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hello everybody and welcome to the city's digital consulting webinar this won't the topic is a build along for Laserfiche forms this is a little different from our normal standard process so we'll kind of walk you through what the plan is for today in a little bit here but what we're basically going to do is build a process in forms with a supporting workflow together today presenting is myself just the Welsh I'm the director of consulting here at City's digital and we also have Mitch Gardner who's one of our system architects you're at City's digital he's probably helped a lot of you with your Laserfiche configurations but he's an absolute forms and Laserfiche guru so he'll be available for all of your questions and helping you kind of follow along this process so our targeted process today is going to be an HR pre-boarding process so this is something where we would implement this process to support our internal organization's processes once we hire an individual but before they actually start so basically to get everything ready for them this process is something that's easily adaptable to the HR onboarding process once an employee is hired or for really any other processes that you have in your organization where a number of different people need to complete tasks or checklists as a part of an overall bigger organizational process so let's talk about what we're gonna do today today is gonna be a build along and so what this is we're going to give you visual and audio guided building of this Laserfiche forms and workflow process we're going to provide QA help through the messaging application that's available through your GoToWebinar interface and I'll show you that in a second and our goal for today is by the end of the webinar to have a ready to deploy process so even if this isn't something that your organization is implementing today just walking through this process and getting this in place is going to give you a lot of different practice with valuable skills that you can apply to other processes so let's kind of look through how we're going to all get through this together so as we go through I'm going to be demoing the process for building this HR pre onboarding process on my screen using all the laserfiche tools that you should have access to or you would need access to if you're building along with us if you have any questions or get lost in any point look in your GoToWebinar interface and identify the questions tab and then if you click on the little triangle next to questions you'll be able to get the drop down here or you can type in a question and then Mitch will be standing by to answer your questions if you want to test them go ahead and send one now and he can type in the answer here and if you send to all then everybody can see the QA as we go along through so here's a couple of tips because we have a large audience kind of going through this together I'm going to keep kind of moving through as though assuming people are following along and kind of keeping up Mitch will interject if we're getting a lot of questions on the same topic otherwise we'll just kind of go through the process of implementing this and keep keep kind of going through but if you have questions Mitchell to help you through the text so tips for success if you have any advanced customizations that we're not going to show we don't have time to show every possible configuration and customization of the Laserfiche form in this webinar but I would like you to notate those either using the Laserfiche notation tools in the program or just on a piece of paper next to you so if you want to come back and say customize your theme or colors for your form or add a few more fields let's do that at the end as part of your follow ups after this webinar the second question is ask questions right away so that if you are stuck on something or if you don't see something you can kind of get caught up right away so use that Q&A or a chat function of the webinar and then the third one is this is the first build along webinar that we've done so if you have feedback or you'd like to see a different topic or you have something that would be more helpful next time please use the survey that's available at the end of the webinar to give us real feedback on what we could do to do it better next time and if you happen to get completely lost during the build along know that the webinar is recorded so you'll be able to access that recording and play it and pause it as needed if you want to go and try to implement again if you really like to just get one-on-one guided help we can set up an individual session with one of our system architects where you can go at your own pace but have somebody hands-on to help you with the rest of the setup okay so let's take a look at what we're gonna use today so here's our tool set this was sent out in the pre-approve requirements for the webinar but we're gonna use these products if you haven't already please open them and log in at this time we're gonna use the laser Page client I'm actually going to use the web client but if you're more familiar with this big client you can use that as well we're going to use the laser face admin console for some template work we're going to use Laserfiche forms and the workflow designer all right so let's through what the processes that we're going to set up so this is a checklist for as I said pre pre boarding so getting ready for a new employee to enter your organization so first thing we're going to do is the recruiter or manager is going to fill out a laserfiche form with just some basic information about pending higher then the HR manager is going to review that form make sure it looks correct before sending it off to people to get set up so they have the chance to approve or reject the submission then if it's approved the pre-boarding team are going to be assigned tasks these are things like IT and possibly the manager who needs to get things ready when everyone has finished their pre-boarding tasks the manager is going to be informed the employees manager is going to be informed that everything's ready and the initial form is going to be stored in laserfiche alright so here's the steps that we're going to build today to support this process so the first thing