Questions and Troubleshooting

Here you can find quick answers to common questions and step-by-step solutions from Simploud. From login problems to module configuration, our FAQ and troubleshooting guides help you resolve challenges fast. Save time, stay productive, and keep your compliance processes running smoothly with self-service support.

If you have a Technical Issue and cannot report it via a Configuration Item, submit here:

Frequently asked questions

Automations

User can't login?

Sometimes users are trying to connect to the wrong environment or using the wrong username. Please verify that they don’t use the qa suffix on production logins. We will check other causes if that’s not the case.

How to attach a file to a record?

The file component is available in every process and allows users to upload one or more files to the record. In a Controlled Document there is a special check in component that is forcing rules for the upload.

How to create a record?

A record is one instance of a specific process in Simploud. You can create a new record by navigating to the relevant tab and clicking on the :New: buttn. A record creation form will pop up allowing you to fill the data needed to save the record. Every field that is marked with red astereisk is mandatory.

How to search for data?

Global search gives you instant results and suggests terms using auto-complete for records that you have recently viewed, edited, or looked up. From the header search box you can search for records, files, groups, and people. You can use wildcards, operators, and filters to refine your search. In addition you can search for documents on your home screen or in specific tabs using the search field or the list view filters.

Configuration

How to change a field's value in Effective status?

Please inform Customer Success about what field should be updated and why. Is it a one time update or you need a permanent solution? Please also share a link to the affected record(s).

How to use the configuration center?

Processes can be added to ‘my processes’ in order to add them to your configuration. You can review the current design and request changes via the related configuration item. One of our Customer Success reps will configure your requirement and may ask some clarification questions though the configuration item record. You can do this until you’re satisfied with the design. Once you’re OK to move on, click on start validation activities and the validation content should be e-signed at this point. If you’re not OK, move back to the drawing board by clicking next sprint, design it some more and continue with this loop until satisfied.

What is the configuration center?

Simploud is a requirement driven system and by gathering the requirements the system together with our Success team will build the ideal solution that will answer each requirement and produce the documentation and tests for the specific requirement. The configuration center allows you to quickly update any process in Simploud to your own needs, adding fields statuses, business rules and more while keeping the validation up to date in real time. All this is done without leaving the system.

What is the configuration version record?

Every process added to ‘my processes’ will have at least one configuration version record. This record captures the current design, validation content and all requests or issues that were raised for this version. When a specific configuration process is moved to production, the production configuration version record will be locked and a new version will be created for ongoing design work.

Why can't I delete records?

Simploud is compliant with all electronic records regulations (21 CFRPart 11, Annex 11) and does not allow deleting records in production. In any case a record should be deleted, we recommend to cancel it instead. If the deletion of this record is a must, please print the record first and mention in the configuturation item the reason for deleting this record. We will take care of it during a maintenance break (weekend).

Document Management

What if rendition is not working?

The PDF rendition in Simploud is manipulating the file by adding signature page, headers, footers, watermark etc.
When a document is going through DocuSign or adobe sign process it gets locked and in many cases will fail the rendition.
The reason is due to the inability of our rendition server to add the extra content on top of a locked file.
This behavior is not consistent so in order to avoid rendering issue, do not lock the file with DocuSign prior to the rendition.

Can I upload to the system effective documents?

Simploud enables to upload of effective documents from other systems or hard copied documents.
For more information reach Simploud Success team to execute.

What types of files the rendition supports?

The rendition process supports the following types of files:
Word,pdf,ppt,xslx and open office files

What is the difference between Controlled and Uncontrolled copies?

The rendition process is the uncontrolled copy that occurs when moving between statuses.
In Simploud, we offer the option to create controlled copies, meaning you can set for every document type different headers and footers, you can limit the number of copies for every record, and you can add extra print fields, e.g., the purpose of copy, and it would be printed.

Can we have rendition in the general document object?

The rendition feature in Simploud functions in the Controlled Documents process only.
Please reach the Simploud Success Team for more information.

Can we add the ability to upload additional file in the effective status?

Yes, this option is controlled on a document type basis.
Please list the types in which you want to have the ability to uploud the controlled copy in all statuses.

