Flash Electronically Signing Request with airSlate SignNow

Flash electronically signing request

hello everyone and welcome this is the webinar process requests from the flash with electronic form my name is Danielle I'm the content coordinator here at laserfiche I'll be one of your hosts today accompanied by Elissa our international marketing associate she'll be giving a software demonstration we also have Ming our pre-sales consultants will be handling the Q&A session at the end of our webinar our priority today is to show you how laserfiche forms can speed up the request process through the use of forms and automating forms processes now let's just take a quick look at the agenda so you know what to expect first I'm just going to give you a brief overview of our software and show you a couple of examples of the types of forms that you can make then I'll if it's time to take over and launch our software demonstration to show you firsthand what laserfiche forms to do this demonstration is going to be the most substantial part of our presentation so this is going to be walking you through a lot of the features of the software and explaining how they can be used for more efficient processing this is also going to talk about a really great new feature we added recently the business process library this is a collection of templates for common processes and forms that you can download to jumpstart your use of this software finally we're going to close out the webinar with a question and answer session which brings you to our next slide housekeeping just a few things to mention before we get going if you think of any questions during the presentation please send them to us using the Q&A box in WebEx we'll collect the questions and answer them at the end of the webinar just as a note this webinar is being recorded and we'll post a link to it on our YouTube page so you can access it in the future again if you'd like also if you'd like us to email you that link to the recording please let us know through the Q&A box finally we highly recommend that you put the webinar on full-screen mode so that you can see all of the features of the software clearly you can do that by clicking on the arrow at the top right corner of your display all right so let me begin by explaining what laser which forms is this software is an add-on to the laser bish systems that allows you to really easily create electronic forms you can create a variety of forms for both people inside your organization and people external to your organization's you can also control what happens with that information once it's captured within an electronic form for instance you can automatically route forms to the right people so that they can review and approve them which really helps to cut down on the time to fulfilling requests now just to give you some ideas I'm going to show you a few examples of the types of forms that you can build however I'm really just showing it like a few examples today the possibilities of the software are really limitless also I should mention all of my examples are real life uses they're not just semi forms that I don't most of them come from our customers so the first one is a job application which is something just about every organization needs this particular application is for a packing company they're one of the leading cherry producers in California they're called Warmerdam packing they hire about 1,500 to 2,000 seasonal workers every year which used to you're really thyme and paper intensive process until they switched and started using Laserfiche form by doing that they were able to cut down their application processing time from three weeks to just two hours for the entire people that they hired not just one person so they automated what happens is with the information collected on the form but I was just going to talk a little bit more about that later so if you look at this form you can see that you can configure pretty much everything to suit your needs this one has the company's custom header on it as you can see up here with their logo they've also included instructions here at the top for potential applicants and the fields are divided into different sections here's one about the position they're applying for and then below that their personal information those are all super easy to configure you just drag and drop some into the forum where you want this next example is a student registration form this is for a school district in Idaho called Bonneville they're actually the fifth largest district in Idaho and here you can see some of the things you can do with forms like creating drop-down menus and radio buttons these are nice because they limit the kind of information users can input into the form this allows you to standardize the information that's captured so you don't end up with random answers from users who weren't quite sure what to put in the field we're actually going to mention the school district Bonneville again at the end of the webinar because they automated several different processes with forms so stay tuned this is going to talk more about them later this next form is for an RSVP this is actually something that we use in our company for the laserfiche summer party as you can see you can get really creative with the design here at the top are event coordinators included pictures of the venue to help get us really excited for the party you also might notice that this form looks pretty short but there's actually more to it however the rest of form doesn't appear unless you RSVP yes to the party if you do click yes then this whole new field appears where you get to pick what activities you're going to participate in at the party but of course if your RSVP you know you don't really need to see that because if you're not going to the party you're not going to participate in the activities so when you build out these forms you can hide fields that aren't applicable to all users which is pretty nice here's my final example of our forms this is a public record request form you can see another great feature here it's a calendar so you have the ability to select a date with that calendar if any of you pay your bills online like I do you're probably pretty familiar with this when you fill out those forms they let you select to say your payment