we're gonna do is we're gonna start with a template from the business process library we're gonna download that forms process and we're going to import a briefcase into our Laserfiche client as step two if you haven't done this before this is a great way to automatically create folders and templates in your Laserfiche repository as well as fields then we're gonna go back to forms we're gonna customize the process that Laserfiche build for us as a template so this is a great exercise to get to see how to modify fields that exist already or update basically any kind of templates and we're also going to update the process so I'll show you how to go through an existing forms process and modify it for your organization we're going to then go back into the admin console and this process comes with a text field so we're going to change that to a drop-down because I like to have my employee fields be dropdowns so they're always same there's no chance of misspelling and we're going to manage that automatically with a Laserfiche workflow so we're going to write a quick to activity laserfiche workflow that will automatically add all new employees do your drop down for anybody who uses dropdowns to manage dynamic lists a lot of a lot of you use this with sequel and dynamic templates we're going to show you a little bit easier way to do that today with just using a workflow to modify just a regular draft term so anybody who doesn't like sequel or feels intimidated this is gonna be a great workaround and then if we have time at the end we'll go through the whole process and and intestate alright so let's go ahead and get started I'm going to be using a virtual machine here so if you haven't had a chance to login yet I'll show you how to login to each product now so the first place we're gonna go is two razorfish forms so you're going to log into forms you've never done this before it's your server name and then the and then forms and you may the first time you log in go into the inbox well we're gonna go to the design tab this is where we go whenever we want to create a new process so in the top blue bar click on design and then you're gonna see your business process library over here in the menu on the left this is where Laserfiche stores all of their templates for pre-built processes and forms if you haven't seen this before there are tons of good relevant examples they're always updating this with new processes that are suggested by people on Laserfiche answers or from clients that they're working with so this is a huge wealth of information and we can search by category or by complexity right now I'm gonna search new hires so if you just want to type in new hire you should get two results and we do is this can take each one of these results contains all the configuration files that you need in order to be able to build these processes so we're just gonna click on new hire pre-boarding pre onboarding and what its gonna do is show us some screenshots and a description of what the process is so we kind of already went through this so I'm gonna skip right ahead to the download files and if I click download files see I'm going to get a new hire pre onboarding repository briefcase depending on what process you're downloading or working with you might get workflows or some other files but for today we're just getting one briefcase so I'm gonna click on download and this is gonna download this to whatever my normal download location is on my computer if you're using Chrome it should show up down here in the bottom of your browser and if you right click on that you can click show in folder and that will show you where it downloaded to which will make it real easy for you to drag and drop in a Laserfiche which is how we get briefcases into laserfiche so here it is right here alright so now I'm going to log in to Laserfiche so if you haven't already logged into your Laserfiche client now's your chance to do that so i'm logging in to the web client but again if you feel more comfortable logging in today sick client feel free to do that as well so for either following along I'm going to be logging in to a completely empty repository so you don't see a lot of clutter in my repository as you're looking for what we're following along with today but it's not necessary to have a completely empty repository all right so I'm going to click import here which is in the upper left if you're in the web browser and I can either drag the file or I can click browse to upload the file into Laserfiche since I already had it open in my downloads folder I can just drag it here and drop it and then I can click OK to bring that briefcase into Laserfiche so when I bring a briefcase into laserfiche it's basically like a zip file or an file kind of for Laserfiche so it can and it can include folders like entire folder structures including documents or even a records management setup as well as template information so when I click OK it's going to start telling later Creech to create that infrastructure so I click OK and then it asked me where I want to put this so if you already have an HR folder where you're starting to manage your HR items or if you have a place for these types of forms maybe you can go ahead and click browse and find the folder and laserfiche that you would like to put this basically it's a pre-boarding collection folder for those initial forms so you can go ahead and select the folder where you'd like to import it I'm just gonna put mine right off the root and just say merge with existing folder structure in case you have folders already so this is just determining where those folders will be Earths or where those forms will be sent and then the next thing it's going to try to do is it's going to try to create the template so we're getting a new template from the briefcase it's called new-hire pre-boarding and then we're gonna leave this ignore fields off and leave this unchecked we're gonna do nothing basically except to click OK here and that's gonna go ahead and automatically create fields and a nice template for us that's gonna match up with our forms process and make it real easy for us all right so now you can see I have a folder it's called business process library and then under that is new hire pre-boarding and there is one sample form in here this is what our form