File preview doesn't look like original

Due to the architecture and tools used in the generation process, Salesforce does not have the ability to implement an application-side solution to directly address discrepancies you may find between the original file and the online version or preview. Here is some more information

https://help.salesforce.com/articleView?id=000337845&type=1&mode=1

File preview is not shown

Salesforce does not guarantee all file types and their contained features will properly generate previews in Content. There is a way to try and regenerate the preview and it can be found here

https://help.salesforce.com/articleView?id=sf.files_preview.htm&type=5

My document failed to convert to PDF

Salesforce (Simploud’s platform) has a heap size limit that if exceeded will fail an operation.
Most of the documents up to 6 MB will be converted to a PDF smaller than 6 MB and will not cause issues. In some cases, especially if the document contains a lot of media or complex word components, the converted PDF file can exceed 10 and even 20 MB and by that exceeds the limit. The best way to overcome this issue is to lower the size of the contained media and try again. We will check the log to see what is the returned file size and will get back to you soon.

User is not showing in signature table

Inform Customer Success about which participants is not shown and for which document type should it appear.

What is the request button in the rendition component?

This button force rendition in the system and will manually send the document to rendition.

Can you limit the printed amount of controlled copies?

The controlled copies can be limited with a special field called: Controlled Copy Limit.
This is a number field, the number represents the maximum amount that can be created in a record. The maximum for this field is 999 copies.

How to create a new document?

You can create a new document by navigating to the Controlled Documents tab and clicking on the new button. Documents can have templates based on a document type that will add a template file as a starting point for the document.

How to cancel check out?

The owner of the document as well as the user that performed the check out will have the option to cancel the check out and release the document for status change or for checking out by another user.

How to edit or check out a Controlled Document file?

In order to edit a Controlled Document file, the user will first need to check the document out. Documents that are already checked out cannot be checked out by another user as long as the user who checked the document out has it checked out. The status of the record can not be changed while the document is checked out.

How to upload a Controlled Document file?

To upload a word or pdf document into Simploud as Controlled Document the author needs to check in the file.

What is the PDF rendition?

The PDF rendition is a conversion of the Controlled Document file into a stamped PDF that contains metadata from the Controlled Document record. The PDF can have a watermark that prints the current status, headers and footers with various field values as well as a summary of the signatures, revision history or document additional information. Each of the document rendition parts are flexible based on a specific document type.

When will the PDF rendition occur?

Out of the box, Simploud renders supported files to PDF after the document enters the approval status and creates a new rendition on every status change. We can set different rendition statuses based on document types.

How to move document to effective automatically?

You can have Simploud push your documents to effective based on training completion rate or by reaching a specific date. Please let us know what logic would you like to apply.

What is the maximum amount of controlled copies?

Every document can be copied up to 999 times.

Why there is no check-out button when I upload a pdf?

When a pdf file is uploaded to the system, there is no check out button only check in.
The logic behind it is that pdf is a locked file and cannot be modified.
There is always the option to download it locally to your computer or check – in another version of the file.

The document is not converted to pdf

When uploading a document with tables, it may affect the rendition process. A Word document with a long table spread over a few pages may disrupt the rendition process. Our recommendation is to duplicate the same table (if needed). That way, it will continue to look the same and allow the rendition process to function correctly.

Can I skip stamping in the first page in a rendition?

Simploud offers the ability to decide which page will be the first to present the watermark headers and footers.
The first page is defined as number 1, the second is 2, and so on..
Contact our Success team to change your rendition settings.

The watermarks in the renditioned file are not updated

Click on the request PDF button.
This button force rendition in the system and will manually send the document to rendition.
If you can not see the button or need extra assistance contact Simploud Success team.

What is the use of controlled copies?

The controlled copy function is used in simploud for two different uses
1. Classic use of controlled copy – a controlled amount of files that have date expiry and additional fields if needed.
2. When there is a need for two different settings for one document to send to suppliers without the information of the workflow process.

What is the limit of an uploaded file?

