Workspace - General Overview

Intro

This is a basic introduction to the MV2 Workspace. This will cover the basic actions that can be performed after logging into Agreement Express.

Login          

Depending on the company that your account belongs to, you will be able to log into either our US Production or CA Production environment.

US Production: https://us.agreementexpress.net/mv2

CA Production: https://agreementexpress.net/mv2

If you are a Publisher or a Company Administrator, you will be able to log in. If you are a user, you will not be able to log in. As such, if you are having issues with the login page, please check ask your Company Administrator for assistance

Basics

Upon logging in, you will see your workspace:

From here, you can manage your cases, launch new ones, or navigate to other sections that you might need.

If you click on the circle on the top-right of the page, you will get a small prompt with several options:

  • Company: This dropdown enables you to switch between companies, if you are a publisher/administrator of more than one.
  • View Tutorial: This will give you a quick tutorial on how to navigate the workspace
  • Logout: This logs you out and takes you to the login page.

Rubik ‘s Cube

The Rubik’s cube icon on the top-right will present you with a few additional sections that can be navigated to:

 

  • Reports: This will take you to the reports section, which can be used to create and view custom reports. This will be explained in a different article
  • Administrator: This will take you to the administrator section, which is used by company administrators to manage templates, transaction workflows, users, etc. This will be explained in more depth in a different article
  • Personal Settings: This can be accessed to manage your account details, including password, signature, security questions, etc. This will be covered in more depth in another article

New Transaction FAB

The magenta FAB on the bottom-right of the workspace is used to launch new transactions. If clicked, it presents several options:

  • Send a File: This button will prompt you to upload a document. A .pdf or .docx file can be uploaded, and it will be turned into a simple one-off document. More details on how to use this can be found here: https://support.agreementexpress.com/hc/en-us/articles/115000279251-Send-a-document-for-Signature-MV2-
  • Transaction options: The various options in the above screenshot (Individual or Joint, Education Savings plan, etc), are individual transactions that can be launched. Different companies will have different transactions, so what you see might be different from the above screenshot. Once clicked, it will take you into the actual workflow that your company offers. As these are unique on a per-company basis, no articles will be available for this – you will need to ask your company administrator for guidance on navigating them.
  • Bulk Send: This enables you to send out a large quantity of a selected transaction to multiple recipients. For example, if there is a form that needs to be distributed 500 times to different users, a .csv can be uploaded and the system will mass-create 500 agreements. This is a detailed process and will be explained in another article.
  • All Transactions/Folders: All Transactions will contain options for transactions available within the company. However, some companies are configured to use the Folder setup, which is a way of grouping various combinations of templates together.

Navigation Menu:

The navigation menu on the left side of the workspace can be used to view cases by status, tags, stages, teams, and so on. If this is not visible to you, click on the hamburger button on the top-left of the page.

My Workspace:

This will display all cases pending your attention. This is the default view that you get to see upon logging in.

Teams:

This section will allow you to display cases that are pending one or all of the teams that you belong to. Teams will be explained in more depth in another article

Stages:

This includes Upcoming, Snoozed, and Closed. This is how you access cases that you marked in a specific manner. For example, you can snooze a case to make it disappear from your main workspace, but you can still access it in the “Snooze” section

Status:

This includes Drafts, Sent, Active, Done, and Cancelled. These are the states of the transactions themselves. Clicking on one of these sections will display all of the agreements of that specific status. A brief explanation on statuses:

Draft:

  • When an agreement is still in its pre-signing status. This is where a publisher or company administrator can go in and modify the contents of the agreement (add/remove signature blocks, text fields, labels, etc). During this state, the agreement isn’t being signed by anyone.

Sent:

  • Sent is when an agreement has been sent out for signing, but nobody has interacted with it yet. This means that no additional data entry or signing has been saved to the agreement, other than what was done by the publisher during the draft status.

Active:

  • Active is when an agreement is still undergoing signing, but some changes have been made and saved. This could include data entry, or signing done by a user during a multi-signer agreement

Done:

  • Done is when an agreement has been signed by all parties and is now completed.

Cancelled:

  • Cancelled is when an agreement got cancelled.

 

Collections:

Collections are used to group together transactions based on certain attributes. When you click on the list navigation item for collections (ex. Clients). The page will show collapsed collections sorted by ‘Today’, ‘Yesterday’, etc. When you click on a collapsed collection, it will expand to show a summary of information, followed by a list of transactions that fit that category. There are currently 5 in the workspace:

Clients:

  • A client collection will appear for a user if they have been sent an agreement, and they are not a publisher or higher. Summary can include:
    • Name, Email, Registered Country, Registered State/Province, Registered City, Home Phone, Mobile Phone, Total Transactions (that have been sent to that person), Last Contact (the date/time the client was last active), Last By (the name/email of the last person who sent this client a transaction, Last Subject, Last Transaction, Last Transaction Reference (the id of the last transaction type), Last Transaction Status.

Users:

  • A user collection will appear for a user if a user has sent an agreement, and they are publisher or higher. Summary can include:
    • Name, Email, Home Phone, Mobile Phone, Role (ex. System admin, publisher), Departments, Status, Total Transactions, Last Transaction, Last Published.

Firms:

  • Firms collections are based on the domain name of user emails. (ex. agreementexpress.net).  Even if it is a generic email (ex. gmail.com), all transactions involving those emails will be in the collection. Summary can include:
    • Total users, Total Transactions, Last Publisher, Last Recipient, Last Published, Last Transaction, Last Transaction Reference, Last Transaction Status.