is going to look like so once we're done this is just an example it will include the template that it made as well as just a sample image for us just so we know what we're gonna be building all right I'll give everybody a second to catch up with importing their briefcase and then we're done head over back to forms and we should be able to see this pop up still here from our new hire pre onboarding process okay so we've completed step 1 we've downloaded the files and imported the briefcase next thing we're gonna do is import the process and all that means is basically setting up the Laserfiche forms process template for us in forms so the next thing we're gonna do is click on this green button with the number 2 on it when you do that it's gonna say we can rename this process so if you are like a lot of our clients and you're starting to set up laserfiche forms processes for a number of your departments you may want to add your departmental naming convention in front of the process name so if you name it by Department and then say a bar and then you hire a onboarding you can add that at this time once you're comfortable with the name you just click create and it creates just a normal forms process template for us so the process is there and the forms are there we do have to customize it to our environment right cuz laserfiche made this in a test environment and so that's what we're gonna go through next that should take a minute to load but you can see the process kind of coming into place here so I'll give her one a second to get caught up with this and then once you get this in place so once this is completed I'm gonna make this a little bit bigger because this is where we're going to get into the nitty-gritty here get a little bigger alright if this is your first time doing a forms process I just kind of want to give you a little bit of a layout intro here so this is where we're gonna spend most of our time this looks and acts a lot like workflow in the laserfiche workflow designer so if you click on something or a double click on it depending on what version you're on the properties will show up over on the right depending on what version you're on again to get rid of this which takes up most of the screen you can pull up press this little collapse and then you can see more of your diagram over here on the left hand side at the top here's our process that's we're gonna start this particular process has four different forms we'll go through each one of these but I'll show you I'll show you how to customize each one of those in a moment and then at the bottom we have access rights so who can fill out this form who has access to it process options and we're not going to do custom error messages at this time but if you wanted to that would be down here you can always see the status of this process whether it's available or not right up here at the top where it says published or unpublished ok so now we're gonna do is go through and customize the process diagram so we're going to start inputting some of our particular information into the process so that you're able to test it in each of your environments alright so just like most forms processing processes the first thing that's going to happen is this process gets kicked off when the initial form gets submitted so just some of that basic information about the employee that was hired will get filled out in our test process here the next step is the form is reviewed by the HR manager so I'm going to double math so that I can see the properties is the same thing I do with workflow for every task I click on it and then customize it top to bottom over here in the properties panel I'm going to leave the name here because I think that makes sense and the description is fine but what I might want to do is change who this is assigned to so I'm gonna show you a little trick for testing that you can do but we're also going to customize this so identify in your organization who your HR reviewer should be and then type their name in if you're just doing this for a test feel free to type your own name in and what I'm gonna do is I'm going to leave this as having two people so initiator and then the actual person who would in production be reviewing this would be my HR manager in my test environment so this is a specific user and this is an actual from this forms process just saying that it could be assigned to whoever started it if I leave initiator in here that allows me to test a process all the way through while I'm designing it and then just remove initiator at the end and have it he assigned to just the HR manager once I publish it for real going forward in production if you accidentally removed initiator it's available in this list of s that's just like everywhere else you see joke and some Laserfiche and it will just be a user again which is indicated by the little person in the circle who initiated the process so for my purposes I'm going to have it be two people and if you don't want to do that you should certainly can just have it be yourself the next thing we can do is decide if we want to allow the tasks to be reassigned this would be if the HR manager saw this didn't want to do it had to defer to someone else they could reassign it you can also check to see to have users get an email when the task is assigned so I'm going to go ahead and click Edit so you can see what that looks like so what we have is the subject at the top and you have s in here for first name and last name information review if we wanted to add additional s we could click on the end of the subject and click on the s and scroll down we could see all of the different fields that are getting assigned for our purposes right now I'm going to just leave it as is we don't have an attachment so I don't have to do anything with an attachment but at the bottom in the body you're able to also customize the instructions if this isn't something you've done before this can be immensely helpful to users when a process is either not very frequently completed or if it's for somebody who doesn't interact with Laserfiche or forms a lot so you could put a lot more instructions in in here if you wanted to for our purposes today I'm going to leave it as is but I did want to show you this might be one of those things that you might want to notate as a