The next three menu items on your Business Profile menu bar - Departments, Teams & Users - are linked:


 


DepartmentsTeams and Users are the sections where you set up and group your business's users, according to the SignFlow Hierarchy Structure: 



For ease of understanding, let's start from the base of the hierarchy. 


1. USERS 


  • This is essentially any individual user you are setting up on the Business Profile for the first time. 

  • Your business's designated administrator will set up the account configuration, according to licences, and is the only person able to add, edit and remove users. 

  • Users can hold any one of the following SignFlow licences:

            - SignFREE

            - SignFREE with Workflow

            - SignFlow Professional

            - SignFlow SA Legal 

  • BUSINESS ADMIN: To add a User to your Business Profile, click the Add User button. 

  • Fill out the Business Users Information form as per below, and click Save when done:


  • First Name: First name of user.

  • Last Name: Last name of user.

  • Email Address: User's business email address.

  • Cellphone Number: This can be business or personal.

  • Department: Link the user to a department (e.g. Hardware, Software, etc)

  • Team: Link the user to a team (e.g. Sales, Administration, etc). You cannot add a user to more than one team.

  • Licence: One of the four above-mentioned user licences.

  • PA Email Address: A PA can be assigned to an individual where the PA function will apply. The PA is allowed to view the outstanding workflow of the user and can open the document and view the first page. For security reasons, the PA is only able to reject a document.

    NOTE: Once you have added and saved a user to your Business Profile, that user will receive an email to say they have been added to your Business Profile. The user then needs to accept. If a user that was added has not yet accepted, you will see a Remind button next to their details, which you can use to resend the email informing them they've been added, and prompting them to accept. 


As per the above screenshot, you can see all Current Users - i.e. the users you have added to your Business Profile - listed in order of when they were added. You can choose to view 10, 25, 50 or 100 entries, which you can select via the Show X entries dropdown box. 


  • Green Plus (+) Icon: Clicking on the green Plus (+) Icon to the left of each User ID will show you exactly when last that user logged in: date and time. 

  • Search: The Search bar enables you to quickly find an entry by typing in the first three letters of a User, Team or Department name. All entries matching your search criteria will come up.

  • User ID: This is the number that is assigned to each User you add, auto-generated by the SignFlow system.

  • User Full Name: The user's name and surname, as input when adding them to your Business Profile.

  • User Email: The user's business email address, as input when adding them to your Business Profile.

  • User Role: This tells you whether or not the user has administrative permissions within the Business Profile. 

  • Department: The user's designated Department, as set up in your unique Business Profile. 

  • Team: The user's designated Department, as set up in your unique Business Profile. 

  • Licence: The SignFlow licence assigned to the user, as per the aforementioned options. 

  • Status: This tells you whether any of your users are not active. The coloured icon to the right of the Status column tells you when last the user was active. A black icon means the user has not yet accepted the email notification sent to them when they were added to the Business Profile; a grey icon means the user has registered with SignFlow, and has a password, but has not logged in to the system for more than seven days (a grey icon with "Password Reset" status means the user requested a password reset, received the password reset email, but has not yet logged in to finalise it); An orange icon means the user has logged in within the last seven days, but not the current day; and a green icon means the user has logged in on the current day and has recently used the system.

  • Edit: The Edit button brings up the same Business Users Information form filled in when setting the user up, allowing you to edit any of the data that you input at the time. 

  • Remove: The Remove button allows you to remove users who have been set up in your business profile. 
    NOTE: There are two types of users: Business Users; and Business Administrators. You can ONLY remove Business Users. Business Administrators cannot be removed (you will notice there is no Remove button next to the users who have been designated Business Administrators). 

  • Copy: This copies all the information in the user table, by row, to your Clipboard. You can then paste the text file wherever you need to, e.g. into a Word document, Notepad, etc. 
    NOTE: The number of entries you chose to display comes into play here (10, 25, 50 or 100), as only this number of rows will be copied to your Clipboard).

  • Excel: The Excel button exports all of the above-mentioned information into an Excel file, which is then automatically downloaded onto your hard drive. You will be able to find the file in your Downloads folder, or as a tab at the bottom of your screen. 

  • PDF: As above, the PDF button creates a PDF file of business user information. The show entries note applies. 



2. TEAMS: 


  • Teams are linked to a Department. 

  • Teams are set up where Users form part of a team.

