Your quick start guide to Documill Leap

In Documill Leap you can create, manage, and execute document focused projects like Contracts, Master Service Agreement package, Project plans …and many other documents that would benefit from real-time collaboration.

Follow this Quick Start guide to familiarize yourself and get the best out of Documill Leap.

Your organization is where all your projects are. The organization name can be checked under your profile name. You can only access one organization at one time. It is possible that you can be part of multiple organizations.

Organizational User Roles

Every organization has 3 types of users.

  • Organization Admin – A user who creates the organization and has the right to create/manage projects and manage other users in that organization. When you create an organization you become Organization Admin by default and can invite others to your organization.
  • Project Admin – A user who has the right to create projects and assigns project owners to manage a project. When you create a project you become Project Owner by default.
  • User – A base user with minimum rights to complete tasks in a project.

Project Roles

All projects reside in an Organization. Projects are created by a user with Project Admin rights or Organization Admin rights in an organization. Projects have their own user rights.

  • Project Owner – A Project Owner manages a project and assigns tasks to team members. A project always needs a project owner. If a Project Admin or Organization Admin creates a project they become Project Owner by default.

    note: An Organization user can only be made project owner by an Organization Admin or acting Project Owner.

    The project owner has the following right

    • To change Project status
    • To change a member role in a project
    • To edit the Project dashboard
    • To view and edit a workflow
    • To view their own and others’ tasks
    • Add files to a project and manage file settings

 

  • Collaborator – A Collaborator is a project role that has the right to view project details in addition to his/her own tasks.
    Additional rights of a Member are

    • to view Project dashboard
    • to view project workflow
    • to view their own tasks
    • see members in a project
    • add files to a project and private folder

 

  • Limited Collaborator  – A Limited Collaborator is a project role that has the right to view only his/her own tasks in addition to some project details and files.
    Rights of a Collaborator are

    • to view Project dashboard
    • to view their own tasks
    • to manage own files

    A basic member does not see project details for example who else is in the project and what tasks they are working on.

Tasks Roles

In Documill Leap a task is a work that needs to be completed by an assigned project member. For example, a member can be assigned to edit content in the file while others can be assigned to review that content. A task can be assigned to one or more collaborators however each project member needs to mark their own task complete for a task to complete.

Only the Project Owner assigns new tasks. Tasks are assigned in the project workflow. One of the benefits of assigning tasks in the workflow is Project Owners can see an overview of their project and tasks are completed sequentially Step by Step. There are different types of tasks in Documill Leap.

Task roles in Project

Once you have selected your workflow you will be prompted to Assign Collaborators. Collaborators are assigned in Workflow Steps to show the order in which tasks will come up.  Adding an assignee adds one task for each collaborator involved, and the collaborators assigned to these tasks have specific task roles.

Task roles are limited to a specific task which means an editing task is only delegated in the Editing phase and a signing task in the Signing phase.

There are the following roles in tasks

Phase Step Task Role Task Rights
Edit & Review Phase Edit Editor Can edit content
Approving Editor Can edit and give the decision to Tracked Changes
Commenter Can comment a document
Review Reviewer Can view and give review decision to a document
Approval Phase Approve Approver Can view and give approval to a document to proceed further in the workflow
Signing Phase Sign Signer Can formally approve (sign) a document
Delivery Phase Deliver Recipient Can view/download a document

 

Next

A project can be created from the “Create a New Project” button in the Home and Projects tab. Only an Organization Admin and Project Admin can create new projects.

Home and Project Screen

Create New Project

If you do not see the button in the Home screen and Projects screen your organization rights may be of a user and you do not have the right to create a project. You would need to ask your Organization Admin to change your user rights to Project Admin or Organization Admin to be able to create new projects.

Workflow Screen

Create a new project button in workflow screen

In the Workflow screen, you can click on the workflow that you would like to use in your project, and the “Create a New Project” button will be visible on the top right side.

When you create a project from here you will also have the respective workflow in your project.

You become a Project Owner when you create a new project. You can assign this role to someone else after adding them as a collaborator to the project. Refer to the previous section to know more about Project roles and Collaborators. [Previous Section link]

You will need to complete three checklists before your project can Go Live.

 

  1. Define Workflow – the process of your project.
    Attach Files – The file that you and your team will be working on.
    Assign Collaborators – Set up your team
  2. When the three tasks are complete your project is ready to Go Live.

Next, you will need define a workflow to use in the project. Click on the Next button to learn how to define a workflow.

Previous
Next

 

All projects need an organized process. A workflow is the steps that one or more documents need to be processed through during a project. When you have clicked “Create a new Project” a new screen will open.  You would need to complete three checklists before you can set your project “Live” and start working on your project.  The first task is to define a Workflow for your project. You can define a workflow from the Workflow List or create your own workflow.

Workflows list

A workflow is chosen from the sample list or created in the Workflow tab. Documill Leap comes with a few sample workflows to help you get started.

New workflow

If none of the workflows suits your need you can either modify any listed workflow or create a new workflow template from scratch.
To modify a workflow, click to open the workflow and click on …(more) button next to create a new project button and select edit.

To create from scratch, just click the “create a new Workflow”
– a new screen with side pane will open. In this screen, you can rename a workflow and add steps

Phase & Step

Workflow phases and steps

A workflow is composed of Phases and Steps to categorize and improve what different tasks members of your team would be working on. A step groups 1 or more similar tasks together and Phase groups one or more similar steps together.