There is an option to upload in the all files component a single file up to 2 GB.
Please note:
Above 6 MB file the rendition process of a document may fail and the file may not be available in the next revision created.
In case the file will not be linked to the new version the system will display an error message on the check-in component.

How does the next review date works?

The following is the out of the box default configuration.
Once the Controlled Document becomes effective the field Next Review Date is filled with the following logic:
A. If the field Periodic Review Cycle (months) is blank then Next Review Date will be blank
B. If the field Periodic Review Cycle (months) is not blank then Next Review Date will be filled in with the date today plus the number of months set in the Periodic Review Cycle (months).

Field

How to disable auto-completion for all fields?

When you edit fields in Salesforce, you may notice that the system attempts to automatically complete the value that you type.
This behavior occurs based on the browser used and can be stopped by modifying your browser settings.
Please review the link:

https://help.salesforce.com/articleView?id=000317749&language=en_US&type=1&mode=1

Audit trail not capturing field changes

In Simploud every field has a limitation for characters amount. Please check if the name of the field is no longer than the limit.
For any assistance reach the Simploud Success team.

Screen freeze when trying to add an item to the Flexitable

How can I change the display of help text?

Help text doesn’t support formatting e.g line breaks, highlights, etc.
Help text displays only plain text and the Success Team can set the help text based on the instructions received from the Customer.

Forms/Layouts

In need assistance with templates

Send us the link to the template and let us know what would you like to do.

How to move template from QA to production?

Send us the link to the template and we’ll migrate it.

How can I create onboarding checklist for new employees?

Either complete the related training about Templates and create on your own, or send your onboarding checklist to the Simploud Succes Team and will be created for you.

Can I import question of a template to a new template?

In Simploud, We have the ability to import questions from other templates.
Go to the template record page. On the bottom of the page there is a button called import questions.
Clicking on it and you will see all templates of the same type. Click on each template to select and add questions.

Can I change the print of a specific form?

Simploud offers the option to adjust the print of a related form in a record.
For example, you can change one of the forms related to an employee record. Click on the preview form button, and the form record page will be opened. Click on print, and a pop-up window will appear, in it, there is another button called print options. Clicking on print options will allow you to change headers and footers in the print of the form and decide which question to print. All of those changes are available by checking a checkbox, every field has a checkbox of its own.

Can we create a template for a document type in a document?

There are two options for linking templates to documents. The first option is to assign a permanent document for the document type. For example, the same template (pre-defined file in the check-in component) is created whenever an SOP document record is created. The second option is two create several templates and allow the user to select his preferred template. Please contact the Simploud Success Team for more information on each option.

What are the tabs of details, action plan and risks in CAPA record?

These three tabs have different functions.
Details – This tab is in every object in Simploud, and its job is to show all the fields of the record.
Action Plan – In this tab, you manage your actions. You can create and define the sequence of the actions and see the status of every action.
Risks – This tab presents a risk matrix of the related risks (related by the related item component on the right side of the record page).

How to update recently viewed Listview?

For most list views, your users can select which fields to display and how to order the view columns. However, they can’t edit the recently viewed list on object home pages. Only local admins can select and order the fields to display for the recent records quick list.
1.Open the object for the Recently Viewed list you want to modify(into a random record).
2. Click on the Setup icon (gear icon) and select Edit Object.
3. From the menu of links at the top of the page, click Search Layouts.
4. From the far right of the Default Layout row, click on the arrow and select Edit.
5. To add columns to the Recently Viewed list, select one or more fields from Available Fields and click Add. To remove columns, select one or more fields from Selected Fields and click Remove.
6. Order columns by selecting one or more fields from Selected Fields and clicking Up or Down.
7. Click Save.

How to update a Listview (not recently viewed)?

1. Select a list view from the dropdown menu.
2. Click on the gear icon and Select Fields to Display.
3. To add columns to the list, select one or more fields from Available Fields and click Add. To remove columns, select one or more fields from Selected Fields and click Remove.
4. Order columns by selecting one or more fields from Selected Fields and clicking† Up †or† Down.
5. Click Save.

Can't see the template in the related forms component?