will go through from a calendar personally I'm a pretty big fan so I don't have to break out my calendar and look up the days of the day I want my payment to go through so it's pretty convenient but this one actually filled in the date matically for the user this one particularly that's because the public records request process is really time-sensitive there are a lot of regulations about how long organizations have to fulfill public records requests so it's really important that the submission date is accurate that's another feature that's really easy to configure when you're setting up your forms and this is actually what we're going to be demonstrating today ELISA is showing a public records request process so I know that won't necessarily apply to all of our attendees here today but we're really just using this process as an example to showcase all of the software features so even if your organization doesn't get public records requests you'll still be able to see how lizardfish forms work and how it can speed up the process is that you do have so with that I'm going to go ahead and turn things over to Alyssa she's going to walk you through how forms can automate what happens with a public records request in order to make the whole process faster and more efficient hello everyone my name is Alyssa and I'm very excited to demo forms for you today it's truly easy to use and I'll show you right now I'll be going through the public records request process as Danielle mentioned as you can see on my screen we are on a counties website and to request a record we will just go straight to public record requests here and we'll begin as a member of the community requesting a city record as we go through the process the request is sent to the City Clerk's office then assigned to the relevant Department for retrieval of the records the city worker will usually refuse to search for the requested documents redact any sensitive information and then deliver it to the requester the reflector will be able to access the content using web links which I will tell you about in a second so here we have our forms you can embed a form like this directly onto your website instead of providing a link to it like what we did here everything you see on this form is configurable the title the background photo the logo the different fields here you can make certain fields required or not you can also choose to set restraints for standardizing answers for example in this email field here I must enter something with an email address format otherwise it won't let me go on with a form so let's change that back to the proper format there's absolutely no coding experience required to make a form like this on the back end it's just a simple drag-and-drop feature to enter the fields onto the form and there's a variety of fields choose from way more than what you see here so we just fill out the form as a requester under the first method of delivery here there's a drop-down menu you can also configure these menus to your specific requirements and whichever option the requester chooses it will trigger a different process so let's go ahead and request a building permit for this address here and at the end of the form is a CAPTCHA you can choose to include this as an extra layer security and this is just to verify that every submission is an authentic request and that it's not spam if you like spam there's also an FAQ at the bottom which is there to just help with troubleshooting issues or to answer some common questions so let's go ahead and submit the form and this will take you to a thank you page which you can personalize and notice that this message has taken some of the information from the form that we just filled out like the name and the email here this is another very useful feature of Laserfiche it can leverage information from the beginning of a process and use the same data in the different stages afterwards so now it's a city clerk's job to assign this request to the correct department you can configure the process so that whenever there is a request a minute the clerk will get an email notification so she doesn't have to check her tap every day in this case let's go directly to what the clerk will see on their forms tasks here we can see my pass which are taps assigned specifically to you and in this available tab there are tasks assigned to your team so we'll go in there and we'll find that the request that we just submitted is in there if we highlight that one and if we click shows details here you can see which stage the task is currently at and this can really help eliminate bottlenecks for example if you're wondering what's happening with a specific request you can open this up and see where it's being held up at so this way you can know exactly what a chase for your request or actually you might not have to do that because you can actually automate reminder email sense before to date so let's review this request go open it up and assign it to ourselves first and then up here you can make this tap available to your team again with this button we can reassign it to another member of the scene we can edit the due date or edit the priority so we'll review this form and see that this person is requesting to see a building permit so of course let's send this through the building department and you can add comments here which the manager of the building department will see let's submit that now I like to pause here to show you the operational dashboard and what the deaf board is that it will give you an overview of all of your departments tasks and on the top left here under instances overview you can see the total number of tasks that are in process but then it breaks it down by stage here so you can see which tasks are at which stage in their process and to the right of that you will see where each task is asked currently in terms of due dates and and with it you can make sure chops are being done in a timely manner and it makes it easy to just stay on top of your tasks and so you don't miss any deadlines underneath that is the user task distribution this breaks everything down by how many tasks each user has so you can clearly see which member of your team is working on what this allows you to better distribute tasks within your team the insights box here provides