How to Create Digital Documents for Enrolments Using Automation

How to Create Digital Documents for Enrolments Using Automation

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Overview
This tutorial explains how to automatically generate Digital Documents for enrolments using Automation. By configuring an enrolment email automation with a published Digital Document, you can automatically send standard digital documents or publish signature documents for signing, reducing manual administration and ensuring a consistent enrolment process.

InfoNOTE: This is a paid add-on feature. For Performance and Compliance Plus Packages, this feature is included in your subscription. For those in the Entry Pack, please contact the Support team if you would like to have this feature added to your subscription. 
Warning
IMPORTANT: Before configuring the automation, ensure the following requirements are met:
  • A Digital Document has already been created.
  • The Digital Document:
    • has an Entity Type of Enrolment; and
    • has a Status of Published.
  • An Enrolment Email Automation has been created. See related tutorial:  How to Create or Edit Email Templates

Notes
STEP TUTORIAL

1. Create or Edit an Automation

  1. Navigate to Administration > Automation.
  2. Click New or edit an existing automation. This will open a new tab.


2. Configure the Automation

Complete the required fields.

Action

  • Action – Select Email.

Category

  • Category – Select Enrolment.
Alert
IMPORTANT: The Digital Docs field is displayed only when:
  1. Action is set to Email; and
  2. Category is set to Enrolment.

3. Select a Digital Document

From the Digital Docs field, select the Digital Document to use for the automation.


Only Digital Documents meeting the following Settings are available for selection:

  • Entity Type = Enrolment
  • Status = Published
Digital Docs Settings

4. Understand How Each Digital Document Type Works

The automation behaves differently depending on the selected Digital Document type.

Standard Digital Document

If a Standard Digital Document is selected:

  • the automation sends an email;
  • the selected Digital Document is attached to the email;
  • the attached document is automatically populated with enrolment information.

Signature Digital Document

If a Signature Digital Document is selected:

  • the automation publishes the Digital Document for signing;
  • notification emails are sent to everyone required to sign the document;
  • the configured automation email is also sent.

5. Save the Automation

Once you have completed the automation configuration, click Save.

The Digital Document will now be automatically processed whenever the automation conditions are met.


Info
NOTE: Date-based automations are triggered once per day, at 10pm.
Automations are scheduled to send:
  1. Email - 10pm AEST / 12pm UTC
  2. SMS (Short Messaging) - 10pm AEST / 12pm UTC
  3. Task - 10pm AEST / 12pm UTC
  4. Reports - Every 30 minutes (user defines what time they want the report to be run)
  5. Has Minutes - Every 5 minutes
Automations that include minutes (already outlined on the help guide) will be triggered more frequently than once a day at 10pm as the notification might be time-sensitive e.g. 30mins before the event. Hence, the system will check every 5 mins to see if there are time-based automations to trigger.



Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.