with your remaining tasks (Figure 2).

Figure 2: Taskflow manager icon. Clicking the icon will forward you to another screen where all your open or past tasks are shown. The number next to the icon indicates the number of currently open tasks for the currently active user. The button as shown in figure 3, can be used to complete the task.

Figure 3: Remaining tasks & complete button.

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The “My tasks” screen displays all currently active tasks for the active user. From there, they have also the option to.

• Filter tasks by Matter Type (NDA, Appointment…) or Status (Open, Completed).

• Complete tasks, including approve/decline a task or upload a document.

• Reassign tasks to another or multiple other users,

• View matter that the task pertains to, or Details of the task. Option 2: From a dossier (i.e. a contract) Also at the dossier level you can complete a task. Click at the tab Tasks and use the button [Complete task] (Figure 4).

Figure 4: Complete task button Option 3: from an invitation the user got This is one of the most flexible options, because once a task has been assigned, the task owner will receive an email notification (Figure 5). In this way you can easily complete tasks on your mobile device wherever you are, if the email functionality has configured on the device.

Figure 5: E-mail notification Clicking the button [Log in to viewer app] as shown in the e-mail will forward you to a web-based application. One of the standard icons available on the dashboard called Tasks, shows you the number of remaining tasks (Figure 6).

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Figure 6: Number of remaining tasks. Clicking the icon will forward you to a screen with the list of remaining tasks. Here you can use two buttons to complete the task(s) (Figure 7).

Figure 7: buttons with the option complete task Now you know where you can find the buttons to complete a task, the following paragraphs will outline how to complete the task.

4.2 Complete a Confirm Task After clicking the button [complete task], a pop-up screen appears (Figure 8). If necessary you can add a comment to explain why you didn’t do it. Click the button [confirm] to complete task.

Figure 8: Confirm Task form

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4.3 Complete an Approve task After clicking the button [complete task], a pop-up screen appears (Figure 9). Here you can click the button [approve] or [reject]. If for some reason you need to reject the task, a comment is required.

Figure 9: Approve task form

4.4 Complete an Upload task After clicking the button [complete task], a pop-up screen appears. Click the button as shown in figure 10 to upload the correct file. You can add a comment if necessary then click the button [complete task] to finalize the form.

Figure 10: Upload task form

4.5 Complete an Internal Sign task After clicking the button [complete task], the system will forward you to the external application DocuSign (Figure). Here you can set your own signatures to the document and if ready choose the button [finish] (Figure 11 & 12). The signed document will be automatically sent to the dossier and can be found under the tab documents. If you are not familiar with DocuSign and require some assistance, please call the support desk.

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Figure 11: Redirecting to DocuSign

Figure 12: Finish your document

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5 Editor: Create and manage Workflows As an editor you may create different kinds of tasks and assign them to a Workflow. This chapter will give you an explanation how to create these Tasks and add them to a workflow. Besides we will expose the possibilities from a Workflow with some examples.

5.1 Create single tasks Standalone tasks can be created directly from a Dossier and assigned to any user. First click the Tasks tab and then the [New Task] button (Figure 13).

Figure 13: Tasks tab You are now able to select a Task type (Figure 14).

Figure 14: select a Task type

Once you select the Upload Task for example a new screen with some data entry fields will appear. Enter a

Description for the task, pick a Deadline for it and a Person to assign it to (Figure 15).

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Figure 15: Example Upload task

Your new Task is now displayed on the Dossier and visible to everyone (Figure 16). The assignee will receive a notification that a new Task has been assigned to them with a link to complete it (Figure 5)

Figure 16: Task shown at the Tasks tab

If you wish to make changes to or cancel your new Task, click the three-dot-menu as shown in the picture below.

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• Reassign Task will let you assign the task to a different user.

• Edit Task will let you change the task description, deadline, and other fields.

• Delete Task will remove the task from the Dossier entirely.

• Cancel Task will mark the task as Canceled, but it will remain on the Dossier.

5.2 Task dashboard The editor may create and manage all the workflow templates from the Tasks dashboard. This dashboard is divided in different parts with information or buttons (Figure 17). To get an idea of what you see, each part will be explained below.

Figure 17: Tasks dashboard

Actions:

1. Bulk tasks creation: Use this button if you want to assign tasks on for a great amount of matters.

2. Reassign tasks: Use this button if you want to reassign a large number of tasks.

3. Templates: Use this button if you want to create a new Workflow template with one or more Workflows.

Overviews:

Clicking one of the buttons will show you the information directly on the right.

4. Tasks: an overview of all created tasks in the system

4. My Tasks: an overview of all your open and past tasks

4. Workflows: an overview of all existing workflows in the system.

Chart: 5. This Pie chart gives you an overview of all Tasks, My tasks and workflows divided by status.

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5.3 Workflow templates

In addition to creating tasks, the editor has the rights to create Workflow templates. A Workflow template containing

one or multiple workflows may be added to Dossiers. The box below gives a short explanation of a Task Workflow.

Workflow Templates are particularly useful if you need to add the same tasks to every similar dossier: for instance, if

your organization has a specific process in place for contract approval, you can create a “Contract Approval Workflow

Template” that will add the same tasks in the same orders as desired. Below is an example (Figure 18).

Figure 18: Workflow example

effacts Tasks Workflow:

Tasks Workflows are groups of Tasks that tie together logically within a dossier, and may or may not need to be

completed following a predefined order. If an order is set, each task will need to be completed by the assignee

before the next task can be completed.