customization to enhance a little bit after today's session when you're done just click the done button at the bottom we'll save those changes and then what I like to do also is if that you have the same person testing out and/or doing a number of tasks in a process I always like to click this checkbox at the very bottom of the properties pane that says automatically load the next task if the same person is assigned to it so let's say the HR manager has to do this review approve and deny but they also have to do the next review or the next task so they'll get the tasks just pop up automatically so they can go right onto it not have to go back to their inbox okay so that's it for this task so I'm gonna go ahead and collapse that again I'm just using the triangle at the very top of the properties to collapse it some versions you can just click off of it to collapse and the next thing in our process is a conditional it's an exclusive gateway that says if it's approved go to the approved path if it's rejected go the other way this is already set up correctly so I'm not going to change it but I just wanted to show you what's in an exclusive gateway in case you had never seen it and I go ahead and collapse that and show you what the next thing is cuz this is pretty interesting so after that what we have is an inclusive gateway which allows a number of tasks to be assigned pair in parallel and then what we're gonna do is have a parallel gateway on both sides so that all these tasks are assigned at the same time but the process doesn't move on until all of the tests are completed so you can see what our tasks are is we have three different things happening so the first thing is orientation scheduling by HR so they're going to HR is going to schedule when employees actually going to attend the orientation for the organization then we're gonna have IT setup their technology infrastructure that they need and then we're gonna have facilities set up a workspace so you could do any number of these you can add another task another you know if you have more people that are part of your pre onboarding process you can just drag another user task over user tasks are in the activities list over here on the left and they look just the same as the one that's over here for today's purposes we're going to work with what we have but you can always add them and then you would just add them into your diagram and connect them with an arrow both ways for our purposes today we're just going to double click on each one of these and I'll show you what it looks like and we'll add in our actual users so again we just on each activity will start with orientation we'll double click on it so this is our HR manager so I'm calling sorry I was curled down I would be able to adjust the name if I wanted to type the description and then decide who it's assigned to again I'm gonna leave initiator in there so I can test the process all the way through what I'm also going to choose a user that will be my production user in case they're involved in the testing or they're able to participate they'll see the emails and everything I'm gonna allow this task to be reassigned as well I want my HR manager to get a user so I'm gonna leave that checked as well and then I'm going to scroll down I wanted to add a due date I could do that I'm not particularly going to do that now but you can set due dates if you need to exact dates and times or based on a variable so you could make sure that this is completed at least a week after the process was initiated can also set priority medium-high urgent and then again if I wanted to I could have them automatically load the next task if the same person was assigned and then I would just do this for each user task so I'm basically going to repeat the same thing for the other two users so I'm going to collapse this one go down to my tech setup and I'm just gonna assign it to IT if you have a particular person or an IT group you can assign it to an IT group or a particular individual who does the IT setup again you can allow the tasks to be reassigned have them get an email and then automatically load the debt the next task if the same person is assigned to it then go ahead and collapse that and then the last one just double click again this is facilities right so this is the person that's gonna set up their desk I have a facility's user but you might have an individual or a team I can have them reassign this if necessary again with the emails and automatically loading the next task all right so no now all of our user tasks that it should be created automatically and assigned all together to get ready for the employee are all created our parallel gateway is set up correctly so I'm not gonna do anything with that I'm just gonna skip on now to the next phase of the process which is the notifications of completion and sending to Laserfiche so this is the last phase in our process so I'm just gonna open up by double-clicking on this notification you can see when you look at this activity that this isn't actually a task this one has a little envelope in the upper left corner meaning that this is just an email that's going out so again you send this to a particular user or you can send it to yourself if you're the one testing it it's important to note that for this function to work you do need to have email configured within forms if you are not sure if email is configured then I would delete this and I'll show you how to do that in a minute delete this task because it will hold up your testing later so if you're not sure just delete it but for those of you who do know for sure that workflow or sorry email is set up to send out your forms and send out emails related to your forms then you can go through the configuration here so now something we haven't seen yet because we haven't looked at the forms but that I know is that we do have the manager's email getting entered into our initial form so if I type manager or man I will see that manager email is a variable in our forms process so you can just click manage your email and then whatever the person who are the recruiter or whoever had filled out that initial form had put in for the manager they'll get an email so the manager actually hasn't been a part of this forms process up until now so it's not necessary that they're