What is a DocsCube Workflow?

DocsCube workflows are a set of actions assigned to a particular phase of the DocsCube process. Workflow will automatically execute once a request enters its assigned phase.

As part of the workflow you can set up the following actions: generate document, generate webform, prefill document, create party, send webform for input, send email, send for approval, send for signing, create notification, create task and set delay.

Please read ‘Workflows / How to set up DocsCube Workflow’ for more information.

What is Request Form?

Request Form is used to start your process and consists of all the information needed to run the process. Use DocsCube form builder and easily create a web form that will be used to collect standardized information that includes text, dates, documents, stakeholders etc.

All the Request form fields can be used as variables inside your workflows and for document generation.

Submitting the Request Form initiates the process. Also the request form can be shared with your stakeholders through a share link to initiate the process externally.

Please read ‘Processes / Request Form Setup’ for more information.

What is Request?

Request is an instance of DocsCube process. Request is created when a user or external party fills out a request form. All requests are displayed on the process overview screen. In case of a Single Stage Process they are listed under the List tab. For Multi Stage Processes they appear as cards in the Kanban view tab.

Request can represent different information depending on the process. It can be a document generated as part of a NDA automation process, client who submitted the service request, quote for sales quotation or any other information that you want to manage as a central part of the request.

Clicking on the request instance on the Process overview screen will display a modal that shows all the information, as well as the status regarding that request. This includes the request form information, process phase, workflows executed, documents generated, activity history, files, tasks and comments.

How to set up DocsCube Process?

DocsCube processes are a set of activities divided in phases and performed repeatedly in order to accomplish a specific result.

So first thing first, before starting the process setup you need to divide the process in phases. In case of simple processes you can select the Single Stage Process in the process setup. If your process is more complex and goes through phases, select the Multi Stage Process option.

This decision will largely depend on your use case. For example in a simple NDA generation document process, you can set up a Single Stage Process with a single workflow that will have only two actions(Generate Document and Send for Signing).

However if your NDA process is more complex and also includes approval and/or negotiations, you need to select a Multi Stage Process. This way you can assign separate workflows for each phase. This process can have the following phases: Request Submitted, Send Document to Client, Completed and Rejected. Each phase will have a separate workflow that will execute actions associated with the request phase. For example Request Submitted workflow will have two actions (Generate Document and Send For Approval). If the document is approved it will set the Request status to ‘Send Document to Client’. In case the document is not approved the system will move the request to the Rejected phase, that will have its own workflow that will send email and generate the NDA again with newly provided information.

Once you have the process phases and clear picture of what needs to happen you can proceed to the process setup. We recommend using our pre-modeled process library that will get you started.

1. In the Setup tab you enter the process name and process type

2. On clicking the ‘Save and Next’ button you will be led to the Request Form Setup screen.
Here we want to add input fields for all the necessary information we need in order to execute the process. You can add input fields by clicking the ‘Add Form Field’ button. Please read ‘Processes / Request Form Setup’ for more information.

3. Once we have the Request Form ready, clicking the ‘Next’ button will lead us to the Automation Setup. Here is where we create process phases (in case of Multi Phase Process) and create workflows for each phase.

         1. Creating Phases in case of a Multi Phase Process: On the top of the Automation setup screen there is an input field for the Phase name and ‘Add Phase’ button. We just need to enter the name and click the button to create a new phase.

         2. Creating workflow for selected phase. Phase marked in green means that this is the current selected phase. We can select any phase by just clicking on it on the top phase menu. In the bottom part of the screen is the Workflow section. If there are no workflows for the current phase you will see ‘Create Workflow’ button that will allow you to create one.

Once you create a workflow you can use the plus icon to add actions that you want to execute in the selected process phase. The workflow will execute once the Request enters the phase assigned for the workflow. All the information from the Request Form and also data generated in previous phases will be available inside the workflow action setup as variables.

Please read ‘Workflows / How to Set Up Workflow’ for more information.

4.Once the Automation Setup is completed you can click the Start Process button on the top right corner to execute the process.

Request Form Setup

Every DocsCube process request begins with request form submission. Request form needs to have all input fields necessary to complete the process.

How to set up a Request Form?

In case you are creating the process, setup request form is a second step of the process creation wizard. If you want to edit request form of an existing process, go to the process overview screen and select Process Configuration from the options menu.

This will lead you to the Process Configuration screen. Click the Request Form tab at the top to access the Request Form configuration screen.

Configuring the Form

Adding input fields to the form is easy. Click on the Add Form Field button and select the input field type to add to the form.

The following input field types are supported:
Header, User, Short Text, Model(Document/Webform), Date, Date & Time, Phone, Checkbox, Email, Numeric Value, Select Dropdown, Long Text and API Endpoint field.

For each field type you can configure name, width, default value and you can choose if you want to show the field on the external view (form displayed for not logged in users).

In addition, by hovering your mouse on the left side of the input field a drag & drop icon will appear that allows you to order the fields on the request form.

How to Initiate Request?

Before initiating a Request make sure that you went through the Docscube Process Setup.

Once you are happy with the Process Setup you are ready to initiate a request. Request is initiated when Request Form is submitted. There are 4 ways to do it. Three initiate the process internally inside the application and the forth one initializes the process externally (doesn’t require for a user to login).

Internal Process Initiation:

         1. On completing the Process Wizard setup, once you set up the Automation part a ‘Start Process’ button will appear. Clicking on the button will open a Request Form ready to be submitted. Fill out the form and click the Create button to initiate the process.

         2. Go to the Processes button located in the main menu and click on the arrow to list all created processes on your account. Next to the process name in the dropdown menu you will see the Initiate button. Clicking on the button will open a Request Form ready to be submitted.

         3. Go to the Processes page and select the process for which you want to submit request. This will lead you to the Process Overview Page. Here locate the plus icon next to the process name. Clicking the plus icon will pull the request form ready to be submitted.

External Process Initiation:

         4. Open a Create New Request modal(use any route from previous 3 steps). At the top of the dialog click on the ‘Share Form’ Button. This will open Share Request with External Parties modal. Here you can customize the look of the external form by adding additional heading, description and your company logo. In the share link section on the left, you will find the form url that you can share with your stakeholders, where they will be able to fill out the form and initiate the request.

How to Set Up Workflow

Workflow is a system of managing repetitive tasks that occur in a particular process phase. It represents an order of actions that can be completed by automation when a work-order or a request enters the associated process phase. A process represents a wider picture, while workflow zeros in on the actions necessary for each phase.

Please read ‘How to Set Up DocsCube process’ for more information on how to setup process and phases. Once you have a phase you can create a workflow that will execute when the request enters that phase.

Workflow actions are added by clicking the plus icon.

All the information from the Request Form and also data generated in previous phases will be available inside the workflow action setup as variables.

As part of the workflow you can set up the following actions: generate document, generate webform, prefill document, create party, send webform for input, send email, send for approval, send for signing, create notification, create task and set delay.

Tip: Use ‘Set Status’ action to move the request between phases once the actions prior are completed.