Run Multiple Workflows

OnTask allows a workflow template to be selected and run to launch an instance or pick Run Multiple Workflows from the drop down to launch many workflows using a csv file.

To begin, select Run Multiple Workflows and then select “Don’t have a CSV? Download a sample.” by clicking on the Download a sample link. This will export a CSV format with the fields from the starting webform. Each row in the CSV file will begin a new instance of a workflow and display in the In Progress tab of the dashboard.

By downloading the sample CSV the mapping will be automated. If a different CSV is added then the fields must be mapped to each property name.

Once mapping is ready, click continue and review the count of rows in the CSV to ensure accuracy. Choose ‘Cancel on Failure’ if you wish to stop creating workflows if a row is invalid. Click Run when ready.

Do not close the window until 100% complete.

 

Why does OnTask ask users to Accept an invitation to an organization or group

Our OnTask dashboard displays the workflows, documents, and data to our users on their dashboards. To ensure we do not display confidential data to fictitious users, we request confirmation by email to ensure that the user does have access to the email account they are signing up with.

Once the user accepts the invitation, OnTask will now grant visibility into previous workflow instances, documents and data that the user may have been a participant.

 

Generating a token for API access

Connect your own apps and automate workflows

When important events happen in one of your solutions, your app can be programmed to use this as a trigger and begin an instance of your workflow template. Our OnTask API connects at the group level so your teams can connect to whichever applications they need for their business processes.

Add Access Token

  1. Log in to OnTask by visiting https://app.ontask.io.
  2. Click Manage.
  3. In the left sidebar, select the group to which you want to create an access token for
  4. Click ACCESS TOKENS.
  5. Choose a name for this API connection
  6. Choose the permission level
  7. Click GENERATE TOKEN
  8. Copy the token to your clipboard by clicking the copy icon or use shortcut keys on your keyboard

Revoke Access Token

  1. Log in to OnTask by visiting https://app.ontask.io.
  2. Click Manage.
  3. In the left sidebar, select the group to which you want to add a member.
  4. Click ACCESS TOKENS.
  5. Click REVOKE

Property Visibility and Property Names

Property

Property Visibility and Property Names enables data collection and transfer of data. The property name is a behind-the-scenes representation of an OnTask field.

Workflow Template Library

Fields add to documents and forms display an Advanced Options button. By default, all fields on a document are hidden in the dashboard in the ‘Properties’ tab and ‘Export Workflows’ will not export the information. To display information in the dashboard and export click to ‘Show this field and its value in workflow data views’.

 

Advanced Process Builder

Property Names in the Advanced Process Builder are a powerful automation feature. Give each field a unique property name so the information entered can be used to automate emails, forms and more. Changing a property name that is referenced in a workflow template will prevent the template from being published or run successfully.

  • Email – Set email fields to required and enter a property name.  The property name is used in the “Assigned to” for steps in our ‘Advanced modeler’ and email steps allow the property name to be entered in the To, C.C., B.C.C and subject lines of the email template.
  • Web Form – Give Form Fields a property name by clicking the lock icon, then type a name for the property name. The property names can be used in later Email or Fill& Sign steps to personalize or pre-fill fields with information entered by a participant in a running workflow
  • Fill & Sign-  Enter a property name for each form field to make the field visible in the dashboard and available to later tasks. Using the same property name from a previous web form will pre-fill the information for participants.
  • Webhook – fields with a property name will be exported by this task for use in other systems

 

 

 

Using webhooks

This topic provides information about webhooks in the following sections:

Webhooks Overview

Webhooks allow you to build integrations into your workflows which subscribe to your workflow webhook event tasks. When a webhook event task is hit during a workflow, we’ll send an HTTP POST payload to the webhook’s configured URL that contains all the workflow variables at that point in time.

Webhooks can be configured at the organization level by an organization admin or organization owner. Once the configuration is complete, you can add webhook tasks to your workflow, and the webhook will be triggered each time the workflow is run and the webhook event is hit.

Webhook Payload

Each payload from a workflow webhook event will have a similar payload that contains a timestamp, and the workflow variables (anything with a property name that is not a document, the workflow initiator name, and the workflow initiator email) for a specific instance.

Delivery Headers

HTTP POST payloads that are delivered to your webhook’s configured URL endpoint may contain special headers.