they're logging into forums or doing anything they just get a notification you know that can go to really anybody in your organization or even external so click manager email again the subject has some variables in it so first name last name account has been created you could attach the form if you wanted to we're not going to in this case because I'll show you if we scroll down a lot of our information is already in the data set so if we go down to the body we can see that there is very sorry there are many variables already set up in here they're gonna get notification of the employee ID company email address company phone number and company cell phone number if if that was assigned if you know already that you don't have the company cellphone number you can scroll down to the bottom of the body in the email and just select this whole set and delete it I just press the Delete key on my keyboard and that will just remove that part and then that's for this particular email there's no reassigning an email there's no task so there's nothing to check to automatically load the next task so that's it so I'm going to click the collapse button again and then I'm going to just double click on my very last activity here which is the new hire data form so this is just sending that initial form into Laserfiche in the repository so if I double click on that I get a lot of repository options this is the important part really of any template that you download from Laserfiche because they have no way of connecting to your repository or getting those credentials so you do need to know your password and/or have a way to connect forms to laserfiche and so anytime you see you soon to Laserfiche in a template that you've downloaded then this is something that you'll for sure have to configure okay so save to a repository we're just gonna start from top to bottom mine actually started at the bottom so I'm gonna scroll up so the name of the activity we're just gonna leave as archive new-hire data form if you want to enter a description go ahead and do that you should see this error all right this is what I was talking about how Laserfiche doesn't have your connection information some of you may already have a valid profile for your Laserfiche repository if you've been creating forms processes in the past if you do have that you can go ahead and select that from your drop-down if you don't I'm going to show you how to create a connection profile so this is the one that came with laser peach that just has date their data in it that's not relevant to you so what I need to do is create a new profile you can name your profile whatever makes sense to you I'm gonna just name mine Laserfiche bones for our for our organization and for my VN I just use the same forms user to send all of my forms from Laserfiche forms application into their repository next thing you need to do is know the name of your server so your server might have a name like that hopefully it just pops up if it doesn't and your remoted onto the server then it will be up in the remote desktop konnekt but remote desktop tab at the top idea IP address or it might be localhost and then once you have the server down you're going to click repository and then it definitely should identify the repositories so you should be able to choose your repository that you want to send to note that this should be the same repository where you imported that briefcase earlier so if you had a briefcase and put it in one of your repositories this should match so it goes back to that repository that now has the template that we created in the folder next thing is the username so I use a service account called forms that is a loud connection rights to my Laserfiche repository if you have a forms general service account then create or type in that forms username and the forms password if you don't for today you can use your username and password just that information into Laserfiche now last piece here is going to be to just verify and save you get an error you know that there's one thing that's not quite configured correctly but hopefully you have the right username and password and the right server and repository so I'm going to give everyone a little minute to double check that make sure that they get their profile set up all right so once we have that that means the Laserfiche forms our process is now authenticated to send information into the repository which is nice because then we'll have an archive of what we've completed so I'm going to scroll down and tell it what to save what I want it to look like in my Turkish so I'm going to leave this first one save a form I'm just gonna save the initial number one form and then I'm going to leave all of this information as it is so I'm going to name the documents with the employee ID and the new hire name then I'm also going to leave it at the default path which is where I imported the briefcase and I'm going to leave the volume the same the only thing I'm really gonna change is this save as PDF I like to save my forms and Laserfiche as Tiff's they load a little quicker they allow annotations and they're laserfiche as default format all right so I'm gonna go ahead and collapse that I'm going to click my check box up here in my toolbar that's the validate and that will show me if there are any errors or not and save hopefully nobody has any errors so we can go ahead and comfortably click Save and then I'm gonna go over to my menu on the left and go down from the process diagram on to the first form and I'll you how to customize this so when you click on a form it shows you the design view of the form so you can kind of finally get a view of what the form will look like a little bit so at the top it's just going to fill in the current date and then this is what the recruiter or HR manager is going to put in so the name the position that were filling for this person and the department as well as some other information about both the employee as well as their manager you can see we have headings to kind of separate out the information but just enough information to get the basics that we need okay so what I'm going to show you is how to customize one of these fields so that if you want to come in later and customize them that you're able to do that so what I want to do is click on the department