Transaction Types:

  • Collects agreements based on transaction type. Summary can include:
    • Transaction Name, Reference Id, Alert After(amount of time for that transaction type to expire), Total Transactions, Last Publisher, Last Recipient, Last Published.

Tags: 

  • Collects agreements based on tags that the user defines, (ex. “Toronto office”, “vancouver office”). There is currently no ability to create tags in mv2, and there is no summary for this collection type.

When clicking on a collections navigation in the sidebar, the page should show collapsed collection:

When you click on that collection it should expand to show a summary, followed by transactions that fit into that category:

Use-Cases

An advisor, or other office worker wants to see all their clients, and a summary about that client. They would also be able to start a new transaction with pre-populated information by selecting transactions and clicking the vertical ellipsis in the top right.

 

 

Search:

Search is a handy tool that allows for locating specific cases and transactions. To use it, simply click on the search bar, select the criteria to search for from the dropdown that pops up, and type in the search keyword. A structured search can be found on the left side after clicking on the search bar:

Transaction Cards

Collapsed transaction cards

Transaction cards are what you see in the actual body of the workspace. Each card represents a transaction, renders some details about it, and allows for several interactions. “Collapsed” is a term used to describe a transaction card in its smaller form, and if the transaction is clicked it becomes larger to display more information – the larger one is referred to as the “Expanded” transaction card. The collapsed transaction card looks as follows:

1: Checkbox to select several transactions for multi-transaction functions. Initially it is represented as a circle with a letter on it, but turns into a checkbox when hovered over. The multi-transaction options will be explained further down in this article

2: This is the 6-digit Transaction ID. This is unique per transaction, and useful when you need to reference a specific transaction to an administrator.

3: This indicates the Transaction Type

4: This indicates the publisher of the transaction

5: This circle indicates the signing level. Signing levels will be explained in more detail in another article, but as a brief overview, it is a way of enforcing a specific order in which documents get signed. The circle in the above screenshot is blue – this means that the number within this circle is the level that the agreement is currently on.

6: This contains the list of recipients at the corresponding signing level.

7: This indicates how much time the agreement has been active for

8: These are priority fields. They will render the actual data that’s contained within the agreements.

9: This is the status of the agreement

10: This is a button to launch the agreement in another tab.

Multi-transaction options

Upon clicking checkboxes (item 1 in the above screenshot), the interface changes to allow for multi-transaction actions to be performed. The following options will appear when selecting 1 transaction:

On the top-right of the workspace several buttons appear. From left to right, they do the following:

  • Forward: Allows to forward the agreement to someone else, and include it as an attachment, or as a link in the email message.
  • Resend: Allows you to resend the agreement to an existing recipient. This will send them an email with a link that allows them to sign it
  • Snooze: This puts the agreement in Snooze so that it doesn’t appear in your main workspace for a while
  • Close Case: This closes the case so that it doesn’t appear in your main workspace
  • Cancel Transaction: This cancels the transaction

If more than one transaction is selected, the following options are available:

  • Cancel Transactions: This cancels all of the selected transactions
  • Link Transactions: This links all of the selected transactions, so they appear in each-others’ expanded transaction cards

More options (collapsed card):

Upon hovering over the transaction’s status (see item 9 in screenshot above), more options become available:

  • Assign Collaborator: This is a feature that allows for a collaborator to be assigned to specific recipients of a transaction. A collaborator can act (enter data and sign) on behalf of the corresponding recipient.
  • Snooze: This puts the agreement in Snooze so that it doesn’t appear in your main workspace for a while
  • Close Case: This closes the case so that it doesn’t appear in your main workspace
  • 3-dot menu: This opens additional options, some of which are also accessible through means described above:

  • Resend: This allows you to resend an agreement to one of the recipients
  • Forward: This allows you to forward the agreement to someone who is not already a recipient
  • Add Tag: This allows you to add tags to the transaction for personal or company-wide organization purposes. If this is clicked, the following section appears on the collapsed transaction card:

  • Transaction Type: This allows you to change the Transaction Type associated with this transaction.

Document (New): This enables you to launch a brand new transaction of a different type, but pull in data from the currently selected one to pre-populate corresponding fields in the new one. In order for this data transposition to work, the two transactions need to have corresponding mappings in place, so it won’t always work as expected unless the workflows of the two transactions were specifically designed to be compatible.

Expanded Transaction Card

This is the transaction card that appears when the body of a collapsed transaction card is clicked. It contains much of the same information as the collapsed version, but also provides a comprehensive overview of the transaction and its history:

These won’t always look the same, as there are several types, and more will be made available in time. However, an important thing to note is the additional options that the expanded card offers.

The “Open in Timeline” button will display the events that occurred for the transaction, and when they occurred. This includes when the transaction was created, when it was viewed and by whom, when it was signed, rewound, saved, etc.

The 3-dot menu contains a couple of additional options as well:

 

  • Copy: This will allow you to generate an exact copy of the transaction, and allow you to choose which parts you want to keep or discard (data, signatures, etc)

Note: if the transaction consists of landing pages and signing documents, the changes done during the signing documents will not be transposed into the corresponding fields of the landing pages

  • Change Signer: This will enable you to update any recipient who has not already signed to another email address. This is useful if a typo was introduced when the recipient’s email was entered

Group By Case:

To the left of the Rubik’s cube icon, there is a switch to toggle “Group by Case” to on or off. Cases contain transactions, and while most companies will have a single transaction per case, some might be configured to use compound transactions. Compound transactions are “groups” of transactions set up to work in parallel, but each individual transaction is normally rendered by itself in the workspace. By toggling “Group by Case”, the workspace will display cases instead, and each case will render all the contained transactions:

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