Header Description
content-type Indicates the media type of the resource. Will always be “application/json” for these requests.
ontask-signature The HMAC hex digest of the response body. This header will be sent if the webhook is configured with a secret. The HMAC hex digest is generated using the SHA-256 hash function and the secret as the HMAC key.

Response JSON

{
     "timestamp":"2019-12-17T02:23:56+00:00",
     "wfVariables":{
          "accusoft_solutions_workflowInitiator":"test@test.com",
          "First_Name":"Joe",
          "accusoft_solutions_workflowInitiatorName":"Joe Test"
     }
}

Configuring Webhooks

To use webhooks in your OnTask workflow, the first thing you need to do is configure one in the account section. Organization owners and organization admins will be able to access the Third Party Integrations page to add a webhook connection.

To configure a webhook connection:

  1. In the Third Party Integrations page, select Webhook from the Add new integration dropdown. Webhooks require a few configuration options before you can make use of them. We’ll go through each of these settings next.
  2. Webhook Name: This is a custom name that you give your webhook connection so that you are able to identify it when adding it to a workflow.
  3. Webhook URL: This is the URL of the server that will receive the webhook POST requests. It must be configured to start with https:// or  http://.
  4. Optional Webhook Secret: Setting a webhook secret allows you to ensure that POST requests sent to the payload URL are from OnTask. When you set a secret, you’ll receive the ontask-signature header in the webhook POST request. See the section Securing Your Webhooks for more information.

Adding Webhooks To Your Workflows

To add a webhook event task to your workflow:

  1. Open the add task selector, go to the Send and Save tab, and click webhook. Everyone who has permissions to build workflows will be able to add webhook tasks.
  2. Once you add a webhook task, you will see a right side panel with configuration options.
    • If you do not have any webhook connections configured yet, depending on your permissions, you will either see a link to take you to the account section to configure one, or you will see a message that you need to contact an organization owner or administrator to configure a webhook.
    • If you do have at least one webhook connection already configured:
      1. Select the webhook connection you would like to send the request to from the dropdown menu.
      2. Use the toggle to choose whether or not to cancel a workflow on a webhook failure. When we send the POST request to a webhook URL, OnTask will try to send the data 3 times before failing the request. By default, if a failure occurs the workflow will still continue on to the next step. If you would like the workflow to fail instead and stop proceeding, switch the toggle on.
  3. Once you have those options configured, you may add any other steps to your workflow as needed before you publish and run it.

Securing Your Webhooks

Once your server is configured to receive payloads, it’ll listen for any payload sent to the endpoint you configured. For security reasons, you probably want to limit requests to those coming from OnTask. The best way to do this is to set up a secret token and validate the information.

Setting Your Secret Token

You will need to set up your secret token when you configure your webhook in OnTask, as well as on your server. When creating your secret token, we recommend using a random string with high entropy. After entering it in the webhook configuration step in OnTask, you should create an environment variable on your server that stores this token; this can be as simple as running:

export SECRET_TOKEN=your_token

We never recommend hard-coding your secret token into your app.

Validating Payloads from OnTask

When you have a secret token configured, OnTask will use it to create a hash signature with each payload. This hash signature is passed along with each request in the headers as ontask-signature. The code snippet below demonstrates a basic server listening for webhook requests with a secret configured. The goal is to compute a hash using your SECRET_TOKEN, and ensure that the hash from OnTask matches. OnTask uses a SHA-256 HMAC base64 digest to compute the hash, so you could do something like this on your server:

const express = require('express');
const crypto = require('crypto');
const app = express();
const bodyParser = require('body-parser');
const mySecret = ENV['SECRET_TOKEN'];
const createComparisonSignature = (reqBody) => {
     const hmac = crypto.createHmac('sha256', mySecret);
     return hmac.update(JSON.stringify(reqBody)).digest('base64');
}
const compareSignatures = (signature, comparisonSignature) => {
     const source = Buffer.from(signature);
     const comparison = Buffer.from(comparisonSignature);
     return crypto.timingSafeEqual(source, comparison);
}
app.post('/webhookTest', bodyParser.json(), (req, res) => {
     // Extract the OnTask Generated HMAC Signature from the incoming headers
     const signature = req.headers['ontask-signature'];
     // Generate a comparison HMAC signature locally using your secret and the incoming request body
     const comparisonSignature = createComparisonSignature(req.body);
     if (!compareSignatures(signature, comparisonSignature)) {
          return res.status(401).send('Mismatched signatures');
     } else {
          return res.sendStatus(200);
     }
});
app.listen(3000, () => console.log('Example app listening'));

Reference

Portions of this article were excerpted from https://developer.github.com/webhooks/.