field you just click anywhere around the word department and it pops up this little menu that says edit duplicate or delete we're going to choose edit and this is what a drop-down field looks like if you have never seen one before this is your label that's what they user sees and on the form you can make it required or read-only I'm not going to do that for this particular field but for a lot of our critical information that will be really important but what I wanted to show you was how you could change or add choices for a drop-down so we have sales marketing software engineering finance ite HR operations so if I want to add one I can just click Next to really any of these list fields and I can hit enter to add a new line and then I can just type in a new department you can add as many as you like if you see one that you don't need it is select it click backspace or delete and then you can remove that entirely so that makes it really easy for you to set this up to be your particular departments so I'll give you a minute to finish that and then when you're done getting your departments into lists or at least a couple in there to start with you scroll back up a little bit on your screen and click done when you're editing forms the information that you're entering is saved automatically and immediately so you don't have to worry about clicking save on forms editing all right next thing we're going to do is click on the next form down so if we click on to a your new hire pre-boarding this form contains a checklist so this is our facilities checklist now this one we're going to show facilities the basic information we collected about the employee you can kind of see those fields at the top but then what they're gonna fill out is this checklist down here at the bottom so they're gonna have to check off that they've completed each one of these items so again if I click anywhere on the X next to this checklist I can click Edit and if you know or comfortable editing this right now for your facilities you can go ahead and start updating this so this works just the same as the drop-down where you can remove things that are no longer or that don't apply so you can just select like if you don't do office size you're gonna select that and hit delete and that removes it if you are environmentally conscious and you want to make sure they get a recycle bin you can add that to the list and then you can also add other which we're going to leave and that's it once you're done editing your checklist you can click and done and you can see now it's updated with trash can and recycle bin okay alright I'm gonna go to new higher pre-boarding to be so this one is the one for the HR checklist so it's the same kind of form where we have the basic information we collected at the beginning and we just show that to them but then we have at the very bottom of the form if you scroll all the way down a scheduled orientation so this is to allow them to select which employee orientation they would like this employee to attend so if you have static dates for your new employee orientations you can click on this drop down list and you can edit it and then again we clicked the edit button and then if we scroll down we can see the list of dropdowns and then we can edit this to have our actual orientation days so I'm going to put a few in here so we have a few choices when they do testing all right so you can put in whatever you'd like in here if you don't have a set static list of orientation dates what you could do is just remove this upcoming orientation drop-down and instead insert a date field and so what we would do is instead of editing that we could click delete now I could go to our fields over here choose date and bring that in so if that's something you're interested in doing put that on your list as something that you can do as a additional customization after today all right so then we're gonna go back over to our list on our left click on to see that's our last form and again this is the checklist I'm just gonna show it here but we're not actually gonna customize it just so you can see that this is similar to the first to a form that we saw where we have just our basic employee information that we collected at the beginning and then down at the bottom here's our new hire IT checklist so this would be again something that you could go through and customize remove anything that's not relevant to your organization and add additional items as well in this form we also have some place for the IT staff to fill in information that they create so they're if they create the employee ID they would type this in here same with username temporary password company email address phone number and again cell phone number if you were following along and did the same thing I did with that email template and removed employee cell phone number you can go ahead and additionally remove this field by clicking on it and then clicking delete just to be sure it gives you a little pop up so you can click it delete and that removes that all right so that's it for our forms customizations that we're gonna go through today I want to go through the last two things here under settings so if you go back to your menu on the left click on access rights you can add whoever you'd like to be able to access this form so you might want to add if you have a group that would be great I don't have groups so I will add my HR manager my facilities my IT here we go and admin just to be safe all right and you can choose which role most of these people will be some of them are business this person is a business manager and if you have just a general group where you would like people to just be submitters maybe you're kind of general employees group you can add them here as submitters and then we're going to go back to our menu on the left click on process options and here's where we want to make sure that we have this published and we have a friendly looking URL so see here it says unpublished that means we are not able to actually fill out this form so we want to switch to this so we're going to published and then the next thing down is the link so we can put a nice friendly name in there that is instead of the random we generated Laserfiche name for our link and then we're just going to click Save a big green Save button