During an on-boarding transaction there may be points in the workflow where Agreement Express must send data to another system, and then wait for a response before moving the agreement to the next stage. In the past these events have exclusively been a back-end configuration and require Development involvement. With the introduction of System Events, these can now be easily configured by users with appropriate privileges as simply as dropping a signature on an agreement.
To enable System Events for your company, please contact Recombo Support.
To create a system event, you must first designate an email address at the company level for System Events. Since these will appear just like a signature, they are designated “system signer” in the General tab for your company (Manage Company->Edit Company->General). It's recommended you choose a recognizable email address such as SystemSigner@mycompany.com or SystemEvent@mycompany.com. The account must be registered with Agreement Express prior to being designated as a system signer. Don’t worry about unique applications that you may want to split out, you can still designate any number of labels for system events, Agreement Express simply needs this email address as a fallback. This is a one-time configuration.
Adding a System Event
Once the System Signer is in place you will find the new SYSTEM Signature Type available in your drop down list when placing signatures. The prefix for the label must always be system-xxxx but then you can label the signature however you wish. For example, if you wanted to create a System Event that held an agreement transaction until you received a Merchant ID number from a customer’s custom Boarding Platform, you could label the System Event “system-merchantID” or “system-BoardingMID” or whatever is meaningful to you.
Tip: Pick something meaningful as System Events will appear in the Visualizer, Details and Analytics just like a signer would.
Dropping a System Event on a template will allow you to put the event in a signing level, or even in a group, so you can have the system wait for a response before it moves to the next signer or before the document completes. This is very handy for sequencing data feeds into other systems, or completing an agreement without having to put a person in the loop at the end to manually do it.
Dropping a System Event on a template however won’t do anything until the placeholder knows when it should be considered complete (aka: when the system event should change to SIGNED). To give the maximum flexibility, this is done by defining a Field Condition in the Template Field Rules.
In the Template Field Rules the following configuration must be completed:
- Select the company the template is saved under.
- Select the template in which you are using System Events.
- Click Add at the top.
- Enter the Field Name for the rule (in this case we’ve used the field “Status”).
- Write the expression for the condition that will tell the system to Sign.
- Set the Action to Sign System.
- Set the Status of the rule to Enabled.
- Set the TYPE to Ingestion Back Office.
When this field condition is satisfied, the rule will be triggered. All System Events (signatures) at that signing level in the template will be automatically set to SIGNED when the condition is satisfied. That means you DO NOT need to refer to the label you created on the System Event. If you want events to happen in a particular sequence, such as system-Get_MID_Number then system-Get_PID_Number, then set the first System Event at Level (group) 1, the second at Level (group) 2, and create a field rule for each one individually. If you put two System Events at the same level you will only have one rule that will sign them both simultaneously when the field condition is satisfied.
Viewing System Events
System Events (Signatures) are not visible on the signed agreement however they will appear in Visualizer and in the Agreement Details so that you have a complete audit trail of the events. System Events will also show up in Analytics so that you can capture data on how long it is taking for other systems web services to respond to requests. This makes analyzing your integrations easier and more powerful.