information about specific members of your team so in case you notice someone in your department who seems to be looking forward recently you can just check the staff board and maybe assign them to the task and to the right of that is basically the same information just sorted by entire teams so let's go back to our records request process the city clerk just assigned the task to the building department manager so let's open up the manager's email inbox and we are there we see that you've received an email notifying him that there's a request that needs to be fulfilled so all we have to do is just click on this link to open up the form so that you can just review it ok and here it is um so let's just slow down and see what they're looking for you see that they're looking for building permit for this address and then we can also see here the clerk's comments on to the building manager okay so let's go into the Laserfiche we pop this or to find this records and what the repository is is just where you would keep all your folders and files kind of like a digital filing cabinet so here on the sign on screen as we can go under options you can choose to use this single sign-on to use your Windows credentials to sign on so you don't have to constantly enter your username and password but for today we'll sign in as someone on the building team we have silly builder here and this will take you to laserfiche and that's web access and this you can access through any web browser including mobile browsers so here we have our repository we have our folders on the left side here and if we click into building permits we have our files in the middle here and on the right side we have our metadata pane and this will show you very useful information about the document so as you can see the building permits are not named by address so we have to do a search for the one we are looking for so let's enter the address into the search bar so here is the building permit we're looking for we look down here at contacts tips this helps in finding the document we need this is a little preview into the document so we can make sure that we've got the right one so we have our document here which we will be viewing it within Laserfiche and here you can review the information and add any annotations that we need if there is sensitive information on here that we don't want the public to see we can use the redaction tool like this and this will show up as a black box to the requester but for now we can see through it because of course we have the rights to see it we can also choose these white redaction like this and any information that is redacted will not show up in search results or in metadata feels and this is just to keep private information private now let's get the record I see here so we can enter it back into the requesters form it started and then we'll just enter it into there and then we'll say here's the document and then we will submit it and now we're back at our tab and as you can see there's no more tests and we just completed our job so now the requester will receive an email notifying them that the request has been processed and that they can review the document as you can see here again this email has pulled information from the original request form like the name of the requester here and this link here will take us to the read-only file in weblink and what link is the public portal where you can place read-only files on and what this is is that it enables the public to see files in your repository but won't be able to change them we can see our redactions here and here's another really useful feature of web links is that it allows any member of the public to browse and find records within your repository themselves so if they don't want to take time to submit a request or just don't want to wait for the request to go through they can go into web links and just search for it themselves so I want to show you an example of a real-life web link home page this is the city of Anaheim here in California and everything you see here is configurable with the banner at the top the logo the links under the search bar you can design this however you want under the search bar they have linked to the different types of folders that people can search for and of course you can determine which records are accessible to the public and which ones can or cannot be downloaded it's all up to you and just for fun let's look at a building permit for Disneyland which is actually located in Anaheim so we'll search with a Disneyland address here and then we see there it is and then here in the window to the left you can view information about the documents you can print it if you want using this button you can view it in plain text so this is a very helpful tool for members of the community to find public records themselves okay so that wraps up the demonstration of the records request process as you saw forms is super easy to use and it can get so much done there's one more thing that I would like to show you at Daniel mentioned earlier because it will actually make your life even easier just when you thought it couldn't get any better here's the business process library the business process library or BPL for short is basically a digital library of pre-built form and process templates designed for fast process automations appointments and you can use these pre-built templates to essentially get things done in a flash as you can see here we have tons of already pre-built processes for example here we have HR processes we have job applications and new hire onboarding and so these are all pre-built for you so you don't have to go and start it yourself we can take a look into education and these processes are caters just for the education sector we have changes major or minor requests adding and dropping courses or diploma requests these are all pretty popular but let's go into government you so take a look there and let's the public records request process that we just did is already built out for you let's go into that one up here is a description of what the process is it's just basically a walk through what we just did here we can see screenshots of the process so let's click that one and here we can see what happens at a request at each stage from start to finish then let's go and