Make sure the template is active – In order to activate it go to the template and press the Edit button (top right).
Check the ‘Active’ checkbox and save.
Make sure the type is correct – The type field must contain the name of the object to which the template is related.
Let us know if you do not know or cannot locate the object name.

Can I print all the e-forms related to a record?

On the record page, there is the right-side component of related forms.
There you will find a printer logo, clicking on it will create a pdf file with all forms related to the record.

How to force completion of an e-form before moving status?

This function will pop up an error message when the user will try to promote the record before the e-form is completed (100%). Go to the Templates object -> Open the relevant template. In template settings, under the Template Logic, click on Force Completion Checkbox and set the status you want to prevent from the record to enter, without completing the form. In the field, Warning Massage inserts the error message if you want it to be customized (if you leave it blank a default warning will pop), and check the Force Signature Checkbox.

Outputs

What is the difference between product and product record object?

Product is a Salesforce object as opposed to product record which is a Simploud object.
We suggest working with product record object, that way we can provide better service and better flexibility.

Can I print a syllabus?

The option to print a syllabus is not available yet. We can create a report that will contain the syllabus name, number of users that are affected, the document or the training name etc. Please reach the Simploud Success Team for more information.

How many objects can a report rely on?

Reports generation is based on relations between objects also, reports are part of the salesforce setting.
Usual reports are based on a single object or an object with its items. The biggest relation of a report is two objects connected together and an object item of one of the two objects. For instance: Controlled Document with Document Items with Tasks.

How can I get details about connection problems?

As an admin, you can monitor all login attempts to your Salesforce org and Experience Cloud sites. The Login History page shows up to 20,000 records of user logins for the past 6 months. To see more records, download the information to a CSV or GZIP file. In order to access the login history: Go to setup -> search for Login History. On connection problems, the status column will show the cause.

How to create a dashboard?

A dashboard is a visual display of key metrics and trends for records in your org. The relationship between a dashboard component and report is 1:1, for each dashboard component, there is a single underlying report. However, you can use the same report in multiple dashboard components or a single dashboard (e.g. use the same report in both a bar chart and pie chart). Multiple dashboard components can be shown together on a single dashboard page layout, creating a powerful visual display and a way to consume multiple reports that often have a common theme. :
To create a new dashboard or to clone an existing one click on the dashboards tab and click the new dashboard button.

How to create a report?

A report is a list of records that meet the criteria you define. It’s displayed in Salesforce in rows and columns, and can be filtered, grouped, or displayed in a graphical chart. To create a new report, click on the new report button. The first step is to select the report type it’ll then bring the fields of the process or related items to your reporting canvas.

How to print the record or the audit trail?

Simploud provides an embedded printing component that allows you to print the record details or the audit trail in a compliant manner. Every process can be defined with multiple record print templates that can display record data as well as related items data in a specific positioning. In order to print the record, select a print template from the print name dropdown.

How to subscribe to reports or dashboards?

You can subscribe yourself and your colleagues to the reports and dashboards that matter most to you.

How to extract data from the system?

In Simploud we offer different kinds of data sheets or documents:
a. data from a record page
b. data from all records of a specific object.
c. a renditioned file of a Controlled Document.
Approach our team for guidance for your needs.

I click on print option in the record page and I get an error message

Please inform Simploud Success team about the error message (e.g. ‘Attempt to de-reference a null object.’ or different) and we will investigate asap.

Can I print the training matrix?

There is an option to download a CSV file filtered by role, department, division, or title of the users of the system.
Go to the homepage and click on the training matrix tab.

How does the Weekly Salesforce Backup work?

Once you go to the production environment, we can help you to get a weekly backup that is subscribed to one of your local admins in the form of a zip file; it is a full backup, meaning it contains all the data the system has in a moment. To restore it, you may find yourself in a position of additional payment to Salesforce, but it is possible to complete the restore process using merely your IT.
According to Salesforce, the backup currently is not available in QA.

Permissions

User is not available in training settings

To choose a user in the user selection tab in the training settings feature, a checkbox in the user’s page must be checked.
The checkbox name is Training User.
Reach the Success team for further assistance.

How to add/update public groups?