  • Teams may comprise of multiple Users.

  • BUSINESS ADMIN: To add a Team to your Business Profile, click the Add Team button. 

  • Fill out the Team Information form as per below, and click Create when done:


  • Team Name: Name of the team of users, e.g. Sales, Administration, etc.

  • Department: Name of pre-set Department, which the Team in question belongs to, e.g. Hardware, Software, Finance, etc.

  • Team Lead: Team link to Team Lead. This will be a SignFlow User under the Business Profile, which you select from the dropdown menu.


As per the above screenshot, you can see all Teams in your Business Profile, and their accompanying info. 


  • You can choose to view 10, 25, 50 or 100 entries, which you can select via the Show X entries dropdown box. 

  • Search: The Search bar enables you to quickly find an entry by typing in the first three letters of a User, Team or Department name. All entries matching your search criteria will come up.

  • Green Plus (+) Icon: Clicking on this will bring up a list of all the users in that team. 

  • Team ID: This is the number that is assigned to each Team you add, auto-generated by the SignFlow system.

  • Team Name: The names you assign to teams in your Business Profile.

  • Department: The Department to which the team in question belongs. Departments can have multiple teams. 

  • Team Lead: The designated Team Lead (always a SignFlow User under your Business Profile).

  • Status: This cannot be set and will, by default always read "1", which means the team is active. 

  • Edit: The Edit button brings up the same Team Information form filled in when setting the team up, allowing you to edit any of the data that you input at the time.
     
  • Remove: The Remove button allows you to instantly remove teams you've set up.  

  • Copy: This copies all the information in the team table, by row, to your Clipboard. You can then paste the text file wherever you need to, e.g. into a Word document, Notepad, etc. NOTE: The number of entries you chose to display comes into play here (10, 25, 50 or 100), as only this number of rows will be copied to your Clipboard).

  • Excel: The Excel button exports all of the above-mentioned information into an Excel file, which is then automatically downloaded onto your hard drive. You will be able to find the file in your Downloads folder, or as a tab at the bottom of your screen. 

  • PDF: As above, the PDF button creates a PDF file of business user information. The show entries note applies.



3. DEPARTMENTS: 


  • A Department is set up where Teams are assigned to Departments.

  • Departments may have multiple Teams.

  • BUSINESS ADMIN: To add a Department to your Business Profile, click the Add Department button.

  • Fill out the Department Information form as per below, and click Create when done:

  • Department Name: Name of the Department, consisting of Teams and Users, e.g. Hardware, Software, Finance.

  • Department Head: (this will be a SignFlow User under the Business Profile)

  • Cost Centre: This is for reporting purposes, where SignFlow would be able to generate a report for the spend per department. Cost Centre uses your Business's own standard Cost Centre naming conventions.


As per the above screenshot, you can now see all Departments in your Business Profile, and their accompanying info. 


  • You can choose to view 10, 25, 50 or 100 entries, which you can select via the Show X entries dropdown box. 

  • Search: The Search bar enables you to quickly find an entry by typing in the first three letters of a User, Team or Department name. All entries matching your search criteria will come up.

  • Green Plus (+) Icon: Clicking on this will bring up a list of all the users in that department. 

  • Department ID: This is the number that is assigned to each Department you add, auto-generated by the SignFlow system.

  • Department Name: The name you assigned to that Department at the time of set up. 

  • Department Head: Head of the Department. This is always a SignFlow User under the Business Profile.

  • Cost Centre: SignFlow can generate a report for the spend per department. Cost Centre uses your Business's own standard Cost Centre naming conventions.

  • Edit: The Edit button brings up the same Department Information form filled in when setting the team up, allowing you to edit any of the data that you input at the time.

  • Remove: The Remove button allows you to instantly remove Departments you've set up.

  • Copy: This copies all the information in the department Table, by row, to your Clipboard. You can then paste the text file wherever you need to, e.g. into a Word document, Notepad, etc. NOTE: The number of entries you chose to display comes into play here (10, 25, 50 or 100), as only this number of rows will be copied to your Clipboard).

  • Excel: The Excel button exports all of the above-mentioned information into an Excel file, which is then automatically downloaded onto your hard drive. You will be able to find the file in your Downloads folder, or as a tab at the bottom of your screen.

  • PDF: As above, the PDF button creates a PDF file of business user information. The show entries note applies.