Creating automated tasks for automatically sending documents for electronic signing

After you configure the Adobe Sign and BMC Helix Business Workflows, as a business analyst, you must create an automated task that includes the dynamic fields required, and defines the process to send and receive documents to and from Adobe Sign. 

To create an automated task template

1. As a case business analyst, log in to BMC Helix Business Workflows and click .
2. Select Task Management > Templates. 
3. On the Task Templates page, click .

4. On the Add Task Template page, enter values for the Template Name, Task Summary, Task Description, Task Priority, and task category fields, and complete the other fields as described in the following table: 

   Field section	Field	Description
   Task fields	Create New Process?	To create a new process to send documents to Adobe Sign, 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 ID	Select Business Workflows.
   	New Process Name	Enter a process name.
   	Task Company	Select 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.
   	Label	Select a label for the task template. You can filter the templates based on a specific label.
   Template Metadata	Template 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, Business Unit, Department, Owner Group, and Owner	To define a group or user as the owner of the template, click Change Owner. Perform one of the following steps: To make yourself the owner of the template, select Assign to me. If you belong to multiple support groups, a list of those support groups is displayed. To add yourself as the owner from a particular support group, select the support group from the list. To make a support group or user the owner of the template, perform the following steps: Select a combination of Company, Business Unit, and Department. A list of all the users of the support groups directly related to the selected combination of company, business unit, and department is displayed. Select a value from the Support Group list. Only support groups directly related to the selected combination of company, business unit, and department are listed. 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 business unit as Human Resources, all support groups defined for Human Resources are displayed in the list. Select a support group or user from the list. Note: If you select a user, the user must have access to the company for which the template is being created. Click Assign. 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.
   		To make yourself the owner of the template, click this option. Note: You must belong to a support group to be the owner of a template.

5. 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.
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 .  Accept — Select Accept .
   CC email list	Field Value Type — Select Text. Information Source — Select Agent. Required — Do not select Required .  Accept — Select Accept .
   Document to sign	Field Value Type — Select Attachment. Information Source — Select Agent. Required — Select Required .  Accept — Select Accept .

   Warning

   Note

   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 to manage dynamic fields associated with a 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 and drop the Send to Adobe Sign 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:

   Field	Description
   Ticket ID	Select  from Record Instance.
   Signers Email List	Select the dynamic field created for the To email list from DynamicData.
   Sending Doc Field	Select the dynamic field created for the document to sign from DynamicData.
   Cc Email List	Select 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 a case agent creates a case, they can add the automated task to the case and save it. 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 sent to BMC Helix Innovation Studio and stored in the Signed Document dynamic field.