Go to Setup Search, insert Public Groups, Select the only option that appears (under the Users section). Click New, Name the public group using the Label field. Select Users under the Search drop-down list. Add the specific user(s) Click Save. For editing an existing group, click edit next to the group name.

How to add Users (Licenses)?

Licenses are added through Salesforce, and are binding until the renewal. After we place the order it should take a couple of hours before youll see the available licenses readdy to be used in production.

How to upgrade Users (Licenses)?

Inform Customer Success about user type(s) to be upgraded and the modification will take place in a couple of hours. The change in user access rights have to be set by the Customer’s Admin personnel.

Wat to do if a user forgot his/her password?

Every Simploud Admin user can reset the password for the users. Please check the Administration page to check the guide for it.

Document size in data loader?

The upper limit of a single file in an upload using the data loader is 32 MB.

How to connect Simploud to SSO?

SSO is not fully supported out of the box. Technically, Simploud (Salesforce) can integrate with SSO providers like Google/Microsoft, however, the e-signature mechanism is not linked to this mechanism. We’re planning to create a generic connector to different SSO authentication schemes but it won’t happen in the near future so it’s less relevant to Customer’s immediate needs. There is a possible solution if you have internal IT staff who can create an integration that updates Simploud (Salesforce) whenever the password is updated in your AD this should work.

How to set a user as out of office?

In order to set a user as ‘Out of Office’: Go to Setup -> Search ‘Users’ -> click edit next to the user name
Scroll down to the Out Of Office section. Out of Office (checkbox)- Activating the function Proxy User – This user will be used as a proxy Out of Office Start and Back of Office – The date will determine the time period and once the period is in the past the proxy settings will be cancelled. Once the Out of Office function is activated, the proxy user will be able to complete tasks on behalf of the user.
A. The proxy user will see the buttons on behalf of the out-of-office user
B. In case the proxy user needs to sign on behalf of the out-of-office user, the signature is captured in the signature table and will be marked that the user that presented was signed as a proxy.

What is the difference between Simploud profiles? Check the Administration page for more details.

This is a short brief, for elaborated explanation reach our Success team.
Light User – access of read-only to all objects and completion of training tasks
Light Plus User – same as Light User, except Controlled Document process that the access is full (read,edit,create).
Full User – full access to all the objects of Simploud

What shall I know about User Licenses?

When you buy licenses from Simploud, you buy slots, not users. For example, you can buy 3 licenses for your 3 employees. If one employee leaves, you still pay for 3 licenses while using 2 slots. Meaning you have 1 slot open to use. If you hire a new employee, he has an open slot because you gained one slot from the employee that left. Deactivating a user equals freeing a slot. By deactivating the user, you can always activate it and restore his completed tasks.

SimpLab

What is the total amount of material units that can be created from a material?

The total amount is: 100

How to create a new list in Simplab home screen?

In the home page, go to the reports area, choose the relevant process.
Create new filter or clone an existing one, update the fields you want to display and the conditions.

How to order material from supplier?

In the home page, go to the material order area and click external material order button.
Choose the supplier you want to order from and add materials to the order list.

How to record incoming shipment?

In the home page, go to the shipment area and click on incoming material shipment.
Choose the supplier how sent the shipment and add materials packages to the incoming shipment list.

How to unpack material units to predefined location?

In the incoming material shipment screen, choose a location.
Use the create material unit button in the shipment screen to create the material units as a batch.
The location will be the default location for every material unit received in this shipment.

How to link test to material units?

In the home page, go to the material area and open the relevant material record.
Click on link test button, and choose the relevant test from the list. After linking the test you can update the test specifications for this particular material.

How to link test to storage location?

In the home page, go to the storage location area and open the relevant storage location record.
Click on link test button, and choose the relevant test from the list. After linking the test you can update the test specifications for this particular location.

How to link test to sample record?

In the home page, go to the sample area and open the relevant sample template record.
Click on link test button, and choose the relevant test from the list. After linking the test you can update the test specifications for this particular Sample template.
Tests can also be linked directly to a specific sample record.

What is a sample template?

In Simplab you can define sample templates to streamline the process of creating new samples in the system.
The sample template can contain all of the default metadata and tests for a specific type of sample, this information will be coppied to the sample record upon creation.

