In this article we will cover:
With Engage workflows, you can send or request documents in a standalone workflow, or create a full end-to-end onboarding workflow and share documents in addition to obtaining your clients' online ID verification.
The flows are customisable for each client profile and department, so you can build the Legl onboarding flows in line with your existing processes.
How do I create a new workflow to share documents?
To include documents in your workflows, you can either edit your existing workflows, or create new ones.
Navigate to Engage > Workflows and click ‘Create New Workflow’ to send or request documents from clients.
Clearly label the workflow and add a description so your dashboard users know when to send this workflow to their clients.
You can also add a message for your client to explain the actions you need them to take and add some context to the documents you are sharing with them. This will speed up your clients response time and remove the need for manual emails back and forth.
2. Choose the first step in your workflow. You can re-order these steps later in the process so the workflows mirror your onboarding process for new clients.
The workflows can be built in any combination using the options available, including; online ID verification, AML searches, source of funds capture, payment requests (available for Pay customers), sending documents and requesting documents.
There are two different document steps you can add: Send a document to share a document for your client to download, and Request a document to specify a document for your client to upload and share with you.
Any document you wish to send or request from your client should be added as a new step to your workflow.
How can I add "Send a document" step to my workflow?
To send a document to your client, click Add step then select Send a Document.
You will be able to give the documents a title and add a description, so you can give clear instructions to your clients about what actions they need to take and why the document is being sent to them.
Use the toggle option to indicate if the client needs to accept receipt of the document, and if the document is standardised for every new client or a bespoke document that your users can upload when they send the workflow to their client.
Once you've completed all the required information, click Add to workflow.
How can I add "Request a document" step to my workflow?
To ask your client to upload a document, click Add step then select Request a Document.
You will be able to give the step a title and add a description, allowing you to give clear instructions to your clients about the document you need them to upload and why the document is being requested.
When you’re ready, click Add to workflow.
How can you use document sharing steps in your workflows?
Example 1: Sending a standardised document
This example shows a standardised document that you need your client to accept. Simply upload the document in the step and click ‘Add to Workflow.’
You can keep adding steps until you have built your desired workflow. You will see the overview of the steps you have added and the actions required by your client. You can edit these steps at any time.
Example 2: Sending multiple documents
This example will show two documents: one standardised document that requires acceptance from your client, and one option to upload a bespoke document when sending the workflow to the client.
You should always add each document as a separate document step, so that you can add a distinct title and description for each document and give your client total clarity on what you are sharing with them.
If you tend to send customised letters or welcome packs to new clients, you can choose the option to share bespoke documents. This will prompt a dashboard user to upload the bespoke document when creating the Engage link to send to their client.
You can keep adding steps until your onboarding process has been replicated.
You will be able to see an overview of the workflow steps.
Once you have added all the steps needed and ensured all documents are configured correctly you can submit your workflow.
How does document sharing appear to clients?
When your client receives your email they will click on the link to complete the workflow you have sent them. The welcome message and document descriptions are customisable as shown in this guide.
Your client will be able to view, download or upload the documents specified as part of the workflow.
If you are sending a document that you specified had to be agreed to by your client, they will be asked to ‘Agree and Submit’.
If you are requesting a document from your client, they will be able to view the step title and description you completed as part of the workflow creation.
They will then be able to upload a file from their device or computer. Supported file types include pdf, docx, jpeg, jpg, png, gif and tiff.
Once your client completes and submits the workflow they will be sent a confirmation email with the documents available to view and download for their future reference.
You will also receive an email notifying you the request has been submitted so you can view the completed flow for your client in the dashboard.
The time and date stamp of the document action will be logged in your Legl dashboard and will be available to retrieve with our API if you want to integrate with your case management system.
Completed document sharing workflows will appear in the dashboard alongside your client due diligence results. Meaning you have a single customer view for all onboarding actions and touch points for each client.
The time and date stamp for accepted documents will be logged next to the customer record for your reference.
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