To learn about building a process in general, see Build a process.
All certification actions first require letters that will be signed by the assignees. Learn more about creating a certification letter.
Add a certification action to a process
After creating a process and certification letters to use in the process, you can add a Certification action from the Add action button in the toolbar.
Then, fill out the fields in the Action details right panel. Each certification action must include the following information:
- Title: The name of the action
- Letter: The letter that needs to be signed. Learn more about creating a certification letter.
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Send to: The people who need to sign the letter
- If you want multiple signer steps, click Add signer step. You'll be able to edit the signer steps that haven't yet started even after running the process if needed.
- If you add multiple signers to a single step, specify if everyone in the step needs to sign or just someone in the step needs to sign for the certification action to proceed.
You can also add:
- Due date (optional): This is when the letter needs to be signed by. If business days have been configured, you can also set the due date by entering in the number of the business day (ex: you can set the due date to the 5th business day of the business’s schedule).
- Assignee reminders: You can use the system default (you can change this default before the process starts in the certification settings), choose to not send reminders at all, or customize the reminders according to your personal needs. See Send reminders in Processes for more details.
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Approval by (optional): The people who will review and approve or return the signed letter if approval is needed
- If you want multiple approvers, click Add approval step. If needed, you'll be able to edit the approval steps that haven't yet started even after starting the process.
- If you add multiple approvers to a single step, specify if everyone in the step needs to approve or just someone in the step needs to approve for the certification action to proceed.
Note: If no approval step is added and approval is needed, the process owner who started the process (the process manager) will be added as an approver.
- Approval due (optional): This is when the signed letter needs to be approved by if approval is needed. If business days have been configured, you can also set the approval due date by entering in the number of the business day (ex: you can set the approval due date to the 5th business day of the business’s schedule).
- Approver reminders: If you add an approver, you can customize the approver reminders. You can use the system default (you can change this default before the process starts in the certification settings), choose to not send reminders at all, or customize the reminders according to your personal needs. See Send reminders in Processes for more details.
- Instructions (optional): Any additional information needed to complete the certification task
- Custom email notification (optional): A customized email notification sent to signers for this action when the action starts
- Tags (optional): Identifying information about the action using a category and a value (ex: Priority: Low). You’ll be able to edit these tags even after the certification action starts, if needed.
Bulk add certification actions to a process
You can use the Bulk certification option if you want to send out copies of a single dedicated letter to each person in a group.
After selecting Bulk certification, fill out the required fields:
- Title: The name of the action that will be the same for each signer
- Letter: The letter that needs to be signed by each signer
- Assigned to: The workspace group whose members need to sign the letter
You can also add:
- Due date (optional): This is when all the letters need to be signed by. If business days have been configured, you can also set the due date by entering in the number of the business day (ex: you can set the due date to the 5th business day of the business’s schedule).
- Assignee reminders: You can use the system default (you can change this default before the process starts in the certification settings), choose to not send reminders at all, or customize the reminders according to your personal needs. See Send reminders in Processes for more details.
- Approval by (optional): The person who will review and approve or return any of the signed letters that need approval
Note: If no approval step is added and approval is needed, the process owner who started the process (the process admin) will be added as an approver.
- Approval due (optional): This is when the signed letters need to be approved by if approval is needed. If business days have been configured, you can also set the approval due date by entering in the number of the business day (ex: you can set the approval due date to the 5th business day of the business’s schedule).
- Approver reminders: If you add an approver, you can customize the approver reminders. You can use the system default (you can change this default before the process starts in the certification settings), choose to not send reminders at all, or customize the reminders according to your personal needs. See Send reminders in Processes for more details.
- Instructions (optional): Any additional information needed to complete the certification tasks
- Custom email notification (optional): A customized email notification sent to signers for each action in this bulk certification when the action starts
Once you click Add, a separate certification action will be added to the process for each person in the assigned group.
Bulk edit certification actions
You can edit various fields for multiple certification actions at once. Select one or more actions and/or groups of actions to edit, click the Edit actions dropdown, and select the field you want to edit.
Learn more about bulk editing certification actions in a process.
Review your process before starting the process
To ensure that your process runs smoothly, we recommend that you do the following before starting the process:
- Review your process settings, and review your certification settings. Once you start your process, you won't be able to change the following settings: the Start order, your Business days configuration (you can only change the Last business day), and the certifications Automatic approval setting.
- Check your process's health by clicking Check for issues in the left-hand panel. This will raise issues, such as tasks that are missing required information or tasks with due dates that have already passed, to help you more quickly resolve them.
- Verify that all certification actions and their details are correct by exporting all process actions as a CSV file.
Start a process with certification actions
Click Start process in the toolbar to start the process. Once a certification action starts, signers will receive an email linking directly to the letter to sign.
Note: Only a process owner can start the process. This process owner will become the process manager.