AEx Publisher & Company Administrator FAQs - Navigating the Workspace
What is a transaction? What is the difference between a Transaction and a Case?
Transaction: A Transaction represents one individual form with a set of signatures on it. AEX calls this a Transaction.
Case: A Case consists of one or more Transactions. There can be multiple Transactions in a Case, but a Case can also contain only one Transaction. The completion of a full Case is what triggers a call to the API to send the case to the appropriate Custodian. A publisher will be able to view all transactions in flight either by Case or individual Transaction.
In the Workspace, what does each status mean?
Draft: A Transaction has been prepared but not sent to an end-user. This is a Transaction that has not been published.
Sent/Open: A Transaction has been published and sent out to an end-user for signing.
Active: A Transaction has been sent and viewed and/or signed by at least one account owner.
Done: All signatures and approvals on the Transaction have been completed.
Cancelled: This Transaction has been cancelled. The link is still active to the end-user but when clicked on, the document will open to a blank page that indicates “this document has been cancelled”. In this scenario, the data will not be recoverable by the end client and they will be unable to obtain any of the data contained within the cancelled transaction.
Common Scenario: I don’t know if the Transaction package was sent to my client. If the Transaction is still in Draft, then it has not been sent.
What is the difference between being assigned to a Work Group or being part of a Team?
Work Groups: A collaboration tool that allows multiple publishers and company admins to view and work collaboratively on individual transactions.
Teams: Serves two functions:
Function 1) Admin tool: You can create a Team to track and report transactions by each team
Function 2) Department/Team signature: If you have a department signature as part of the workflow, this department is found under Teams. Any publisher or company administrator can be added to a team. Once an individual is part of a team, they will be able to sign on behalf of this department/ team.
Common scenario, Work Group: An Assistant initiates a transaction, the assistant can assign that transaction to a Work Group and whoever is part of the workgroup will have access to edit and send the assigned transaction as needed.
Common scenario, Team: A Company Admin would like to compare transaction activity between two offices. The Company Admin can set up two teams and add Publishers from each office to their respective team.
What do specific users have access to within AEx?
User: This user role can NOT sign into Agreement Express directly. A user can only sign agreements. They will need to register their signature by providing their email address and cell phone or landline number in order to sign.
Publisher: This user role can log directly into Agreement Express. A Publisher has access to the transactions they have published as well as any transactions part of a shared Work Group.
Company Administrator: This user role can log directly into Agreement Express. A Company Administrator can add/edit users and publishers, view all Transactions created under the company, and edit and add Work Groups.