 

Previous
Next

All projects in Documill Leap require a workable document file. When you have selected a workflow for your project you can attach a workflow file to Attach a file in Workflow.

  1. Workflow is defined – Once the Workflow is selected Workflow Files and Collaborators could be assigned.
  2. Attach files – Click on Attach files to use available files or upload a local file.

The File anchor is on the leftmost side of Workflow.

1.To attach a file to project workflow click the + button.

2. Click upload local files to select local files or just drag and drop files.

3. Attached workflow files show up under Attached File

Add new Flow – You can add additional flows to your workflow and work with multiple documents at the same time.

Note: DOCX file format has full in-browser Editing feature support in the Workflow. Other formats can also be included in the Workflow.

Previous
Next

Once you have clicked the “Create a New Project” button you will see a new dashboard screen to define a workflow. After you have defined the workflow for your project. You will be asked to assign collaborators to the project.

  1. Workflow is defined – Once the Workflow is selected Workflow Files and Collaborators could be assigned.
  2. Files attached –  refer to the previous section to learn how to attach files {Previous Section}
  3. Add Collaborators – Click to find where you need to add collaborators in a workflow.

You will notice the “Add {task role} “buttons in the workflow will be highlighted.

A modal pop-up “Step properties” with a list of available users will appear. Here you can assign collaborators to the respective tasks by selecting the checkbox.

  1. Assigned collaborators are listed on top
  2. Add new collaborators to your project from the search box and clicking add. New collaborators are added by name and email if they are in the same organization or by email if they are not.
  3. List of available collaborators in the project
  4. View task details that were assigned to the collaborator.

Each Add {task role} needs to have an assigned collaborator for a project to go live.

 

Previous
Next

Once you are satisfied with all the adjustments you can click the “Go Live” button.

Hurray! your project is now live. 🎉

 

Change Project Status

Once your project goes Live you can change the status of your project from the top right-side buttons in your project’s dashboard.

If the project demands a Live project can be changed to Paused or Cancelled. You can also copy a project to copy the workflow, files, tasks, and other details in a new project.

A Project has 5 statuses

Planning Status – The first status in a project is planning. All projects start with this status. When a project is in planning status any changes made to the project are not communicated to project members. The project owner can add a workflow template, attach files to workflow, and assign tasks to members. Additionally, the project start date and deadline can also be set here.

Live Status – When a project has a workflow, users assigned to all steps in that workflow and files anchored to document flows in the workflow the project is ready to go Live. Once a project goes live all project members are invited and can work on tasks “in progress”.

Pause Status – A paused project is stopped temporarily and can continue later. In pause status, no tasks can be completed however if project deadlines are set the project will lose time.

After Pause status, a project can either be continued and the project becomes Live again or canceled.

Canceled status – when a project is discontinued permanently. It cannot be worked on anymore. All incomplete tasks are canceled.

After the cancelled status project can be deleted or copied to a new project.

Completed status – A completed status is when all the steps in a workflow are completed. Completed project files can be sent to organization storage.

 

Previous
Next

Tasks are specific to task roles. Collaborators only do a task when the task is “In Progress”. To finish an assigned task click the “Complete task” button in some tasks the button can be different, for example, an Approver would see Reject and Accept buttons.

There are the following roles in tasks

Phase Step Task Role Task Rights
Edit & Review Phase Edit Editor Can edit content
Approving Editor Can edit and give the decision to Tracked Changes
Commenter Can comment a document
Review Reviewer Can view and give review decision to a document
Approval Phase Approve Approver Can view and give formal approval to a document
Signing Phase Sign Signer Can formally approve (sign) a document
Delivery Phase Deliver Recipient Can view/download a document

 

Edit and Review Phase

Edit

Editing tasks allow collaborator to edit the content of a document. A DOCX file is supported for editing.

 

Comments

Comments are feedback on a document. Comments do not affect the content of the document. A commenter can add and resolve a comment.

Task roles Commenter, Reviewer, and Approver have the right to resolve comments in a document.

 

  1. complete task button
  2. Review pane button to open comment and track change pane
  3. Added comment. An added comment can be resolved.

Track Change suggestions

Track changes are suggestions made in a document. An Approving Editor can accept or reject any suggestions made to the document. Once they are satisfied with their changes they can mark their task complete by Accepting files.

Suggested content can be accepted or rejected in the document. Accepting a change makes it part of the content while rejecting a change removes suggestion. Both actions remove the Track change from the pane.

  1. The “Track Change” toggle button. It switches ON or OFF track change (suggestion mode)
  2. Review pane – to view comments and track changes
  3. Individual track change

Approve Phase

When a document is ready in terms of content an Approver would approve the document. If the document still needs more work then it can be rejected and moved to previous phases.

Approver task screen

Signing Phase

Sign task

To sign a document, click on your task

  1. Click on the open file button
  2. fill your signature details (Organization, Name, and Signature are mandatory fields. your details are auto-saved for next signing)
  3. Click sign file to complete your signing task
  4. Or Reject file if it is needed.

Delivery Phase

When the document is ready to be delivered to recipients it is in the delivery phase. Recipients can download the file in DOCX and/or PDF and the task will be complete.

recipient task

Project complete After the last step of the last phase is complete the project is automatically complete.

 

Previous
Next

If you have further questions do not hesitate to contact us

leap.support@documill.com