Learn about the workflow options that are available when you add recipients to a Certifications letter. Build a workflow to control the sequence of signers. Check the status of a workflow in progress.
Workflow overview
In a workflow, you can build a step-by-step sequence for signers and approvers. A signer must agree with the previous signers’ answers and comments, and then add his or her own before the letter can be sent to the next step. If a signer changes a previous signer’s response, the letter goes back to the first step, requiring all earlier signers to sign again.
A step in the workflow can also involve multiple signers who must reach a consensus before routing the letter to the next step. You can include one or more approvers after the signer steps. If the approver does not approve the letter, the letter is sent back to the signers, and all of the steps are repeated.
Add recipients and build a workflow
To add recipients and build a workflow:
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- Select a process.
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- Click the Letters button.
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- In the Recipients column on the letters page, click the number representing the number of recipients.
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- On the next screen, click the drop-down menu arrow next to the Create Certification button.
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- Choose one of the four workflow options: Individual Signer, Ordered Signer, With Approver or From Group.
Workflow options and descriptions
Each of the four workflow options are described below:
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Individual Signer: Choose this when you do not need to create a workflow and want to add one recipient. If you add multiple recipients this way, each is notified at the same time, and each can sign any time without following steps in a workflow.
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Ordered Signer: This option is for workflows with an individual signer assigned to one step in the workflow. When the letter is ready, the person assigned to step 1 signs the letter and the letter is automatically routed to the person assigned to step 2, and so on.
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With Approver:Opens the Add Recipients dialog box with fields for adding both signers and approvers. When you add a specific Approver to a Certification, they will be required to review and sign off on the Certification.
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From a Group: Allows you to include an existing group of users as the recipients of a letter. This adds these recipients independently of each other, not requiring a consensus. At least one group must have been made to use this function. Groups are pre-created by the Certification Admin under the Members tab.
- Multiple Signers on One Step: If the Certification Admin has the Accounts Settings set to "Allow multiple people to be added to each signers or approver step," they can list multiple individuals as signers or approvers. They can either require that everyone needs to sign off (in no particular order) or someone (anyone listed) needs to sign off.
You can add ordered signers, multiple signers, and approvers to the workflow regardless of which option you select. As you build the workflow in the Add Recipients dialog box, notes in the dialog box remind you of when each recipient will sign or approve.
Example: Signer One fills out the Certification form and signs. The Certification moves to Signer Two. Signer Two reviews Signer One's responses and signs off on them. The Certification moves to Signer Three. Signer Three changes one of the responses on the form and signs. The form is returned to Signer One to review again. Once all signers are in agreement, the Certification is complete.
Check workflow progress
You can view the progress of a workflow on the recipients page. On the recipients page, click the caret icon next to a recipient’s name to expand the steps assigned after the first step. The workflow and all of the signers involved in it appear under the name of the signer(s) responsible for completing the first step in the workflow.
Modify the recipients list
If you need to add, reorganize, or remove signers or approvers, you can modify the workflow steps that follow the current active step. Anything before or in the current step cannot be changed once the letter is sent.
To modify the recipients list:
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- On the recipients page, in the Actions column for the workflow, click More.
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- From the drop-down menu, choose either of the following:
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Add More Signers to add, remove, or reorder signers.
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Assign Approver(s) to modify the approver list.
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- Click Save Changes.
If a user can’t sign their certification but has responded without exceptions (e.g. via email outside of Certification), you can manually mark that the user has signed using the Mark as Signed option from the More menu of the Letters list.
Skip in a workflow
If a user in a workflow is unavailable or can’t sign, they can be skipped in the workflow. On the recipients list, click the caret icon next to a recipient’s name to expand the workflow and click the Skip button to the right of the step to skip that signer.
Add a Certifier CC
A Certifier CC allows an individual to get email notifications when a designated person has been assigned as a Certification signer. This allows them to remind or assist the designated person. They only get notifications and do not have links to the Certification itself. Contact your Customer Service representative to set up a Certifier CC.