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Creating Courier Templates

Courier templates are set up for those users who will be transmitting documents for viewing or approving to internal or external users. Templates include the name, description, target date for the task, sender notifications, password options, actions for the recipients, transmission header and details, and notification email formatting. These templates are assigned to document schemas which allows users with sufficient rights and permissions to route documents for viewing and approving.

There are two types of Courier recipients: those assigned a registered FileHold user license and those who will be granted one time licenses as needed. To send transmissions to Courier users, each user must have an email address at minimum. Users are assigned either a viewing or approving activity. Courier license units are purchased for Courier users. An operation in FileHold that supports Courier users will consume one or more Courier user units when the operation is assigned to a Courier user. For example, viewing a document requires one unit and approving a document requires two units.

Once a Courier transmission has been initiated on one or more documents, the recipients in the Courier template receive an email notification. The email notification contains a link to the Courier portal where recipients can then view or approve the documents. A password can be made required when logging into the Courier portal. An additional password requirement can also be set for any approval activity meaning that a password is required when approving or not approving documents.

One time use has no inherent expiry, but the operation imposes an expiry. For example, if a user is asked to approve a document the one time use license will be fully consumed after the approval is complete. If the user is given a document to view, the document will remain viewable on the same license unless the right to view is explicitly removed. Target dates can be included on the transmission such as giving users 3 days to approve a document. Reminder emails can also be sent after a certain time. Transmissions can also expire after a certain time period. If the transmission expires before the user completed the activity, no usage units are consumed.

Library administrators and higher roles can create Courier templates. The templates can be locked down or “ad hoc” where the sender of the transmission can modify the template. For ad-hoc templates, the administrator can select the “Allow sender to define” check box which allows the sender to define the parameters of the Courier transmission.

Once the templates are configured and assigned to schemas, users can then initiate a Courier transmission.

Note: In a Courier template, the same person cannot have both a review and an approve task assigned to them. It must be one or the other.

To create a Courier template

  1. In the Web Client, go to Administration Panel > Library Configuration> Document Schemas > Schema Name > Step 5 Courier. Click New Courier Template.
  • Alternatively, in the Web Client go to Administration Panel > Library Configuration > Courier templates. In the List of Courier Templates, click New Courier Template.
  • In FDA, go to Administration > Courier > Templates.
  1. Use the following table to fill out the template information:

Field Name

Description

Courier Name

Enter a name for the Courier template.

Description

Enter a description for the Courier template. It is recommended that you enter as many details as necessary so that users will know exactly what this Courier template is for.

Schemas

States which document schemas this template is being used. This area cannot be edited.

Target date

Select the Approval or view due by check box and enter the number of days and hours the recipient has to complete the activity.

  • Due date is calculated when the transmission is launched, so this field should be configured for the number of days or hours from launch that the first task will be due. For example, if the task needs to be completed in 5 hours, you would enter 0 days and 5 hours.
  • An exact date and time (fixed) can be specified in the template once the transmission is initiated if Allow Sender to Define check box is enabled.

To send reminders of the activity, select the Send reminders every check box and enter the number of days and hours.

If the transmission is to expire after a certain time period, select the Transmission expires after check box and enter the number of days. After the transmission expires, the documents are no longer accessible through the Courier portal.

An exact date and time (fixed) can be specified in the template once the transmission is initiated if Allow Sender to Define check box is enabled.

Sender notification

Select the Notify before transmission is overdue check box to send an email to the sender of the transmission prior to the due by date and time of the activity and enter the number of days and time.

To repeat the overdue task email notification for the transmission sender after a specified period of time, enter the number of hours to resend the email in the Repeat notification every x days and x hours area. For example, if 8 hours is entered, an overdue email will be sent every 8 hours until the task is complete. If the repeat notification time is not set, the notification is sent only one time.

Options

Select the Allow postpone approval check box to allow documents to be marked as "Approval Postponed" for an approval activity.

The “Postpone Approval” option can be used in circumstances where a document cannot be approved because some conditions have not been met but there is nothing wrong with the document itself.

In the Courier portal, to postpone on an approval, click Request Changes.

Courier request changes

Select the Require access password check box if the user must log into the Courier portal with a password in order to see the transmission.

If a password is required to log into the portal, then the first time the user accesses the portal they are required to set their password.

Courier - Set password

Caution: If the email address of the recipient is an email address of a user inside of FileHold, the password for the recipient is automatically set to the user’s FileHold password.

Select the Require approval password check box if the user must enter their password to complete the approval process. This is akin to an electronic signature and verifies the approver.

Courier - Enter password for approval

Caution: If the email address of the recipient is an email address of a user inside of FileHold, the password for the recipient is automatically set to the user’s FileHold password.

Select the Allow attach feedback document to allow approvers to attach a document when approving a document. A feedback document can be attached to any of the approval options (Approve, Do Not Approve, Request Changes). A feedback document is a separate document from the document being approved. It can contain comments, redlined version, or supplemental information. It can be seen in the Courier transmission report.

Recipients

The recipient’s area is used to assign users to an activity. At least one recipient is required for the Courier template.

Click Add Add icon to assign a user a task.

In the Add recipients page, select an Activity type:

  • View — Sends the documents to a user for viewing. A “view” occurs when the document is downloaded through the Courier portal.
  • Approve —Sends the documents to a user for approving. The user can “approve” or “not approve” the documents as needed in the Courier portal. A signature can also be enforced when approving documents if the Require approval password check box is enabled.