3 Benefits of HR Workflow Software That Are Critical to Your Company’s Success

The benefits of HR workflow software may be more critical to the success of an organization than you may imagine. Considering processes such as recruiting, we typically assume that it ends upon the acceptance of a job offer. The truth is, new employees are still thinking about whether or not they’ve made the right decision in joining a company for up to six months after their start date. This suggests that the recruiting and onboarding processes last much longer than the time it takes to get someone in the door and have them fill out new hire forms. When we consider the reality that new employees have not entirely jumped in with both feet, it’s important to consider the cost of replacing them. According to the Society for Human Resource Management (SHRM), the average cost-per-hire is $4,129. Depending on the number of employees an organization has, it’s easy to see why it’s important to start new hires off on the right track. The onboarding process is a company’s opportunity to acclimate new associates into their culture in such a way that they quickly feel like part of the team, and that their existing skills and experience can make an immediate and valuable impact. One of the best ways to do this is through the use of HR workflow software; making the paperwork and administrative aspects simple and fast, and allowing more time to give personalized focus and attention to your new employee. Let’s explore the ways that automating the onboarding process through the use of HR workflow software puts the focus on new employees, saves time and money, increases productivity, and continuously improves the process itself.

Setting New Hires Up for Success

Automating onboarding means that you can begin the process before an employee’s first day. You can provide new-hire paperwork that candidates can complete and submit in advance, as well as communicate information regarding employee benefits, specific business objectives, and team goals. You’re able to tailor the message based on their job, department, and location. This engages an employee before their first day, making them feel like they are already a part of the organization, and allows them to hit the ground running.

Save Time and Money

When the same administrative work needs to be completed several times, companies are wasting more time and money than they realize. Traditional onboarding processes require paperwork to be completed and then entered into various systems and by different departments. For example, human resources, benefits, payroll, and the new hire’s leader each need the same information and are therefore requiring access to the paperwork being passed around, and then entering the information manually.

Enhanced Human Resources Productivity

Not only is a manual process costly and time-consuming, but it also creates an opportunity for errors and inconsistencies. HR workflow software requires the user to enter information only once, making it accessible immediately by anyone who needs it. Human resources departments are able to regain productivity and eliminate oversights while putting their focus back where it belongs; on the human side of human resources. Consider two different new employee scenarios. In one, the employee spends their first day completing forms for hours and watching a video from the CEO. In the second scenario, the new employee watched the video and completed the paperwork online a couple of weeks ago, and is spending their first day meeting their new team, having lunch with their boss, and attending a major staff meeting. While the use of HR workflow software simplifies the administrative process, saving both time and money, the critical elements of onboarding new employees are those that welcome them into a company, making them feel like part of their new team before their first day. An automated onboarding process makes it easier for new hires to decide that they made the right decision in joining your organization, and much more likely to stick around to contribute their talents and skills to the success of your company.

Overcoming IT Challenges for New Employee Onboarding

Onboarding is your first chance to make a great impression with new employees. If you have a streamlined process, you’ll make it exponentially easier for employees to get off to a great start in their new position. The problem? Onboarding doesn’t always live up to expectations.

As noted by the Association for Talent Development, while 80 percent of employees said onboarding was an “important moment at work,” 20 percent said they still weren’t fully onboarded after three months, 25 percent noted there was no “clear” onboarding process, and 33 percent “would prefer to go on an awkward first date than attend onboarding or orientation for a new job.”


So what’s the disconnect?

According to The HR Director, easy marks to miss here include creating human connections and helping new hires navigate corporate culture, but there’s another major pain point that is often overlooked: technology.

From provisioning devices to setting up permissions, deploying email accounts and ensuring all relevant paperwork has been signed, sealed, and digitally stored, IT now plays a critical role in the onboarding process. And, truthfully, it can make or break the experience for new employees.