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5.3.1 Create a Workflow template

Once you click on the [templates] button on the left at the Task dashboard, the system will forward you to another

screen in where you can create a template (Figure 19)

Figure 19: button to Create a template

Clicking the button [Create template] will forward you to a form with some data entry fields (Figure 20). Each of

these fields are explained below:

Figure 20: Create Template form

• Matter Type defines where the template will be available for use. If you do not specify a matter type, the template will be available for use everywhere.

• Title is the name of your Template and will be shown when picking a Template.

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Once your Template is created, you can add workflows to it by clicking at the button [New Workflow] (Figure 21).

Figure 21: New workflow button

On the New Workflow screen, enter a Title and a Description, indicate whether the specified order should be

followed or not and finally add Tasks to the workflow. If Enforced Order is set to yes, tasks will imperatively need to

be completed in the order specified when creating the workflow (Figure 22).

Figure 22: New workflow form

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NOTE: Tasks can be reassigned in bulk (i.e. all tasks assigned to Person A moved to Person B). Once you have added Tasks to your Workflow, you can choose to edit/delete tasks, add more tasks, or save the

Workflow. If you wish to have multiple Workflows within your Template, simply click New Workflow again.

5.3.2 Manage Templates The template screen shows all available templates in the database to Administrators (Figure 23). Simply click one of them and you can edit the content of the template (Figure 24). Or if you want to delete a template, use the trash can next to it (Figure 23).

Figure 23: Existing templates

Figure 24: Change content from the template

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5.3.3 Using templates

Once a template has been defined, an editor can add this Template from any matching dossier by going to the Tasks tab page and clicking Add workflow template (Figure 25).

Figure 25: button Add workflow template Select or search for a Template in the list. Clicking the “eye” icon will show a preview of the Template, while clicking the “plus” icon will add it to the Dossier (Figure 26).

Figure 26: Preview of the template or add it to the dossier.

Once the workflows have been added, you may reassign tasks and (if necessary) enable them. You can enable a

single workflow, see figure 27.

Figure 27: Enable the workflow

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Figure 28: Enable the workflow by switching the button at the right upper corner to green.

Or enable more workflows at once, see figure 29.

Figure 29: Enable more workflows at once

Changes can be made to each workflow by clicking it (Figure 30).

Figure 30: Current workflows

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5.3.4 Different Task statuses Once you have assigned a task to a user, it is possible to follow the status of each task in the group. An explanation of each status can be found in the table below.

Status Explanation

Created Task defined, but cannot be part of an active process (because it’s part of a task template or the task group is not ‘enabled’)

Open Task can be completed by user, this also means user has received email notification

Waiting Task is part of active process, however is waiting for other tasks to be completed with a lower ‘order’

Completed An upload or confirm task that was completed by user

Approved Approval task was approved

Rejected Approval or sign task was rejected

Canceled Task was cancelled due to an approval task that was rejected earlier in the process

5.3.5 Task sequence

Within a process it can be necessary to determine the task sequence, therefore we configured the Order field, where you can enter a number (Figure 31).

Figure 31: Enter a number to determine the sequence. The ordering of a task determines which task should be executed first. This means the 2nd task can only be completed after the first (and so on). The tasks ordering can be done sequential 1-2-3 or parallel 1-1-1 or both 1-1-1-2. Parallel tasks can be executed at the same time. The user only receives an email if it is their turn to complete the task. Figure 32 gives examples from different task sequences.

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Figure 32: Task sequence example 1

Figure 32: Task sequence example 2 5.3.6 Configuring consequence on the Approval Task / Multiple tasks

One of the powerful options that can be used in a Task group is the consequence. Below we will show you how this works with the Approval task in a group:

An approval task can be part of a group with multiple tasks in a certain order, e.g.:

1. Upload contract 2. Approve by finance 3. Approve by legal 4. Approve by CFO 5. Sign by CEO

It might be the case that finance approves in step 2 and legal rejects in step 3. The CFO in step 4 might still approve even though not everyone approves. However, if the CFO rejects in step 4, the CEO shouldn’t be bothered to sign. To support business rules like this, there’s an option on the approval tasks, ‘consequence’ to indicate what should happen in case the user ‘rejects’ (Figure 33).

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Figure 33: Decide the consequence for the flow after a user rejects.

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6 Frequently Asked Questions Q. Who can create tasks? A. Tasks can be created by any user with Edit permissions on a Dossier.

Q. Who can tasks be assigned to? Who can complete tasks? A. Tasks can be assigned to any user who has access to the Dossier.

Tasks can be completed by any user who has access to the Dossier. Upload Tasks require Edit permissions on the Dossier.

Q. Can new types of tasks be added? A. At present, only the task types present in the system can be used.

Q. Can assignees add comments when completing a task? A. When completing a task, assignees will have the option of adding a comment which will then be visible in

the “Tasks” tab page for each Dossier. Comments may also be made mandatory for certain tasks.

Q. Can tasks be given an order within a workflow? A. Tasks can be given an order within a workflow.

If “Enforced Order” is set to “Yes”, tasks can only be completed in the order specified.

Q. What are “dossier type” for templates? What if none is specified? A. Specifying a Dossier Type for a Template means it will only appear for the selected dossier type. This is

particularly useful if you have many templates or many dossier types. If no type is specified, the Template will be available across all Types.

Q. Are Task Workflows accessible from the Viewer app? A. Tasks can be viewed and completed from the Viewer app.

Q. Why can’t I create a Sign Task? A. Using the Sign Task requires having DocuSign or Adobe Sign implemented into your database.

• If this is already the case but you do not see the Sign Task, please contact Support.

• If you wish to learn more about eSignature integration within your effacts system, please contact your Account Manager to ask about your options.