Creating a Work Item with the Docupace Starting Point Transaction
Salesforce users can create new Docupace Work Items directly from Salesforce.
| Rw ui steps macro | ||||||||
|---|---|---|---|---|---|---|---|---|
Open any Account (or formerlycontact)in Salesforce. Click Docupace Starting Point. 
The Docupace system opens the wizard that helps you create a new Work Item (a Client Subfolder for a new account) that will contain respective all the necessary documents (filled-out forms and other attachments).
Follow the steps offered by the wizard. These are described in more detail in the Starting Point Overview guide. Conclude the process by creating a new Work Item. Note: Values that pertain to the client are automatically filled out from the Client Folder information that corresponds to the Account, Personal Account, or Contact object in Salesforce. You When filling out forms in Docupace you may also click the blue arrows Blue Arrows to select from a list of related values. Your administrator can configure the Blue Arrows by following this guide: Blue Arrows Configuration guide. 
The new Work Item and its Documents are created in the Docupace system and are also shown in the Salesforce Related tab - Docupace Work Items and Docupace Documents.
 |
Viewing a List of Docupace Work Items
In Docupace, a Work Item is usually created with the Starting Point wizard. It constitutes the creation of a new Client Account or some maintenance for an existing Account.
| Rw ui steps macro | |||
|---|---|---|---|
Open any account (or formerly contact) Account in Salesforce. Open the Related tab. Docupace Work Items list shows the count of items in parenthesis and lists the first six items.
Click View All at the bottom of the app to open the full list in a new window. If more than four columns are configured for the app, also additional columns will become visible in the new window. 
Click on the Record Id link to open the Work Item in the Salesforce system.  |
Viewing the Contents of a Work Item
A Work Item may contain one or several documents - fillable PDF forms or scanned images of additional paperwork.
| Rw ui steps macro | |||||
|---|---|---|---|---|---|
Open any Work Item in Salesforce. 
Basic details about the Work Item appear in the top panel (A): Work Item#, Request Status, Product Type, Client Sub Folder, Rep's First Name, and Last Name.
The Workflow actions panel (B) shows the current queue and actions that will move the Work Item to the next queues in the workflow.
All Documents for this Work Item are listed in the Documents tab (D). From Salesforce you can:
Actions related to Documents are explained in Working with Docupace Documents in Salesforce
Additional tabs (C) display all Details for the Work Item, Related lists built into Salesforce, Advisor Notes, and Event History. |
Moving Work Items Through the Docupace Workflow
The Docupace platform provides a company with routes Work Items through a workflow for routing Work Items. Whether you are opening a new account for your client or processing any other transaction, you can send a Work Item to your co-workers for approval, to your clients for eSign, and to the back office Back Office for processing and storage. You can read more about this functionality in our Work Item Guides.
You can process the Work Item through its Docupace workflow directly in Salesforce.
| Note |
|---|
Note. Some workflow steps can currently be performed only in the Docupace system. For example, rejecting a Work Item and marking it as Not in Good Order (NIGO). |
| Rw ui steps macro | |||
|---|---|---|---|
Open any Work Item in Salesforce. The next steps of the workflow appear as buttons in the Workflow actions panel. 
Click the button for the next workflow action. If this action cannot be performed within the Salesforce integration, a warning will appear. 
Click the Fix this in Docupace button to open the Work Item Docupace where this action cannot be performed in fullin Docupace. |
Re-Assigning a Work Item to the Current User
If a Work Item is assigned to another Docupace user, you will only be able to view it. Before performing any action you must first assign it to yourself.
| Rw ui steps macro | ||
|---|---|---|
Open any Work Item in Salesforce. If the WI is assigned to another user you will see that all workflow actions are disabled. 
Click the Assign to me button. Workflow action buttons become enabled. Now you can perform any necessary actions to change the workflow status. |
Viewing Docupace Errors and Warnings for Work Items
The integration shows warnings, errors, and success messages when you perform workflow actions on a Work Item.
Examples:
In some cases, when the SSO connection to Docupace expires, you may see a Cannot load work item tasks warning message:
Simply click Open in Docupace to reconnect to the system and then refresh (press F5) the Salesforce window.
Adding and Viewing Advisor Notes for Work Items
Advisors can note down information while working on a customer account. These Advisor Notes are also called WI Notes in Docupace.
| Rw ui steps macro | |||
|---|---|---|---|
Open any Work Item in Salesforce. Click the Advisor Notes tab. The tab shows a list of notes already added for this WI. 
To create a new note, click Add Note. Write the note and click Save. 
All changes to the Work Item notes are synchronized to the Docupace environment automatically. To see them, open the Work Item in Docupace and click WI Notes.  |
Viewing Event History for Work Items
The Docupace system keeps track of the Work Item history from the moment the WI is created.
Examples of Events that are monitored:
WI created
WI reassigned to another user
timers Timers created when a WI changes its status
WI status changed.
| Rw ui steps macro | ||
|---|---|---|
Open any Work Item in Salesforce. Click the Event History tab. 
The tab shows a list of Docupace Events. All changes to the Work Item are synchronized to the Salesforce environment automatically. |
Opening a Work Item in Docupace for Additional Actions
Our Docupace-Salesforce integration currently includes those actions that Advisors may need most often. Some actions you can only perform from the Docupace environment, e.g. change the NIGO Reason code, add optional forms from the Forms Library to the Work Item, etc.
| Rw ui steps macro | ||
|---|---|---|
Open any Work Item in Salesforce. 
Click the Open in Docupace button. The Work Item opens in Docupace and you can perform additional actions. All changes to the Work Item are synchronized to the Salesforce environment automatically. |