Challenge #1: Sign on the Dotted Line

IT professionals already have their hands full digitizing documents, monitoring existing system performance, and cleaning up current data stores. Forbes reports that 89 percent of enterprises are now adopting a digital-first transformation strategy. The last thing they need? More paper to process.

Unfortunately, many HR onboarding processes still rely on paper forms and handwritten signatures, creating another set of documents for IT to collect, verify, and secure. This becomes especially problematic if forms aren’t properly filled out or employee handwriting is illegible.

The alternative? Business process automation tools that empower organizations to create fillable forms, collect digital signatures, and provide confirmation when documents are complete.


Challenge #2: Need for Speed

As noted by Training Industry, onboarding efforts often fall flat. Why? Two issues: Lack of personalization and the idea of onboarding as a single “event” that sets up employees for success. The root cause of both problems? Speed.

Companies want to get through the onboarding process as quickly as possible and equip staff for success, but the increasingly connected nature of workplace environments makes this a risky bet. Despite best efforts, new employees are often left without access to the services, information, and applications they need to do their job even after onboarding is “complete.”

According to Tech Target, the key to effective onboarding in a digital workplace starts with automation. By leveraging solutions capable of automatically assigning network privileges, generating email addresses, and supplying employee data to relevant systems (payroll, benefits, and scheduling programs). HR teams can focus on the human side of onboarding while IT gains the benefit of onboarding visibility to help ensure staff have access what they need, when they need it.


Challenge #3: Keep It Simple

Complexity kills productivity. As noted by Tech Republic, 68 percent of staff are switching between 10 or more apps every hour at work just to get their jobs done. The result? Employees spend just 46 percent of their work hours actually working.

Onboarding is the front line of this process complexity for both IT and new employees. If onboarding processes require multiple applications to handle HR data collection, IT resource assignment and software licensing, the result is a convoluted experience for recruits and unnecessary work for IT staff, in turn lowering total productivity.

Accusoft’s workflow automation software, OnTask, leverages a no-code process designer and online dashboard with real-time notifications to improve onboarding for IT and employees alike.
Employees don’t need to switch between multiple onboarding applications to complete paperwork and receive IT credentials, and IT professionals don’t have to chase down data across multiple sources and systems.

Onboarding is a critical process for any organization, and it can often go off the rails without the right systems in place. Improve the onboarding process for your new hires and existing teams today with OnTask’s powerful business process automation software.

Accusoft Announces New OnTask App for Salesforce

Accusoft announced the release of a new app now available on the Salesforce AppExchange. This new integration takes contract automation to a new level of simplicity.

Our workflow automation platform enables you to automate the generation of contracts with real-time tracking, digital signatures, collaboration tools and more. When you connect OnTask with Salesforce, you can streamline the way your sales team generates, reviews and tracks contracts, quotes and agreements.

“OnTask is a document automation platform, backed by over 25 years of Accusoft’s document imaging expertise. We’re proud to announce that this powerful and flexible integration helps you standardize process, reduce risk, and ultimately increase your sales team’s productivity,” says Jack Berlin, CEO of Accusoft.

Using OnTask and Salesforce together, you can track the status of agreements in real-time, automatically populate agreements with customer data from Salesforce records, and collaborate or redline agreements online. Plus, you can get electronic signatures for your contracts using any device.

“OnTask allows all stakeholders to follow the contract throughout its entire lifecycle, from creation to final approval. When you’re negotiating and executing contracts seamlessly online, you can spend more time and resources on what’s most important to you—your customers,” said Steve Wilson, VP of Product at Accusoft.

Unlock your customer data, automate the approval and signing processes, and stay focused with the OnTask app for Salesforce. Learn more about the capabilities here.

Accusoft and Brother: Digital Transformation

Accusoft recently initiated a strategic partnership with Brother International Corporation to help businesses in their digital transformation journey with OnTask’s workflow automation. Both companies are leaders in their sector: Accusoft offers a robust set of solutions for content processing, conversion, and automation, and Brother specializes in printing, scanning, and document management.

Working in tandem, clients can utilize Accusoft’s OnTask workflow platform with select Brother devices to integrate more agile workflows into their business processes. It’s never been easier to streamline document workflows and help increase collaboration whether your process starts with paper or digital files.