Select the Source type and assign the recipients to the activity:

  • External —Users that do not have registered user accounts and are outside of the FileHold system. Enter the email addresses of the recipients of the activity separated by commas (,) or semi-colons (;).
  • Internal —Internal FileHold registered users. Select the users or groups and click Add Group or Add User. Assigned users show in the Current Recipients list.
  • Metadata — Select the metadata field that contains the email addresses for the users for the assigned activity. In the text type metadata field, multiple email addresses can be separated by semi-colons, comma, or newlines. The address can refer to an external user or a FileHold registered user.

In the Instructions field, enter the instructions to be completed by the recipients in the activity. Click OK when done.

The recipient’s activity is added to the list in the template with the action type specified:

  • View View icon black
  • Approve Approval icon black

Continue to add more recipients and activities to the list by clicking Add .

To edit a recipient, click Edit .

To remove a recipient, click Delete .

Transmission details

The transmission details is the header information displayed in the Courier portal for each assigned activity. Click Edit Edit icon to configure the transmission details.

A separate header title can be created for a view activity and an approval activity.

The following variables can be used to define the view and approve titles. Upon clicking into the field, a pop-up window opens with the variables displayed. These can be copied from the pop-up window and pasted into the fields for easy use.

  • [Sender] - name of the user who sent transmission
  • [Recipient] - name of transmission recipient
  • [DateSent] - date when transmission has been sent
  • [DueDate] - date when transmission is going to overdue
  • [WorkflowName] - name of the transmission
  • [Instructions] - instructions for recipient
  • [Action] - displays either "view" or "approve"
  • [NumberOfDocuments] - number of documents selected for transmission
  • [DocumentsLink] - displays text like "3 documents" as a link to the documents list

For example:

[Sender] wants you to [Action] [NumberOfDocuments] documents by [DueDate]

In the Select Fields area you can determine what information that you want displayed in the transmission header.

By default, the system values Sender, Date Sent, View by, and Trans no are shown.

Click Add Add icon to add additional fields to the transmission header. The Courier template name, template description, instructions, and any metadata field values can be added.

You can continue to add more fields to the list by clicking Add Add icon. Change the sort order of the fields by using the Order drop downs.

To edit a field, click Edit Edit icon.

To remove a field, click Delete Delete icon.

Click OK when done.

Document details

The document details determines what columns are displayed in the Courier portal. These can include Action, Document name, Type of file, or a Metadata field value. By default, document name, type of file, and action is displayed.

Click Edit Edit icon to modify the information displayed in the document details in the Courier portal.

In the Define Document Details screen, click Add Add icon to add additional fields. System values include document name and type of file. Metadata fields can also be used.

You can continue to add more fields to the list by clicking Add Add icon. Change the sort order of the fields by using the Order drop downs.

To remove a column, click Delete Delete icon.

Click OK when done.

Notification emails

The subject line and body of the first, reminder, and cancelled notification emails can be defined.

Click Edit Edit icon to modify the headers and bodies. The following variables can be used to define the headers and bodies. Upon clicking into the field, a pop-up window opens with the variables displayed. These can be copied from the pop-up window and pasted into the fields for easy use.

  • [Sender] - name of the user who sent transmission
  • [Recipient] - name of transmission recipient
  • [DateSent] - date when transmission has been sent
  • [DueDate] - date when transmission is going to overdue
  • [WorkflowName] - name of the transmission
  • [Instructions] - instructions for recipient
  • [Action] - displays either "view" or "approve"
  • [NumberOfDocuments] - number of documents selected for transmission
  • [DocumentsLink] - displays text like "3 documents" as a link to the documents list

For example, the first email header:

[Sender] has asked you [Action] [NumberOfDocuments] documents

An example for the body of an email:

On behalf of [Sender], please [Action] [NumberOfDocuments] documents by [DueDate]. Please review the following instructions for completing the transmission: [Instructions]

Allow sender to Define

Select the check boxes next to the template items that the sender can define. This allows the sender of the Courier transmission to modify any of these areas upon initiation.

The following image is an example of the Courier Portal.

Courier template definition areas for the Courier Portal

 

  1. Click Save to save the template. The template can now be assigned to a schema.

Cloning Templates

You are able to clone a Courier template instead of creating a new template from scratch. This saves time if you have very similar templates to create.

To clone a Courier template

  1. In the Web Client, go to Administration Panel > Library Configuration> Courier Templates.
  • In the FDA, go to Administration > Courier > Templates. You are taken to the Web Client and need to login if not already logged in.
  1. Click on the Courier template name.
  2. Click Clone Template.
  3. The cloned template opens. Make any necessary changes to the template and click Save. Note that the template name needs to be unique so needs to be modified. The cloned template is added to the Courier template list.

Deleting Templates

Deleting Courier templates will not affect any current transmissions in progress.

To delete a Courier template

  1. In the Web Client, go to Administration Panel > Library Configuration> Courier Templates.
  • In the FDA, go to Administration > Courier > Templates. You are taken to the Web Client and need to login if not already logged in.
  1. Do one of the following:
  • Click Delete Delete icon in the Courier template list.
  • Click on the Courier template name and click Delete.
  1. The message “You are about to delete a Courier template. This will not affect any transmissions of this workflow that are currently in progress. To cancel or delete transmissions based on this template please go to the Courier transmission report.” is shown. Click OK. The Courier template is deleted.

Editing Templates

You can modify a Courier template at any time without affecting any transmissions currently in progress.

To edit a Courier template

  1. In the Web Client, go to Administration Panel > Library Configuration> Courier Templates.
  • In the FDA, go to Administration > Courier > Templates. You are taken to the Web Client and need to login if not already logged in.
  1. Double-click on a template name.
  2. Click Edit.
  3. Make any changes to the template and click Save. Changes will not affect any transmissions currently in progress.