Create an envelope in which the address and name of the recipients are automatically entered when you send a large number of letters. Show
To get the most out of this feature, you need a data source with the addresses and name of the recipients. StepsTo create an envelope template for bulk mailings
To insert a merge field into the recipient address area
To merge a letter into a new document and print or send as an e-mail message
More InformationEnvelopes Tab of Envelopes and Labels Dialog BoxDelivery addressEnter the address of the recipient. If you are sending a large number of letters, it is best to use merge fields in this area, so you only need to enter it directly if you have only one recipient. Return addressEnter the address of the sender.
Print ButtonPrint the envelope template you created. Add to Document/Change Document ButtonAdd the envelope template you created to the document. You can edit the document as you want. If you change the envelope size and so on for the document you added, it will be changed to Change Document. Cancel ButtonClose the dialog box. Options ButtonOpen the Envelope Options dialog box to adjust the envelope size, the recipient address, and the spacing for the return address, and set the fonts. See AlsoDocument workflows allow users to send one or more documents out for a wide variety of processes, such as review and approval, with up to 100 documents on a single workflow instance. Document workflows use object workflow functionality via the high volume Envelope object. Within an individual workflow instance, there is one (1) Envelope object record and one or more related
documents. End users do not directly interact with the Envelope object. Within a document workflow, you can create tasks and actions that affect the “envelope contents.” Envelope contents are the documents associated with the workflow. You can configure document workflows to apply to documents in any document lifecycle or only a specific lifecycle. Access
to Envelope and Envelope Content object records should be carefully controlled. Because the objects are high volume objects, users with Workflow: Participate permission and access to Envelope or Envelope Content records through a custom object tab or the Business Admin page are able to view those records regardless of record-level permissions. In addition, if a document is in
an active workflow, clicking on the record link may take the user to the document workflow viewer, even if the user is not a participant of that specific workflow. A user’s ability to view the documents in the Envelope is still determined by the document’s sharing settings. Document workflows have two options for interacting with document lifecycles: This table compares the document workflow options: You can create a document workflow from scratch or copy an existing workflow using the Copy action. To create a new document workflow: After you save the new workflow, you can
configure it: You can copy an existing workflow with the Copy action. The new workflow targets the same lifecycle as the source workflow, and duplicates the workflow description, steps, and variables. The copied workflow is created in configuration mode, and you will need to activate it. To copy an existing document workflow: You can now configure the workflow copy. Deleting a WorkflowYou can delete a workflow by selecting Delete from the Actions menu. Workflow Version HistoryYou can see a list of all activated versions of a workflow by selecting View Workflow Versions from the Actions menu. Click on a version of the workflow to view its details and steps. You cannot make step changes to or copies of previous workflow versions. If a previous version has steps containing deleted items, such as deleted fields or lifecycle states, then the history shows those steps as errors. Read & Understood WorkflowsRead & Understood (R&U) workflows are a special class of workflow that allows users to assign one or more documents or binders to specific users for review. See details about configuring Read & Understood workflows. Start StepThe Start step controls the dialog that users see when starting the workflow. From here, you can enter workflow instructions, create user controls where workflow owners will select workflow participants, and set up date fields. To define the start step:
You can create a Start Step Rule to define a scenario in which the workflow owner should not see a particular control in the workflow start dialog. Start Step RuleStart step rules provide a way to conditionally modify the controls presented in a workflow start dialog. You can prevent the workflow owner from seeing unnecessary controls in the workflow start dialog, or make controls required under certain conditions. To do so, define a rule using Boolean (true/false) expressions as described below. Using this rule, you can hide or make required Participants, Prompt for Document Fields, Instructions or Variable controls. Rules should only affect controls that are optional in their individual control configuration. Creating rules to hide required controls can lead to workflow errors. For Participants controls, the control is considered optional if all of the tasks in the workflow that the defined participant would take part in are optional. To create a new start step rule:
Start step rules expressions use Vault’s standard expression grammar and return true/false. Vault applies the rule’s effect to controls in the workflow start dialog when the expression returns true. The rule expression must return true for every document in the workflow for the rule to take effect. Start step rules support all standard field types supported in Vault expression grammar and use the same syntax as formula fields, validation rules, and other expression-based features. If the same control is affected by rules which both hide and require it, the required-type rule takes precedence. Control TypesWith document workflows, you can configure Instructions, Participants, Date, and Prompt for Document Fields controls. When workflow owners start workflows, they see instructions and options based on the controls you created. If the owner needs to select users to review documents, you should create a Participants control. If the owner needs to choose a workflow due date, you should create a Date control. Instructions ControlThe Instructions control type lets you enter an explanation or instructions for the workflow owner. For example, instruct owners to add approvers in an approval workflow. You can include tokens for document name Date ControlThe Date control lets you set up a date field that appears in the workflow start dialog to use as a task due date. Participants ControlThe Participants control allows you to create participant groups to assign users to tasks. For example, create an Approver participant control. Later, you can assign a task to that participant group. To define a participant control:
By default, the maximum number of participants that can be assigned to any workflow participant control is 5,000. To configure a limit between 1 and 5,000, navigate to Admin > Settings and enable Limit workflow participants selected by workflow initiator. Provide a Max number of participants per participant control. The workflow initiator will encounter an error if they attempt to assign more participants than the configured limit. Use Role as ParticipantsIn workflows with the Use Role as Participants option enabled in a Participants control, the behaviors described below determine the tasks which will appear in users’ My Tasks or Available Tasks views:
Prompt for Document Fields ControlThe Prompt for Document Fields control allows you to prompt the workflow owner to fill out document fields. Vault will populate the field values across all documents in the workflow envelope. How to Add Document Field PromptsTo add a document field prompt:
Valid FieldsThe following field types are valid:
Object reference fields used in field prompts respect reference constraints. We recommend not including certain fields (or not setting them as required) because this can result in workflows that task owners cannot complete:
Note that document workflows don’t support document field dependencies. Variable ControlThe Variable control allows the workflow owner to set the value for a workflow variable. The workflow configuration can then use the variable value as the basis for branching. How to Add Variable ControlsBefore adding a variable control, you must add a variable to the workflow. This happens from the Workflow Details page, in the Variables section. To add a variable control:
Task StepsTask steps assign a task to users in a specific participant group. Tasks can include instructions, verdict prompts, and eSignatures. To define a document task step:
Updating Sharing Settings in Task StepsYou can configure rules in the Update Sharing Settings section of the task step to automatically manage Sharing Settings during a task step. Vault applies the sharing setting changes to the documents included in the workflow. To define sharing settings update rules:
Note that the Task Reassignment From event option updates the sharing settings of the user from which the task was reassigned, rather than the current task owner. Configuring VerdictsWhen configuring a document workflow, you have the option to prompt users to select either a single verdict or multiple verdicts. Select Single Verdict to require a single verdict that applies to all documents in the workflow. The selected verdict and any associated signatures will cascade to the content documents. Select Multiple Verdicts to require a separate verdict for each document in the workflow. For document workflows configured for any lifecycle, you can choose to require verdicts on all documents in the workflow, for a specific document type, or for all documents that do not have a specific document type. Due DatesDue dates for tasks can be based on:
If you select one of these, you can configure an offset, for example, four (4) days after Workflow Start Date. Due dates are dates only and do not have time components. Users see task status (late, etc.) based on the date in their own time zone. Calculated Task Due DatesWhen selecting a workflow task due date, you can configure calculated task due dates. This allows Vault to automatically calculate task due dates without input from the workflow owner. To configure calculated task due dates:
If calculating task due date from Workflow Start Date or Task Creation Date, the times are based on the Vault time zone set by the Admin. Document FieldsThe Prompt for Document Fields setting allows the workflow to display editable document fields and prompt the task owner to fill those fields when completing the task. Vault will populate the field value across all documents in the workflow envelope. This option does not allow task owners to select different values for different documents: the same value will populate for all documents. Valid FieldsThe following field types are valid:
Object reference fields used in field prompts respect reference constraints. We recommend not including certain fields (or not setting them as required) because this can result in workflows that task owners cannot complete:
Note that document workflows don’t support document field dependencies. VerdictsVerdicts allow a task owner to indicate a result when completing a workflow task. Within a document workflow, task owners assign verdicts individually for each document. How to Set Up VerdictsTo add verdicts to a workflow task:
Short-Circuiting Workflow TasksYou can short-circuit workflow tasks to reduce unnecessary task completion. When a user selects a verdict you have configured to short-circuit, Vault cancels all other workflow tasks with the indicated tags. For example, if only one user in a group of approvers needs to approve a document, Vault cancels the approval task for all other users in the group after one of the users approves the document. To set this up:
You can add short-circuiting task options to multi-document workflows that are available to either any lifecycle or to specific lifecycles. Optional Verdict Settings
CapacitiesWhen you configure a verdict to require a capacity, task owners must provide a capacity to provide additional context for their task verdict. How to Add a CapacityTo add a capacity to a verdict:
eSignaturesWhen you configure a verdict to require an eSignature, task owners must provide an electronic signature by entering their login credentials. How to Add an eSignatureTo add an eSignature to a verdict:
Task RemindersTask reminders allow Vault to automatically send notifications to task owners with open tasks. Task reminders run daily based on the Task Reminder Notification job. By default, the job owner is System, meaning that no user will receive an email if the job fails. If you would like a user to receive an email if the job fails, update the Job Owner in Admin > Operations > Job Definitions. Note that Task Reminders use the Vault Time Zone. How to Set Up Task RemindersTo set up task reminders:
Action StepAction steps define actions that Vault will automatically complete on documents within the workflow envelope. For example, an action could move all documents into a new lifecycle state. How to Set Up Action StepsTo define an action step:
Change State ActionThe Change state action moves documents into a new lifecycle state. To define this action, choose a new lifecycle state or lifecycle state type. State changes performed within an Action step do not check entry criteria or trigger entry actions when the target state is the same as the existing state. Update Field ActionThe Update document field action allows the workflow to automatically update fields using a formula. Vault will populate the field value (static or calculated) across all documents in the workflow envelope. For example, an approval workflow could include a step to set an expiration date for the content by adding 180 days to the Approval Date. Valid FieldsThe following field types are valid:
Automatically Remove Matching Items ActionThe Automatically remove matching items action allows the workflow to remove documents from the workflow Envelope. For example, an approval workflow could include a step to remove documents from a workflow after they have received a Rejected verdict in a task that supports verdicts for individual documents. To define this action, select Perform with Conditions and specify one or more conditions. The action removes all documents in the workflow that match the conditions. Select the Removed Documents are moved to the Workflow Cancel State checkbox to change the lifecycle state of removed documents to the state defined as the Workflow Cancel State in the document lifecycle. Note that this action will not remove any documents from the workflow if every document matches the conditions. Accordingly, we recommend configuring a Decision step prior to this, to ensure that this action step does not occur if all documents would be removed. If this situation occurs, it may be appropriate to cancel the workflow. Remove eSignature from Documents ActionThe Remove eSignature from Documents action allows the workflow to remove eSignatures from documents for specific tasks and verdicts. For example, an approval workflow could include a step to remove an eSignature in the event that an incorrect user approved the document. To define this action, select Always or Perform with Conditions and specify one or more conditions, then specify a Task and Verdict. The action removes signatures from documents in the workflow that match the conditions, task, and verdict. If a document is up-versioned during the workflow, the action only removes the signatures on the latest version. Conditional ActionsAction step effects can also be conditional. Using conditional actions, you can configure a workflow that will allow different outcomes on individual documents. Note that decision steps allow you to branch a workflow, but decision steps look at the complete set of documents, not individual documents. Only action steps can act on individual documents within the workflow envelope. For example, an approval workflow includes a task that prompts for verdicts: Approved without edits or Requires changes. The Admin creates an action step with conditional rules. When Vault applies rules, it does so for each document in the envelope individually.
Vault puts each document through the full set of rules before moving on to the next document in the workflow envelope. In this way, individual documents can have different outcomes, for example, with one moving into Approved state and another into Draft state. However, the action does not branch the workflow. There is no way to branch the workflow itself that allows some documents to follow one path while other documents follow a different path. See Decision Step for more information. How to Define ConditionsTo define a condition:
Condition Types
VariablesWhen configuring a workflow, you can include variables that you then use when evaluating decision steps in order to create branching workflows. The workflow owner sets values for these variables when starting the workflow. With workflow variables and decision steps, Vault can support small variations in a workflow process without needing to configure multiple workflows. For example, your organization may have a single review workflow but include additional tasks in some situations. How to Define VariablesTo define a workflow variable:
Example UsageTo define a workflow that asks the workflow owner whether training is required for the documents, and then branches to a training step if so, you’d do the following:
Limits
Decision StepDecision steps let a workflow diverge onto separate paths based on conditions. When evaluating document conditions for a decision step, Vault looks at the envelope documents as a whole, not at individual documents. Decision step conditions can also use a workflow variable. When branching a workflow, all documents in the workflow envelope follow a single branch. Individual documents cannot follow the branches separately. When defining rules for branching, start with the most restrictive rule. Vault evaluates the rules in the configured order. The first rule that evaluates to “true” is the path the workflow takes. To set up a decision step:
Rule Types
Join StepThe Join workflow step lets you merge two separate paths within a workflow. You’ll use this step in workflows that branch or contain parallel steps.