What the Integration Means for You

The workplace of tomorrow demands devices and solutions that support collaboration, productivity, security, and mobility. With this new strategic partnership, workflow automation is simple, especially for small-to-mid-sized companies who are at the beginning of their transformation.

OnTask and Brother help organizations streamline processes for long-term success. How does it work? Simply use a compatible Brother device to scan your documents directly into a workflow you created in OnTask.

It’s simple. Once you designate a workflow for electronic signature, approval, or commenting, you’ll simply select the person who will initiate the process and scan your hard copy into the digital workflow. The benefits are endless. What can you expect?

  • Shorter Turnaround Times
    Use workflow automation to streamline document processes digitally.
  • Remote Collaboration
    Create a more productive work environment with mobile-friendly tools.
  • Cost Savings
    Paper costs more than you realize. Why spend more when you can save by going digital?
  • Better Visibility
    Track all of your documents online and know where they are in the process.

Don’t waste time signing contracts in person. Get quick and easy approval with digital document management workflows. OnTask can be used for digital collaboration as well. Need approval on a project you’re working on? Maybe you need to pass it on to the next team for next steps. Whatever the situation, content processing is made easy with OnTask’s workflow automation. With OnTask and Brother, you can automate your workflows for signature approval, comments, and review.


Digital Transformation at Any Stage

On its own, OnTask is a cloud-based document automation platform that allows organizations to save time and decrease security risks associated with paper-based document processes. When Brother joined forces with OnTask, it enabled customers to create, execute, and participate in document workflows directly from select Brother multifunctional devices and scanners via desktop or mobile device.

OnTask’s Software-as-a-Service model makes it simple and affordable for small to mid-sized companies to get up and running within days instead of months. Similarly, enterprise companies can scale and standardize their document processes across departments and seamlessly integrate with existing core systems.

“Our intention is to meet organizations wherever they are on their journey to digital transformation,” said Steve Wilson, VP of Product at Accusoft. “We want companies to realize the benefits of document automation now, without needing to become completely paperless first. The ability to scan a document into a workflow gives you just that. This integration essentially helps organizations automate most manual paper-based processes.”

Streamline the way your team generates, reviews, and tracks documents with OnTask and Brother.

OnTask and Salesforce: A Powerful Integration

Unlock your customer data, automate approval and signing processes, and stay focused with OnTask automation and Salesforce. Accusoft’s latest SaaS solution just added an app to the Salesforce AppExchange – and if you’re manually managing agreements, you need to check it out for yourself.

Simplify Your Contract Workflows

OnTask is a document automation platform, backed by over 25 years of Accusoft’s document imaging expertise. Our powerful and flexible platform helps you standardize processes, reduce risk, and ultimately increase your sales team’s productivity.

Using OnTask and Salesforce together, you can avoid bottlenecks by quickly identifying who has the contract and see the current status in real-time. OnTask also gives your sales team an edge by automatically populating templates with customer data from Salesforce records, so they can draft and get agreements out the door in half the time.

In addition, OnTask enables you to get contracts electronically signed using any device, and at the end of the process, stores those executed agreements back in the appropriate record in Salesforce. This new integration takes contract automation to a new level of simplicity. Why is this integration so exciting?

Using OnTask with Salesforce enables:

1. Real-Time Tracking

With end-to-end visibility, you’ll always know which contracts are in progress and what the next step is. Contract statuses and milestones are synced to your Salesforce dashboard so you can operate in one system.

2. Digital Signatures

Send and sign documents effortlessly. Always know where your contract is in the approval process. Users can sign on any device, anytime thanks to mobile responsive design.

3. Contract Automation & Collaboration

OnTask drastically reduces common data entry errors and streamlines the contracting process — from creation to revision to the finishing touches. Save time, kill your endless email chains of edits, and enjoy working smarter.


Streamline the Approval Process

When you connect OnTask with Salesforce, you can streamline the way your sales team generates, reviews and tracks contracts, quotes, and agreements.

With this integration, you gain more control over the way documents are processed across your entire organization. OnTask allows all stakeholders to follow the contract throughout its entire lifecycle, from creation to final approval. When you’re negotiating and executing contracts seamlessly online, you can spend more time and resources on what’s most important to you — your customers.

Unlock your customer data, automate the approval and signing processes, and stay focused with the OnTask app for Salesforce. Learn more about the capabilities here.