look at the form this is all pre-built here so you don't have to create it from scratch however if you did want to change anything here you can you can change anything to meet your specific organization's needs and then down here we have more information about who is involved in the process we're in the repository the fulfils requests are located additional components required and additional files that you will need for this process and to use one of these all you have to do is download it directly from the library here then you can just quickly deploy the automated process in a single department or throughout your entire organization and then it'll just be ready to go and we're very excited about the BPL and really hope that you are too it's a great feature we have just added to help you get up and running even faster okay so if you have any questions about the demo please feel free to submit them in the Q&A box now so that we can gather them and answer any of them during the Q&A after this now let's switch over I would like to show you a case study of one of our customers Bonneville joint school districts as Daniel mentioned earlier I want to tell you how they streamlined their public records request because it really shows how late to page four can make the process easier and just more efficient if you remember Danielle said earlier how Bonneville automated the student registration process with laserfiche forms and I would like to emphasize that they were able to reduce the time required to register each student by 96% from half an hour to just one minute for each student and there are a lot of students however student registration was not the only process they automated as a public school district they also received public records requests with nearly 12,000 students and rolls in 24 schools the district must process a lot of these requests they receive around 100 requests a year and with the recent building of a new high school that number has significantly increased and just to make things more difficult state law requires that the districts provide the information that is requested within 10 working days this is pretty difficult when operating on a paper-based system so this is what they did they used laserfiche forms to set a 10-day deadline or a request to be fulfilled as soon as someone submits a request through their forms which you can see here on the slide and once the form is submitted the relevant Department will be notified of the request so that they can get on it right away the superintendent assistant superintendents and the HR director are also all notified and they all receive a copy of the request and additionally they will all be able to view it at the same time in laserfiche and this allows for easy collaboration and just make sure that everyone is on the same page and knows what's going on and then the requester is also notified with an email which includes the date of when in from action will be available so it just gives them a confirmation and they know when to expect the information and then once the information is obtained the Department updates the form and upload any files they can mark it as complete but if for some reason they need to say send it to a different department to get more information they can also easily do that they can also delete requests if a request is invalid an email is then sent to the requester with all the documents attached all the requests that the district receives are automatically saved into Laserfiche so that it's easy for them to find it later on so that was just a quick summary of how bonneville streamlines their records request process with the systems they don't have to worry about someone's being out of the office to fulfill a request they can easily just forward it via email requesters are kept in the loop throughout the whole process which creates a better customer service experience and the biggest advantage of having Laserfiche for them is not having to work with paper the clerk doesn't need to forward the paper documents to various departments manually as they have to do before they didn't have to make multiple paper copies for everyone to look at this is all digital now so as you can see laserfiche forms can really do a lot for your organization now if you have any additional questions please send them through the Q&A box now I'm going to be handing things off to me who is one of our pre sales consultants and she will be handling the Q&A for you now I know everyone does this mean today I'm a 2008 laserfiche and thank you everyone for your questions and receiving a ton of questions as a deployment so doing it to raise to offer questions and also to get everyone such as answered and if we want a time you know we'll also post answers on website to the journey okay so first off we have a lot of questions regarding you know the product that we're showing today visit leaders these forms ten ten point one so we're showing you today is the latest version of the software so everything from ten point one and we also a couple questions regarding the business process library on so this is responsive library is only available in major these forms ten point one so make sure system is on the latest versions of software and I'll be available to you and there's also a question regarding on where that is located so I'm going to go ahead and let a lot to take over and show you where that business class of library is located alright so when you just point your feet here on the screen is we went to go ahead and navigate it back to laser search form so we're logged in as a user we can create a business process and so this could be meal a manager the illustrator so when you click on clear process what's going to happen is you have a list of available templates for you as well as the list of business profits libraries so sincere dressing on this page you can go ahead and select the sector or the industry that you'll like to access and you have a list of forms available to you so let's take a look at sub urban sector so for example here we have that public sector supplies that we've just demonstrated and here we'll have a description of a public records request and you can see a preview of the form as well as a process diagram and we download this form what's going to happen is you'll have that