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Checkpoints in fynk

You need approval workflows for your documents? Right here you go!

Sebastian Nedoma avatar
Written by Sebastian Nedoma
Updated over a week ago

Introduction πŸ‘‹

Checkpoints in Fynk provide the opportunity to design approval workflows for your documents. Whether they are imported or created in Fynk, you can automatically reach the relevant decision-makers – and capture all of this in a tamper-resistant document history.

Create checkpoints βž•

The creation of checkpoints always occurs within templates. These templates, including the checkpoints they contain, can then be applied to documents created in or imported into fynk.

Firstly, you need to create or open one of your existing templates. In the template, click on the [Flag] tab on the right, which includes the checkpoint management for the template. Initially, no checkpoints are visible here:

To create a checkpoint, simply click on the [Add Checkpoint] button at the bottom of the tab. Now, you need to choose whether you want to create checkpoints before the review or signing phase:

After making the appropriate selection, a new form will open:

Here, you can enter the users who are required for the approval step. In the case of multiple users, you can define whether one, two, or all of the specified users need to give their approval at this step:

Multiple confirmation steps can also be arranged consecutively:

The order can also be changed later. Click next to one of the steps on [Options] and select the appropriate option:

After clicking [Close], the respective checkpoint is now stored in the template:

In a template, checkpoints can be set before the review or signing phase, or before both phases.

Functionality of Checkpoints πŸ’‘

Checkpoints can be viewed in a document through the [Flag] Checkpoints tab. Here, you can see which steps and decision-makers are involved in the process, as well as the phases of a document before which the checkpoints are reviewed.

If there are checkpoints in a document, you cannot advance it to the next phase without going through the checkpoint. Instead, you will be prompted to initiate the checkpoint.

The active decision-makers of a checkpoint step receive a notification about the upcoming task via email:

as well as a task that is visible on the dashboard:

The decision-makers must now confirm this first before the next phase can be reached.

If a step of a checkpoint is rejected by a decision-maker, the entire checkpoint is canceled, and the document remains in the same phase as before. The checkpoint can then be initiated again (after, for example, corrections have been made).

If a step of a multi-step checkpoint is approved, the next step in the checkpoint is automatically started, and the new decision-makers are notified again. If the only or last step of a checkpoint is approved, the document proceeds to the next phase.

Apply checkpoints to new documents πŸ“ƒ

To apply checkpoints to a new document created in Fynk, you just need to create it from a template where the desired checkpoints have been defined:

The checkpoints are then directly taken from the template.

Applying Checkpoints to Imported Documents πŸ”–

It is also possible to apply checkpoints to documents imported via [sign PDF]. In this case, you simply select the template with the included checkpoints and then click [Create Document].

HintπŸ’‘: The template can be completely empty for this purpose; only the checkpoints need to be included to be transferred.

This is how the window looks when an import file and a template are selected:

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