xpertdoc smart flows tm
TRANSCRIPT
Xpertdoc Smart Flows 4.2 | Release Preview Guide - April 2019 1 | 13
Xpertdoc Smart FlowsTM v. 4.2 Release Preview Guide April 2019, Xpertdoc Technologies, Inc.
© 2019 - All rights reserved
Xpertdoc Smart Flows 4.2 | Release Preview Guide - April 2019 2 | 13
Xpertdoc Smart Flows v. 4.2 Release Preview Guide
Introduction We are excited to announce general availability of a new release on the Xpertdoc Smart Flows
product roadmap. Xpertdoc Smart Flows 4.2 is all about connectivity and platform robustness. It’s
the logical next step in the realization of Xpertdoc’s continuous striving to help you create, store and
deliver better documents, faster.
Better Documents. Faster.
Focus on Connectivity This release of Xpertdoc Smart Flows marks the introduction of three new connectors. A full-blown
turn-key integration for Sugar allows end users of this leading Customer relationship and
engagement platform to execute document flows right from within the Sugar user interface, deliver
documents and store them against their Sugar records. The Microsoft Dynamics 365 for Customer
Engagement connectors have been updated to work wit the latest versions of Microsoft’s customer
engagement platform and to better support on-premise deployments.
Xpertdoc Smart Flows 4.2 has two additional connectors to leading e-signature providers. The
AdobeSign connector lets you create and deliver agreements via the Adobe Sign e-signature
platform (formerly known as EchoSign), whereas the OneSpan Sign (formerly known as eSignLive)
connector allows you to include the creation and delivery of OneSpan Sign transaction packages as
part of your smart flows.
The Xpertdoc Portal integration has been extended with the capability to pauze a smart flow, edit a
generated document and then resume the flow with the edited document. Whether used for a quick
lay-out check or for a more standardized approval process, the send to Xpertdoc Content Manager
step empowers the end user to pauze, review and resume.
Focus on Platform Robustness The 4.2 release of Xpertdoc Smart Flows contains quite a few enhancements to the platform.
Enhanced queue orchestration will distribute server resources more equally among tenants in multi
tenant environments and timeout settings for flow execution stages will prevent server resources
from being blocked on a single task for too long. A new licensing app in the control panel will provide
tenant as well as on prem or private cloud admins a better overview of usage and allowances.
Xpertdoc Smart Flows 4.2 | Release Preview Guide - April 2019 3 | 13
Contents Introduction ............................................................................................................................................ 2
Focus on Connectivity ......................................................................................................................... 2
Focus on Platform Robustness ............................................................................................................ 2
Contents .................................................................................................................................................. 3
New Connectors ...................................................................................................................................... 4
Sugar ................................................................................................................................................... 4
Xpertdoc Smart Flows App Package for Sugar ................................................................................ 4
End User Experience ....................................................................................................................... 4
Data Set Builder, Template Builder and Flow Builder ..................................................................... 5
Upgrade from XperiDo for Sugar .................................................................................................... 7
Version Compatibility ...................................................................................................................... 7
AdobeSign ........................................................................................................................................... 7
OneSpan Sign ...................................................................................................................................... 8
Improvements to Connectors ................................................................................................................. 8
Microsoft Dynamics 365 ..................................................................................................................... 8
Support for Dynamics 365 for Customer Engagement v 9.1 .......................................................... 8
Improved Command Bar Controls for Unified Interface Apps ........................................................ 9
Enhanced Support for Microsoft Active Directory Federation Services (ADFS) Authentication .... 9
Xpertdoc Portal ................................................................................................................................. 10
Resume Flow from Xpertdoc Content Manager ........................................................................... 10
Platform Enhancements ....................................................................................................................... 11
Enhanced Licensing ........................................................................................................................... 11
Enhanced Queue Orchestration and Flow Stage Execution Timeout ............................................... 11
Improved Reporting .......................................................................................................................... 12
Xpertdoc Smart Flows 4.2 | Release Preview Guide - April 2019 4 | 13
New Connectors
Sugar Xpertdoc Smart Flows v. 4.2 contains a turn-key connector for Sugar. Sugar is one of the leading
platforms for Customer Engagement and Customer Relationship Management. The turn-key
integration allows Sugar customers to start the execution of document flows directly from within
Sugar, to deliver documents as body or attachment via Sugar e-mail and to create activity (task,
note) and document records in Sugar.
Xpertdoc Smart Flows App Package for Sugar The wizard that creates a connector to a Sugar instance, generates an App Package for Sugar that
you can upload into your Sugar instance via the Module Loader section of the Sugar admin panel.
The package installs three Xpertdoc Smart Flows Security Roles for users, an Xpertdoc Smart Flows
section on the Sugar admin panel and menu items for the list views and record views of all sidecar
modules. Backwards compatibility modules can be included as related modules in data sets, but are
not supported as primary modules to start a document flow execution.