process available to you on your system and everything is animated so that if you're not sure about what this stuff does now take a look at the annotation and you know everything is configurable we go ahead and click on each step and follow the district's instructions outlined and an efficient and go ahead and configure your process okay and we also have couple questions regarding inform itself see so questions regarding form itself there's a question regarding you know how about is the form you need the signature again everything on this form is considerable so all these fields can be made into required fields if we need a signature from the forms if you got an added signature and interface is very easy it's a simple drag-and-drop interface so designer all you need to do is drag out fields on the form and make that column required field okay so another question regarding you know England education if you would ask is this process you're going to do can you how many other types of things off headed to Mel or hotmail etc so the energy station that will utilize these your accommodate any email um so we can fit me know about to Nina's outfit of the system or the user signalling systems and I've also have to be no obvious information in the process we can go ahead and notify that user okay so we have a lot of questions regarding the public record that is displaying web links the question is can you allow the public to see the dolphins on web link without having the metadata available so everything you see on web link and then you go ahead and configure security so that we don't show the metadata information on the document so for example we can allow the user to only see the document itself without the metadata information and couple questions regarding those records so the question is if you have records they're not currently storing laserfiche repositories can you upload request a record from another source to fill the request and the answer is yes so let's say is you know your mind getting to a different system and you clearly have that restoring Laserfiche and maybe escutcheon the records are stored in a different system so what we've used here is using a form process where you can form students to manage the records at class but we can also upload documents throughout this process from a different thumb so especially you can go and uplift the documents from the system and then send that sucker and delivers the requestor at the very end it's a couple more questions regarding the final record the question is can the final form design in those legacies and another format such as PDF if the end user doesn't have access to laser system so the couple ways we do this so what we are looking at here in weblinks this is a public sport 'el so the user doesn't need to have access to lasers these systems essentially visit a public portal for them to do documents in our repository so they don't need to sign anything residential so anonymous users can access their softness on those public records dressing student portal and return to the format of the final form we can also save this form in a PDF format or in other formats up where you're looking at here is an instrument but this can also be save in its Vidya all right so we have a question regarding the uploading and passion documents in the forum process so earlier we're interacting with form products using our web browser and the question here is can we attach supporting documents so form that's been submitted you know quite for example can it be a contributing with the phone and if an answer is yes so you can attach any supporting documentation and this could be you know a picture a document for any electronic documents on to the forms of students submitted so it doesn't have to be the starting form you can upload a document at any point throughout the process these and other questions here is is there ways of incontinence trenches um perhaps for you know someone that's for users who don't want to use a computer and the answer is yes you know I really will like to store everything digitally in the laser research posit or II but again you know everything here creates a document so before now we submitted here you know any additional documents are attached along the way you can go ahead and print those out like a very end of the process if that is what your guys disagreement the next question is can I do this product with resolution 19 version and the answer is yes um inside there seems that your that you think you fall today may not be available in iron for example the business pocket library is not a zero nine but most of the phones featured for example if you so consider this forms even a service life and can also assign tasks to demands easier and the create business processes simulator this line alright so you have a lot of questions coming in so keep them coming and I'll do my best to answer all of them the next question is once you once you have completed the request can you filed it away in Lagos useful reference management and that is definitely yes so everything is all here again now we can go ahead and follow them away in Laserfiche even though it's a false prophet if you generate a final request form and say that and archive it in your leadership repository and we can also apply the division schedules using a records management system the next question is how can you start the process if the request a minute is on a printed or handwritten form and that's a great question so what we saw today is an electronic form so the user will be in a grammar website you know submitting a request or platform but it is if you're still using a paper process we can also kick off this process by using a paper form and saving in the repository so what is not showing you today is only official works well and work wasn't going to take that information and route it to you know different approvers or requests or pressure retriever to need to go ahead and make that request the next question is smooth easy there and how do you start a process a neighborhood when I look at the helps pay because whether I'm in how to delegate succeed it will save in use your house forms but he or she cannot make a business process or repair should not start a process and the reason is the reason is because in order to clear process the