Update Sharing Settings StepThe Update Sharing Settings step edits the Sharing Settings for envelope documents by adding workflow participants to a specific role or removing participants from a role. For example, a workflow to approve documents may require an additional review from a user that isn’t normally assigned to the Reviewer role. This step adds the workflow participant to the Reviewer role before assigning the task. Once the task is complete, another step removes the user from the Reviewer role. How to Set Up Sharing Setting StepsTo set up an update sharing settings step:
Note that you can also update sharing settings based on task events in a task step. Notification StepNotification steps allow you to send emails and Vault notifications to workflow participants at various points during the workflow. For example, the workflow could notify the workflow owner as its final step, closing the loop with the user who started the workflow. How to Set Up NotificationsTo set up a notification step:
Notification Message TemplatesWorkflows for documents use object messages (related to the Envelope object) rather than document messages. You can set up
message templates in Admin > Configuration > Object Messages. To include the name of the target workflow or the workflow contents in the subject of the notification, use the non-linking version of those tokens, To send document messages within workflows, we recommend using entry actions on document lifecycle states. End Workflow StepBy default, all workflows include an End step, but you can create a new one if you accidentally delete the default step. The End step is a way for Vault to know that no further steps are coming and to close out an in-progress workflow. Start Next WorkflowDepending on your processes, it may be useful to allow a workflow participant to start another workflow for the same documents upon workflow completion. In the End step configuration, select Display start next workflow dialog when workflow ends to allow the user who completes the final task in the workflow to start another workflow immediately via the Start Next Workflow dialog. To see the dialog, the user must have Start permissions for workflows. Cancellation ActionsBy default, when a user cancels a workflow, Vault deletes all outstanding tasks, notifies all participants, and reverts workflow content to the appropriate state. If you want to add additional cancellation behavior, configure actions in the Cancellation Actions section of the Workflow Details page:
Validate & Activate WorkflowsWhen you’ve finished defining steps, you’ll need to make the workflow active:
After activating the workflow, you’ll need to create a user action on specific lifecycle states to allow users to start the workflow. In the Start States field on the workflow details page, Vault displays all lifecycle states in which the current workflow can start. Auto-Naming Envelope WorkflowsBy default, Vault allows the workflow owner to set a Name value for each Envelope record. Some organizations will want Vault to automatically assign Name values. To do this, navigate to Admin > Settings > General Settings and click Edit. Under Workflow, select the Automatically name envelope records checkbox. Once this setting is enabled, the details page for each document workflow configuration shows Envelope Details. From here, configure auto-naming by selecting the System generates envelope name setting and providing a Value Format for naming. In the current release, this functionality only supports text strings and the Autonumber token. Which of the following is not one of the buttons in the Clipboard group?The correct answer is Page setup. Page setup is not the option in the clipboard in MS 2007. There is a total of THREE buttons in the Clipboard pane in MS Word 2010. Clear All and Paste All, these two buttons are present at the top.
Which of the following tabs contain the navigation pane check box?To show the Navigation pane in Word, click the “View” tab in the Ribbon. For all document views other than “Read Mode,” then check the “Navigation Pane” checkbox in the “Show” button group.
Which of the following Ribbon tabs is used to set a custom paper size?From the Layout tab, click Size. Select More Paper Sizes from the drop-down menu. The Page Setup dialog box will appear. Adjust the values for Width and Height, then click OK.
What happens when you click the More >> button in the Find and Replace dialog?What happens when you click the More button in the Find and Replace dialog box? The Find what and Replace with boxes expand so that you can enter additional text. The dialog box expands to allow you to search other Word documents.
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