and now we're able to actually use this process before we do however we're going to switch over to the admin console and we're going to make one quick customization that I talked about at the beginning so for this again you'll need to be logged into the admin console as somebody who can edit templates and fields we're going to click on the drop down here we're gonna go to templates and fields under metadata management alright log out a couple spots here you have to kick myself out here one second [Applause] okay so we're in the rope up in the admin console we're going to go to metadata management if you go to templates you'll be able to see this was created when you imported that briefcase at the very beginning this new higher pre-boarding template what we're gonna do is just look at this very first field that says full name so I like full names to be or any kind of name field to be a list as opposed to just text because text allows people to have typos it allows a lot of different variations which can mess with your workflows so I'm just going to change the type to list and then I'm going to come over here and click Edit list and then I'm going to just add a couple of the employees that I know just right off the top of my head so that I have a few samples in there I'm gonna add our webinar facilitators here and then click OK and then click OK so now I have that changed over to a drop-down but what I need to do is have some way for all of our new employees to get added automatically to that drop-down and that's where a workflow comes in so now we're going to switch over to the workflow designer if you haven't already opened that go ahead and open it in sign-in we're gonna just create a super quick to activity workflow so when you get into the designer click on workflow 1 and we're going to just add retrieved field values which is where we start with almost all of our work clothes right so if you haven't done this before this is your designer paint works looks kind of like laser facial arms let me make this my full screen over here on the right is your properties and over here on the left are your is your toolbox so while we're in workflow one we're going to rename it and again I'm going to use my naming convention with HR and then I'm going to type in a name which is going to be append employee names to list field alright if you feel like you need a further description feel free to type that in and then I'm gonna click on the connection profile and this again is just like forms where we tell laserfiche workflow how it can connect to the repository I am using admin but you might have a workflow user that you're using which will be totally fine as well whatever you normally use when you're designing workflows you would type in the server repository username and password click validate to make sure that it can connect and click ok and that's it for the properties on this so then I'm going to go over to my toolbox I always use search because I can never remember the name of every single activity and just tell it what I want it to do for this workflow every time a new one of those new forms gets sent into Laserfiche I want this workflow to run so I'm going to go ahead and retrieve the field values from the form that forms sends so I'm going to say retrieve yield information if I type that in it gives me a narrow down list of activities and what I'm looking for is retrieved field values so I'm going to double click to add that to my design over here when I do that my properties changes over here on the right so I'm going to tell it to retrieve pre-boarding field values when I click tab to get down to the description I don't actually feel like this needs more description so I'm going to clear that out and I'm going to click fields here and the field that I'm looking for is actually just full name so I'm gonna click that okay okay and that's it I just need one more activity to make this workflow work which is append list values or if I don't know what I'm looking for I guess is type list and then see what's available in my narrowed down list of activities here I'm going to double click on append list field choices and then it shows up at the bottom of my workflow over here then I have my little explanation exclamation point because it's not configured so I go back over to the properties on the right and it says append list field choices I'm just gonna say append employee name list field choices I'm gonna hit tab to go to the activity and all I have to do is tell it which field to look at and which list dad so I'm looking at full name as my list field that's my only list field but if you have a lot of list fields in your organization just type full name up here and they'll see the full name field click OK and then you just have to tell it which values you want to add to that list which is going to be under if you click on the s right here and then click on retrieve P pre-boarding field values click on full name so now it's reading the full name from the template and adding it to that drop-down so that's self maintaining that drop-down list for us every time we get a new employee it will automatically fill many all right so last thing we have to do if you're familiar with workflow is to click this publish workflow button and it's gonna ask us if we would like to create a starting rule and we'll say yes and the workflow starting rule is going to be condition so when you see this pop-up click condition button and we just go through the wizard here to create a new workflow starting room and what we're looking for is type equals document and then we're gonna add a condition where if we click on entry type and we click on entry we're going to make sure that it has that template name equals new higher pre-boarding for our process since we're only using HR pre-boarding for one thing that would be enough so we're just gonna click publish and finish and that's it for workflow so all that's left is to go back to forms and test the process all the way through so we're done with workflow we're done with the admin console we're gonna go back to our forms it looks like this cuz we're still in our design we what you can click on is start process up here at the top and then you should see the process that you just created so we have our HR new hire pre onboarding let me just