End User Experience From any sidecar module, Sugar users can start pinned document flows from the Xpertdoc Quick
Flow dropdown. Alternatively, they can select and start flows from the Flow Execution Panel. This
panel provides a rich, intuitive and mobile-friendly step-by-step experience to all of their run
document flows. Flow selection can be filtered by user security role. That way you can make sure
that your sales reps for instance can only start document flows that are relevant to their role.
Xpertdoc Smart Flows 4.2 | Release Preview Guide - April 2019 5 | 13
Data Set Builder, Template Builder and Flow Builder The Xpertdoc Smart Flows Data Set Builder loads the module structure of your connected Sugar
instance. This allows business users with a non technical profile to create data sets, i.e. data
structure definitions of the data that Xpertdoc Smart Flows will collect from Sugar during document
flow executions.
Xpertdoc Smart Flows 4.2 | Release Preview Guide - April 2019 6 | 13
Standard Sugar data sets can be combined with Xpertdoc’s other data set types:
- Schema Data Sets – Schema data sets are defined by an uploaded XML Schema Definition
(XSD) file. During flow execution the flow collects corresponding data through a URL. The
flow step supports GET and POST operations with query string and headers.
- Custom Data Sets / Xpertdoc Smart FormsTM Data Sets – These data set types collect data
from user input during flow execution. They present a form to the end user. The data that
the user provides can be mapped in templates or drive conditional logic in the template
and/or the flow.
The data sets can be connected to templates which can be used standalone or as part of a
composition. You can design templates with the Xpertdoc Template Builder add-in for Microsoft
Word.
Xpertdoc Smart Flows has derived its name from its flow component. Flows are document
generation, output and delivery processes. The Flow Builder experience provides a visual designer to
create such flows without any coding. Specifically for Sugar, Flow Builder contains these steps:
- Collect data from Sugar – Collect data from the active or selected record(s) via a standard
data set.
- Store in Sugar – Create a new record in Sugar’s Document Module and attach the generated
document to it. The document record can be related to any other Sugar record on a sidecar
module that triggered the flow execution and as such appear in that record’s Documents
subpanel.
- Send e-mail (Sugar) – Use the e-mail settings in Sugar to send generated documents as body
and/or attachments.
- Create Note (Sugar) – Create a note in Sugar and attach a generated document
- Create Task (Sugar) – Create a task in Sugar and add a note with a generated document
attached to it.
Xpertdoc Smart Flows 4.2 | Release Preview Guide - April 2019 7 | 13
Upgrade from XperiDo for Sugar Coming from XperiDo for Sugar, you can export the your XperiDo project to an XPA (XperiDo Project
Archive) file through the XBintegrator Admin Console client. The XPA file can be imported into the
newly set-up Xpertdoc Smart Flows project via the built-in import function.
If you are migrating from XperiDo in the Cloud, the Xpertdoc Professional Services team can perform
the upgrade on your behalf.
Version Compatibility For updates on version compatibility between Xpertdoc Smart Flows versions and Sugar versions,
please refer regularly to https://kb.xpertdoc.com/pages/viewpage.action?pageId=36667398.
AdobeSign AdobeSign, formerly known as EchoSign is one of the world’s leading e-signature platforms. With it,
you can easily send, sign, track, and manage signature processes using a browser or mobile
device. The Xpertdoc Smart Flows turn-key connector for AdobeSign lets you include AdobeSign e-
signature placeholders in Xpertdoc Template Builder Templates and include e-signing steps in
document flows.
Xpertdoc Smart Flows 4.2 | Release Preview Guide - April 2019 8 | 13
The version 4.2.0 iteration of the AdobeSign connector does not support call back functions, i.e.
resuming a flow after all signers have taken action.
OneSpan Sign OneSpan Sign, formerly known as eSignLive by Vasco, is one of the world’s leading e-signature
platforms. The Xpertdoc Smart Flows turn-key connector for OneSpan Sign lets you include OneSpan
Sign e-signature placeholders in Xpertdoc Template Builder Templates and include e-signing steps in
document flows.
The OneSpan Sign connector allows call back operations, i.e. resuming a flow after all signers of a
transaction package have taken action. This allows you to pick up a signed document and store it in a
document management system or other system of data.
Improvements to Connectors
Microsoft Dynamics 365
Support for Dynamics 365 for Customer Engagement v 9.1 Xpertdoc Smart Flows 4.2 supports the latest 9.1.x version of Microsoft Dynamics 365 for Customer
Engagement, commonly referred to as the April 2019 Release. Make sure to download the Xpertdoc
Smart Flows Managed Solution v 4.2.x for Microsoft Dynamics v 9.1 and the Xpertdoc Smart Flows
Managed Solution v 4.2.x for Microsoft Dynamics Workflows v 9.1 for full compatibility. For a full
version compatibility matrix, please visit
https://kb.xpertdoc.com/pages/viewpage.action?pageId=36667398.
