Each SmartFlow has settings that the user can change and will apply to the entire flow. These settings are:
In order to change these settings navigate to the SmartFlows tab on the Right side Navigation bar and click the SmartFlow you want to change.
Click the "Settings" button at the top of the screen
General
In the general section the title and language of the SmartFlow can be edited.
Title
The title of the SmartFlow may be edited here. The SmartFlow title is displayed in various places both in the portal and to the signee.
In the portal:
- In the SmartFlow overview list
- In the activity log
To the signee
- In the default email templates
- On the top of the screen when the signee has started the process
- Anywhere the "Flow name" reference is used (such as in emails, greeting screen or the document)
Language
Taktikal supports multiple languages for SmartFlows.
- Czech
- Danish
- Dutch
- English
- French
- German
- Hungarian
- Icelandic
- Norwegian
- Polish
- Spanish
- Swedish
If the language you require is not available in the portal, please contact us via help@taktikal.com
Activity log display name
Here you can determine how this flow is presented in the activity log. By default the activity log display name is Flow name (Signee name).
You can reference any data already collected in the SmartFlow, but take care to include at least one distinguishing reference that is present when the SmartFlow is initiated (like the flow name, signee name or setup information references), otherwise there will be no way to distinguish between flows in the activity log.
Any data that is captured at later stages in the flow will appear in the activity log, once they have been captured.
To add a reference, click the Add reference button below the field.
Next find and select the reference you want to add, here the Company name is chosen.
Remember to click save at the bottom to save your changes before closing.
From now on, any time the SmartFlow is used it will use the new file name template. This will not affect SmartFlows that have been sent out prior to the change.
File name template
The format of the file name can be edited here. By default the name of the pdf file will be the name of the SmartFlow, but you can easily edit that here to anything you'd like.
You can reference information from the flow itself, such as the signee name and ID number or the answer to a specific question. To add a reference simply click the "Add reference" button below the file name and choose the preferred reference.
Note that you can not use the following characters in the file name: / * : ? and some other similar characters.
Signatures
In the signatures section the signature type and automatic reminders for the SmartFlow can be edited.
Signature type
Each SmartFlow has a set signature type that must be used. This is to ensure that the correct level of authentication that is needed for the process is ensured.
A SmartFlow can be configured for each signature type that has been activated for the company.
The signature types are:
- Qualified signatures (currently only available for Icelandic eIDs)
- Advanced signatures
- Standard signatures
- Click to Sign signatures
Signature location
You can determine if the signature should be placed at the top of the first page of the document or the bottom of the last page of the document. It's a good idea to make sure the document template has enough room for signatures in the selected location.
Automatic reminders
Automatic reminders can be turned on for the SmartFlow by clicking the toggle button. When automatic reminders are on, a reminder email will be sent to the signee one day after the process was initiated, and every three days after that, until the process is fully signed or the process expires (30 days after creation). The signee can turn off reminders for that specific process by clicking a link in one of the reminder emails.
Multiple signees
By default, SmartFlows are configured to allow multiple signees. When multiple signees are turned on, the SmartFlow may be sent to more than one signees. This can be changed to not allow multiple signees by clicking the toggle button.
Note that only the first signee will fill out the forms in the SmartFlow. Once the first signee has finished signing the document, all other signees (if any) will receive email with signing requests for the signed doument in the order that they were added, once the second signee has finished signing, the third signee will receive their signing request etc.
Default signees
Default signees are signees that are configured to always sign the SmartFlow.
Default signees can be added either as the first signee or the last signee.
If a default signee is added as the first signee, they will be the ones to fill out all the forms in the SmartFlow and sign the document before other signees will receive the document for signing.
If a default signee is added as the last signee, they will only receive a signature request once the SmartFlow has been filled in and signed by all other signees. More than one signee can be added as the last signee, and they will receive the signature request in the same order that they are added in the default signee section.
If the SmartFlow is initiated via the portal, the sender can not remove this default signee. The only way to remove a default signee is to go into the SmartFlow settings and remove them there, by a user with SmartFlow editor or an Admin role.
The sender will see who the default signees are and will be prompted to add other signees.
Initiation method
In the initiation section the initiation method and authentication screen for the SmartFlow can be edited.
Select initiation method
By default, all SmartFlows are configured to be able to be initiated both from the app.taktikal portal and via a self service link (that can be i-framed).
In order to restrict that, a SmartFlow can be configured to only be initiated via the portal or only be initiated by the signee.
When a SmartFlow is initiated by the signee, an additional node for authenticating into the process, will be added to the front of the process.
When the Signee initiated or the initiated by either method options are chosen the configuration options of the Authentication screen is displayed on the initiation method settings page.
Note: If the initiation method is configured as signee initiated, the setup information must remain empty, unless chained from a preceding flow.
Authentication screen
The authentication screen is made up of three parts, the title, the description and the input fields. The input fields are determined by the chosen signature type. They display the fields necessary for the signature to function.
If the signature type includes a phone number element, you can configure a default country code for the phone number.
The title and description are editable in the editor displayed on the screen.
Next: SmartFlow status ➜