How to reserve resources to experiment?

In the experimen record, first verify that the start and end date are defined.
Click on the book resource button, choose the resource type and select resource(s) from the available list of resources.

How to reserve resources to EM?

In the EM record, first verify that the start and end date are defined.
Click on the book resource button, choose the resource type and select resource(s) from the available list of resources.

Tasks

How to assign owner to action?

Once you create an action, you decide who is the owner of it and who is assigned to the action in a field called Assigned To.

How to create a related task from a record?

You can create a task from the tasks component on the right. Simploud is flexible to set which task types (i.e. extension request, investigation, action, etc.) can be created on what statuses.

How to complete a task?

Tasks are accessible in the tasks tab (to the left of configuration items) or in the tasks component in the record page. When clicking on the task link, you will be redirected to the task page. On the task page, the way to complete the task is by clicking on the green button “Complete”. changing the status field at the bottom of the page is an unauthorized move.

What is an Approval Task ?

Once a trainee completes the task that they were assigned, There is an option to set a different user as an approver. This user will approve the task of the first user that was appropriately completed. This is a mechanism of the second approval layout.

How can new users get the onboarding task automatically?

The new users will get the task automatically after making sure two things happen: a. The public group of the training needs to contain the new users, create the task to be by a particular public group, for example, all users group, when a new user is added, in order for the user to be assigned to the task, the user should be added to the same public group. b. The task must be set to be created in effective status.

Training

What is the difference between Read and Understand and Training in training task type?

In a Controlled Document and Training Material processes there is a special tab called training settings.
There you can create training tasks for the document. The training task type is a picklist field containing two values; Read and Understand and Training. There only difference between these two is semantical, the functionality remains the same for both values.

Training tasks weren't created?

Send us the link to the Controlled Document/Training Material record and we’ll check it.

How can the trainer sign on multiple complete training tasks?

The approval task allows an authorized user to approve tasks that have been completed by other users. It can be done by completing the task, selecting the other tasks you want to approve, and finally signing on the tasks.

How to set the training for a Training Material?

1. Choose the statuses for which trainings are automatically created. As long as the document is in one of the selected statuses, it will ensure that all users that are affected will be assigned with tasks:
2. Choose the parameters that will be used to determine if a user should be assigned with training tasks. If users are part of any of the following attributes, they will be assigned automatically with trainings::
Roles: Every user has a role in the company, if a user role is included in the affected role(s) list, all the users with this role will be assigned with training tasks. :
Groups: Users can belong to one or more groups. If a group is included in the affected group(s) list, all the users that belong to this group will be assigned with training tasks.:
Profiles: Every user has a profile in the system, if a user profile is included in the affected profile(s) list, all the users with this profile will be assigned with training tasks.:
Users: Sometimes you need to add specific named users to a training requirement. All the users that appears in the affected user(s) list will also be assigned with training.:
Departments: Users can be part of a department. If a department is included in the affected department(s) list, all the users that belong to this department will be assigned with training tasks:
3. Choose the training task type that will be auto created.:
4. Choose the status where all the opened training tasks should be cancelled – usually Obsolete:
5. Choose the number of months this training is effective, after which a re-training will be auto created.:
6. Choose the number of days each user has to complete their training task from the auto creation date.

How to set the training for a Controlled Document?

What are the training settings?

In the training settings the rules on who must be trained and what will the training include (i.e. training type, quiz needed, etc.).

What is the training form in the training settings?

The training form button allows linking a template as part of the training.
When the training task is created the form will be created as well.

What is the force training in syllabus?

The force training feature is if you add users to the syllabus and there are certain users that didn’t finish there training tasks they will get another notification on the task (not users that completed the task).

How to print a completed training record in the training matrix?

Click on the document or the training name, it is a link to the record.
In the record page you can see the prints component.
Click on the print symbol.

Usability

User can't login?

How to attach a file to a record?

How to create a record?

How to search for data?

Validation

How do you execute the validation in Simploud?