Xpertdoc Smart Flows 4.2 | Release Preview Guide - April 2019 9 | 13
Improved Command Bar Controls for Unified Interface Apps The Xpertdoc command bar buttons to start flow executions have always been so-called split
buttons. Split buttons have a main button area that carries out a command when pushed and a
dropdown area that shows a list of menu items.
- In the classic web client UI, the Xpertdoc Smart Flows button opens the Xpertdoc Flow
Execution Panel with a click on the main button section and lists available flows with a click
on the dropdown section.
- In Unified Interface Apps split buttons of this type are not yet fully supported by Microsoft.
In the meantime, the Xpertdoc Smart Flows managed solution will include two Unified
Interface buttons:
o a standard command button which opens the Flow Execution Panel;
o and a dropdown button which will show a list of pinned flows.
In the configuration record you can choose which buttons will be shown in the command
bars of your Unified Interface apps.
Enhanced Support for Microsoft Active Directory Federation Services (ADFS) Authentication The Xpertdoc Smart Flows integration for Microsoft Dynamics CRM/365 for CE On Premise
deployments has better support for authentication via Microsoft Active Directory Federation
Services (ADFS).
Xpertdoc Smart Flows 4.2 | Release Preview Guide - April 2019 10 | 13
Due to incomplete support for refresh tokens in ADFS, OAuth2 cannot be used to authorize the
connector user, i.e. the user that grands Xpertdoc Smart Flows access to Microsoft Dynamics. In v.
4.2 all On Premise Microsoft Dynamics CRM/365 for CE connectors use username and password
authentication for the connector user.
- For ADFS 4.0 (Windows 2016 Server) we use the password grant type.
- For ADFS 3.0 (Windows 2012 R2 Server) we replicate the authorization code grant type on
the backend, removing the need for the Reverse Proxy that was shipped with the 4.1
release.
Upon log into the Flow Execution Panel, end users receive a token that remains valid for seven days.
No end user passwords are stored, connector user passwords are encrypted. For a full version
compatibility matrix, please visit
https://kb.xpertdoc.com/pages/viewpage.action?pageId=36667398.
Xpertdoc Portal
Resume Flow from Xpertdoc Content Manager Through the integration with Xpertdoc Content Manager, you can now unlock a generated
document for editing. This allows for review and redlining processes to be part of your document
flows.
Xpertdoc Content Manager comes with a complementary Xpertdoc for Office add-in to open and
edit a document that has been created in Xpertdoc Smart Flows and then resume the flow after the
user is done editing. The flow can be resumed with (sync and resume) or without (resume) the
changes made to the document.
Xpertdoc Smart Flows 4.2 | Release Preview Guide - April 2019 11 | 13
Platform Enhancements
Enhanced Licensing The licensing app in the Control Panel of Xpertdoc Smart Flows has been improved to show more
details of the activated subscription. The new license view provides information on the product
edition, the expiry, the activated connectors, document and user volume allowances.
The home screen, the control panel and all list view screens indicate usage and subscription
assignment levels.
Assignment of users or generation of documents beyond subscription level is blocked upon update
of the license.
Enhanced Queue Orchestration and Flow Stage Execution Timeout Queuing of service requests has been revisited in v. 4.2 to enhance performance and stability and to
guarantee optimal usage of available server resources. The most important improvements in this
area are:
- Default queue size is now set to unlimited. This improvement avoids flow executions to be
skipped due to a full queue.
- Queue orchestration for multitenant environments on shared infrastructure has been
improved. Queuing of service requests in multitenant environments is now based on a round
robin principle. On demand requests launched via the user interface are always prioritized
over flow executions triggered by from code or a background processes. This improvement
affects the Business Standard and Business Premium Editions of Xpertdoc Smart Flows.
Xpertdoc Smart Flows 4.2 | Release Preview Guide - April 2019 12 | 13
- Flow execution stages can be set to timeout after a certain period of time. A flow execution
stage is the time between the start of a flow execution and the time it finishes or gets into a
waiting state (e.g. waiting for user input or waiting for an external event). By enabling the
flowRunnerTimeout function in the application.properties file on the Xpertdoc Smart Flows
Server, you can set a timeout value expressed in seconds for flow execution stages. Enabling
this new feature avoids that flows which are stuck in execution continue to consume server
resources.
- You can set a priority for a flow executions. Via the API, you can pass a priority value to an
individual flow execution in the request header. Via the user interface, you can set a default
execution priority for flows and a separate (typically lower) execution priority for flows that
are started from a Microsoft Dynamics workflow.
Improved Reporting The reporting section in the Control Panel has received a UI refresh. It now has vertical navigation.
The overview of recent flow executions now has its own full list page, so it can list more than 10
items.
The new Import Report feature allows admins to import an exported report from another Xpertdoc
Smart Flows project. This allows admins to troubleshoot issues in another project than the project in