mutinies needs to be given a process greater roles and so this is configured in the form of education console and so if this user has a supply of greater role he or she will have an option to create a business process and it's accusative inaudible physically to be blank so I would definitely suggest people to engage your IT department to make sure you have a bill before you can create a process the next question is is there additional training to see how information can be pulled from form to popular metadata and to put documents into related systems versus extracting information from the system so very good question so information can be cold so for example is amazing ASEAN forum the people had important informations from external database and use this apostolate the formula going out so essentially between your head and if any of this information of abilities in your current system we can go ahead and use forms to look into that system and pull information I really have to auto fill this form so once the form goes to process you can also view that information to possibility metadata so that is what you're seeing here on the right hand side so the right-hand side of the sphere you have labels metadata so any of those information once we calculate information to provide and push it into Laserfiche metadata say the next question is can we digitize an existing hard copy form to laser each one and the answer is definitely yes so here we'll what we're looking at here is a digital a web-based form that we created for this presentation and just to show you the back end interface someone having dangers we can create forms so this is a back in interphase and this is what's called exhausting designer so essentially all the fields you saw on our form from the left hand side and to the right you have expanded and the very simple drag-and-drop interface and very easily very so if I wanted to add an email all have to do is go ahead and dial field and place it anywhere on the canvas so any of those for coffee forms you can turn it into electronic form simply by using art form designer so the next question is is there limit for the number of persons that can have an estate or access and the answer is no so there is no limit it depends on how your system image video would like to set it off and essentially you know under the user continued specs good the user security settings I'm going to show two things appendix find those security settings to individual users so there's your women ask - how many users can have an image data access so the next question is the file that was shown there today on the only shuttle record IV is what we call is clear under on the column you see we have the name of the document and the vector ID and questioners and maybe main files and guys absolutely yes on so they give you the name of the document or the music's rising in the demonstration the reason why was using a record I see because these are unique identifiers are associated with individual records and so let's say is your system you have a standardized and convention for all of your records we can also use the name of the document a list without record in your system here's another question is um a user mention that they would like to their instant using forms product to create on contracts and illustrations and so that is definitely possible with leadership is formed so over here in the business classes libraries and we have a list of business process templates that you can use and you can clearly reason to create a contract or you'll manage a contract station process dividing to depend on peace or approval or to draft the contract and the finals of the contract I'd like to add also if there are any processes that you don't see here that you would want to see here you can actually submit ideas for new processes for us to build and you can just do that here by clicking this link to the answers page and you can submit whatever ideas that you have to add something on the BPL okay so one more questions came in on the questioners is the workflow that process Suns just going through the energy bill for example that and see what is put into 42 is that business process diagrams behind this forms and Stanford yes so for example if I go to development structure and open up the public records requests one over here you can see that business process behind the form so that's also included in this download and if the forms involve any workflow processes that also that will also be included in the free space and any additional and yellow files are in the business process library so very bottom to see now we have additional files are required to put this entire process together here we have that laserfiche records request repository place and that is the folder structure that we're using on for detective request and any workflows are associated with this this business with this business office on is also included in the depth in the template and all you have to do to down with that is just click this link here so you don't have to go anywhere else to find it see one more question zoom in on this one says those agencies have a mobile app for the web tronic forms or is only conducted through internet web portals and the answer is yes so the form speeds actually available on student web on tablet and mobile phone - seven more whereas and it also allows you to download the form directly to your their life so for example you know let's say if you're going somewhere that's out of the network and you don't have internet access they can do is you can download the forms on your local device and when you receive in an access you can spin out that form there or you do state any of those working drafts directly on your device and since I all as students you get in our access I think that kind of wraps up our coding sessions if there's more questions feel free to keep sending in to us and if not we're going to go and wrap this up and we're also post a list of sensors after the polls okay everyone that wraps up our presentation for today thank you for attending we appreciate you taking time out of your day to learn about ladyfish forms so I hope this presentation helps to showcase the great capabilities and answer any questions that you might have had so with that have a great rest of your day Thanks you