In a Controlled Document and Training Material processes there is a special tab called training settings. There you can create training tasks for the document. The training task type is a picklist field containing two values; Read and Understand and Training. There only difference between these two is semantical, the functionality remains the same for both values.

How is the validation content created?

Simploud analyses the requests raised by you against the actual system design and automatically produces user requiremnents, user testing scripts and traceability matrix to map between the 2 electronic files. In some cases the automatic text should be manually changed to make it more readable and this can be done by clicking on the requirement or test step and manually update the text. Manually updating the text should be done when you’re ready to begin validation (after completing at least one dry run on the electronic scripts). See related training about Validation.

Who is responsible for migration between environments?

The Simploud Success team is responsible for moving your configuration to production once you completed your validation activities in the system.

Workflow

There are no buttons available?

If the record is in a status you’re not in charge of, the buttons will not be shown to you. If you see the Take Ownership button it means that you can obtain the responsibility of this status. If you don’t we can add you to the group that can.

Can I select a user from a group of users to be in charge of a status?

For a specific status in Simploud, we can select a participant who is in charge of the record.
We can choose this user from a controlled group of users that the Simploud Admin can define.
There is also an option to set automatically all users from this selected responsible group as the participant in charge e.g Reviewer.

How does dynamic workflow work?

Applying the dynamic workflow feature on a specific process will check the specified picklist field value. Each value that has assigned with a special workflow will force this workflow on the process. Every value that is not assigned with a workflow (or an empthy field) will invole the default workflow.

How to assign participants to the workflow?

To asign a participant like a reviewer or approver to the workflow you can use the + button on the participnat component from the right hand side. Choose the type of participant and Simploud will offer users that can be assigned to this role. You can assign one or more users to as participants.

How to choose who should sign first?

Sometimes you want to control the order of the reviews or approval actions. Simploud allows you to dynamically set the sequence by changing the order of the participants on the component and saving the sequence. Simploud will route the status-changing tasks in a way that each time a status-changing task is completed the next participant in the sequence is assigned with a task based on the specified sequence.

How to move to another status?

If a record is in a status where you’re the responsible participant, you’ll be able to see action buttons beneath the workflow bar which will allow you to switch to a different status.

What if some field are missing?

Simploud monitors every action button click and will prompt the user to fill in the missing information before the status changes.

What is a dynamic Workflow?

Dynamic workflows can force different order of statuses based on a picklist field value. For example you can have a shorter workflow for Controlled Document with specific document type or longer one for other document types.

What is a parallel status changing task?

Parallel status changing tasks allow to include more than one participnat in a status. In order to proceed with the workflow, all these users will need to complete their actions by clicking a button and optionaly e-signing or add comments.

What is the Take Ownership button and who can see it?

Every status in the workflow can be assigned with a responsible group. Any user that belongs to this group but is not the participant of the current status will see the take ownership button instead of the action buttons. Taking ownership will transfer the responsibility of the current status to the user who took ownership.

E-Signature doesn't work?

Check the following options:
Make sure you use your alias or nickname
With these characters electronic signatures passwords will not work: # % & +

Who can be assigned as a participant?

Each participant type (e.g Reviewer) is related to a responsible group.
When selecting the participants only the users from the responsible group will be available for selection.

What is the review status in Controlled Document?

The review status in the workflow is designed to let another user (another than the record owner) options to review the draft of the Controlled Document made by the record owner.

The reviewer has two options; either to approve and send the document forward in the process or reject the draft with an explanation of why he did so.

This explanation is the mandatory comment that pops up before rejecting the status back to draft.

This comment can be seen in the comments logo near the workflow buttons.

We can suggest adding a special field for reviewer comments if the current configuration does not answer your needs correctly.

We hope this explanation makes sense to you. We are here for more questions and assistance if needed.

Risk management in Simploud

In Simploud there are two ways to manage risks:

1. Using the risk object, it will allow you to link the risks to every record, it is preferred when the risk assessment is part of the process.

2. Using the risk assessment process, basically allows you to outsource the risk assessment step from the record’s workflow and manage it as a separate process.

We recommend choosing one method and sticking with it.

Do you have a question?

If you cannot find answer on your question, please send it over to us.

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