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Creating automated tasks for automatically sending documents for digital signature

As a case business analyst, after you configure Adobe Sign or DocuSign to work with BMC Helix Business Workflows, create an automated task to send and receive documents to and from Adobe Sign or DocuSign. In the automated task, include the required dynamic fields and define the process to send and receive documents. For information about how to configure Adobe Sign or DocuSign to work with BMC Helix Business Workflows, see Integrating BMC Helix Business Workflows with Adobe Sign and Integrating BMC Helix Business Workflows with DocuSign.

Perform the following tasks to create a task template for an automated task to send and receive documents:

TaskActionReference
1Create a task template for an automated task.Create a template for an automated task
2

Add dynamic fields to the task template so that case agents can use these fields as input fields.

Add dynamic fields to add recipients and attach documents in the task template
3

Edit the process to define the automated task to send and receive documents and update the dynamic fields.

Edit process and manage dynamic fields associated with the task template

To create a template for an automated task

  1. As a case business analyst, log in to BMC Helix Business Workflows and.
  2. Click My Application Settings .
  3. Select Task Management > Templates
  4. On the Task Templates page, click .
  5. On the Create Task Template page, enter values for the Template NameTask SummaryTask DescriptionTask Priority, and task category fields, and complete the other fields as described in the following table: 
    Field sectionFieldDescription
    Task fieldsCreate New Process?

    To create a new process to send documents to Adobe Sign or DocuSign, click .

    A new process is created that consists of only the Start element, Stop element, and basic properties. You must edit this process as per your requirements. You do not need to register the process.

    Process Bundle IDSelect Task Management Service.
    Task CompanySelect the company for which you want to create the template. Select one of the following options:
    • Global—All companies in a tenant can view the template.
    • A company name—Only agents of the selected company can view the template.
    Task SummaryAdd a summary for the task template.
    LabelSelect a label for the task template. You can filter the templates based on a specific label.
    Task PrioritySelect the priority from Critical, High, Medium, or Low.
    Task DescriptionDescribe the task template.
    Task Category Tier 1, Task Category Tier 2, Task Category Tier 3, Task Category Tier 4Select category tiers 1 to 4 for the task template.
    Template MetadataTemplate Status

    Select one of the following statuses:

    • Draft—This is the default status of a new template
      In the Draft status, the template is not available for use.
    • Active—The template is available for use.
      Note: Only active 
      templates are searchable and available for use. 
    • Inactive—The template is redundant, and no longer in use.
    Owner Company, Owner Organization, and Owner Group

    To make a support group or user the owner of the template, complete the following steps:

      1. Select a combination of Owner CompanyOwner Organization, and Owner Group.
        Agents in the owner company can view the template. A list of all the users of the support groups directly related to the selected combination of company and organization is displayed. Additionally, if there is an active domain, only support groups from that domain are displayed. For example, if you select the company as Calbro Services and the owner organization as Human Resources, all groups defined for Human Resources are displayed in the list.
      2. Click Save.

    Notes:

    • You can make a support group or a user of the support group of any other company that you have access to as the owner of the template.

    • In the Company field, only Operating - Internal, Operating - Customer, and Service Provider companies that you have access to are listed.

    Details of the individual or group to which the case should be assigned is displayed based on values selected by you.

  6. Click Save.

To add dynamic fields to add recipients and attach documents in the task template 

  1. On the template page, click Manage Process Fields.
    You can edit the template when the template is in the Draft status.
  2. Click Add Dynamic Field > New Field.
  3. Add the following dynamic fields with an appropriate Field Name and Description:

    Purpose of field

    Description

    To email list

      • Field Value Type — Select Text.

      • Information Source — Select Agent.

      • Required — Select Required .

    CC email list


    • Field Value Type — Select Text.

    • Information Source — Select Agent.

    • Required — Do not select Required .

    Document to sign
    • Field Value Type — Select Attachment.

    • Information Source — Select Agent.

    • Required — Select Required .

    Important

    If you have already created the dynamic fields in the dynamic field library, you can select the field from the Available Dynamic Fields list.

  4. Click Save.

To edit the process and manage dynamic fields associated with the task template

  1. On the template page, click Edit Process.
    The Process designer of BMC Helix Innovation Studio opens in a new window. In the Process designer, a template of the process is displayed with the Process and Document variables populated.

  2. In the Process designer, drag the element to the canvas based on the product that you use to digitally sign documents:
    • For Adobe Sign, drag the Send to Adobe Sign element to the canvas.
    • For DocuSign, drag the Send to DocuSign element to the canvas.
  3. Click the element, and then click Element Properties.
  4. In the Input Map section, for the following fields, click Click to build an expression and select the following values in the expression builder:

    FieldDescription
    Ticket ID

    Select  from Record Instance.

    Signers Email ListSelect the dynamic field created for the To email list from DynamicData.
    Sending Doc FieldSelect the dynamic field created for the document to sign from DynamicData.
    Cc Email ListSelect the dynamic field created for the CC email list from Dynamicdata.
  5. Click Save and go to the previous window to view the template details page.
  6. In the Template Metadata section, click Edit and change the status of the template to Active.

When case agents create a case, they must edit the case to update the field values of the To Email IDs and Cc Email IDs fields. They must then attach the file to be signed and save the case.

When the automated task is activated, the process sends an email notification to the users added in the To Email IDs and Cc Email IDs fields. The users must click the link to sign the document. The signed document is stored in the Signed Document dynamic field automatically.

Related topic

Sending and receiving documents for digital signature

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