click start and then we can walk through the whole process so here's our information I'm actually just gonna fill out our newest hire here at city's digital and I'm just going to we fill this in so you can kind of see the whole process go through normally we'll start in about two weeks I feel it I'm filling in my own email if you filled out forms processes for testing it's always nice to fill in your own emails so that you can get all the notifications and check them and then if you had any additional comments you could do that and so I just click Submit that's it that's all we have to do to launch this process and then it's just gonna start creating those activities that we're assigning to users so we will go back to forms and go to our inbox and if you've done like what I've done you won't see anything in open tests you'll see something in open tasks if you only assigned each task to one person I assigned mine to multiple people so mine are gonna go to unassigned or available and then I will see there's my HR review where I can approve or reject this if I click on the link I can see the task and then I'm able to use this green button at the top to assign it to myself and then I can scroll down I can look at all the information if it looks good to me I can approve it if not I can reject it in the whole process ends and then once I once I have completed that task the next person will see it in their inbox or if you've done like I've done you'll see unassigned tasks refresh to have all three of those parallel tasks so I can open up each one of these and do the same thing basically just click on each one assign it to myself which again you we have to do if you're assigned it to multiple people and scroll down and review the basic information I can check off each one that I've done I could make this all required if this was something that was required for everybody to do every one and then when I'm done I just clicked on the task goes away when it's completed and it goes into the completed tasks for that user I can go to this do the same thing for IT setup this one has some specific information that I can fill out as well as my checklist so when I've done each one of these I can check it out and then I can fill out the employee ID right this is something that we would use and then we click Submit then we have one more orientation scheduling so this is the HR manager just saying hey this is the date that this employee will be at orientation again it just has all of the basic information at the top and then a drop down at the bottom where we can choose our orientation and then click schedule this is the last user user task so that's the last thing that you'll see in the inbox and then what we should see if we go back to our laserfiche client we should see that form show up here in HR pre-boarding as well as that user's name added to that drop down list for employing and if you're monitoring your you know you'll also be getting emails with some of that information so here's our new higher employee ID company email address I must not have built out in the company phone number you can see in your repository you'll be able to see your initial form that was submitted if you're using the web client you can see a little preview of it you click on fields I'll show you the field so we changed our full name from a text field to drop down and you know are you were seeing me only typing in these two values but our workflow added this value to our drop down as well so we have that going forward so that's the whole process start to finish now we have this entire process paperless easily trackable if you wanted to then go back in later you would be able to monitor the progress of this process using your monitor tab and Laserfiche and you could see everything that had happened in that process so that is the entire process start to finish I have just a couple more slides here in my Prezi and then will be all wrapped up if you have any questions after though we can stay a little bit longer today I just wanted to show you again the resources that we use and that are available for you if you want to go ahead and build this or try this or see variations answers this great resource for Laserfiche it's monitored by tons of users and the developers at Laserfiche the solution exchange on the Laserfiche website has tons of examples of forms processes that other organizations have built out both using the business process library as well as the the individually built customized from scratch processes and then our documents and slides for this presentation are available under our city's digital client portal under the documents tab if you'd like to join us next month we're also gonna do a build along but next time we're gonna really focus in on workflow and we're gonna do an invoice approval process where we're gonna be able to show calculators and conditional routing based on the amount so show how you can send things to different people based on variables and hopefully again at the end of that work or webinar you'll have a workflow that's ready to deploy that's Thursday October 11th same time 1 to 2 central time and then again classic we have the t-shirt available if you could please take a second before you leave or when you leave to fill out the survey give us your real feedback about how this went what you might like to see you next time or any ideas you have for webinars or topics going forward we really appreciate your feedback and a lot of the things we incorporate into these webinars are things that people have sent us or requests so that is it for today I will stay on the line for a little bit if people have any other questions or anything else but otherwise thank you for your time today question there was a question about who can create forms and what you need to be able to do to see the creative process or start a new process design and the the permission that you need is forms creator and that's actually in the administration section of Laserfiche forms so if you were logged into the webinar but you were not able to actually create a new forms process you'll see to talk to your IT administrator and tell them you need permissions to be able to create forms processes and then you can go back through this webinar and you'll be able to follow along and build this process out