Xpertdoc Smart Flows TM

Xpertdoc Smart Flows 4.2 | Release Preview Guide - April 2019 1 | 13

Xpertdoc Smart FlowsTM v. 4.2 Release Preview Guide April 2019, Xpertdoc Technologies, Inc.

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Xpertdoc Smart Flows v. 4.2 Release Preview Guide

Introduction We are excited to announce general availability of a new release on the Xpertdoc Smart Flows

product roadmap. Xpertdoc Smart Flows 4.2 is all about connectivity and platform robustness. It’s

the logical next step in the realization of Xpertdoc’s continuous striving to help you create, store and

deliver better documents, faster.

Better Documents. Faster.

Focus on Connectivity This release of Xpertdoc Smart Flows marks the introduction of three new connectors. A full-blown

turn-key integration for Sugar allows end users of this leading Customer relationship and

engagement platform to execute document flows right from within the Sugar user interface, deliver

documents and store them against their Sugar records. The Microsoft Dynamics 365 for Customer

Engagement connectors have been updated to work wit the latest versions of Microsoft’s customer

engagement platform and to better support on-premise deployments.

Xpertdoc Smart Flows 4.2 has two additional connectors to leading e-signature providers. The

AdobeSign connector lets you create and deliver agreements via the Adobe Sign e-signature

platform (formerly known as EchoSign), whereas the OneSpan Sign (formerly known as eSignLive)

connector allows you to include the creation and delivery of OneSpan Sign transaction packages as

part of your smart flows.

The Xpertdoc Portal integration has been extended with the capability to pauze a smart flow, edit a

generated document and then resume the flow with the edited document. Whether used for a quick

lay-out check or for a more standardized approval process, the send to Xpertdoc Content Manager

step empowers the end user to pauze, review and resume.

Focus on Platform Robustness The 4.2 release of Xpertdoc Smart Flows contains quite a few enhancements to the platform.

Enhanced queue orchestration will distribute server resources more equally among tenants in multi

tenant environments and timeout settings for flow execution stages will prevent server resources

from being blocked on a single task for too long. A new licensing app in the control panel will provide

tenant as well as on prem or private cloud admins a better overview of usage and allowances.


Contents Introduction ............................................................................................................................................ 2

Focus on Connectivity ......................................................................................................................... 2

Focus on Platform Robustness ............................................................................................................ 2

Contents .................................................................................................................................................. 3

New Connectors ...................................................................................................................................... 4

Sugar ................................................................................................................................................... 4

Xpertdoc Smart Flows App Package for Sugar ................................................................................ 4

End User Experience ....................................................................................................................... 4

Data Set Builder, Template Builder and Flow Builder ..................................................................... 5

Upgrade from XperiDo for Sugar .................................................................................................... 7

Version Compatibility ...................................................................................................................... 7

AdobeSign ........................................................................................................................................... 7

OneSpan Sign ...................................................................................................................................... 8

Improvements to Connectors ................................................................................................................. 8

Microsoft Dynamics 365 ..................................................................................................................... 8

Support for Dynamics 365 for Customer Engagement v 9.1 .......................................................... 8

Improved Command Bar Controls for Unified Interface Apps ........................................................ 9

Enhanced Support for Microsoft Active Directory Federation Services (ADFS) Authentication .... 9

Xpertdoc Portal ................................................................................................................................. 10

Resume Flow from Xpertdoc Content Manager ........................................................................... 10

Platform Enhancements ....................................................................................................................... 11

Enhanced Licensing ........................................................................................................................... 11

Enhanced Queue Orchestration and Flow Stage Execution Timeout ............................................... 11

Improved Reporting .......................................................................................................................... 12


New Connectors

Sugar Xpertdoc Smart Flows v. 4.2 contains a turn-key connector for Sugar. Sugar is one of the leading

platforms for Customer Engagement and Customer Relationship Management. The turn-key

integration allows Sugar customers to start the execution of document flows directly from within

Sugar, to deliver documents as body or attachment via Sugar e-mail and to create activity (task,

note) and document records in Sugar.

Xpertdoc Smart Flows App Package for Sugar The wizard that creates a connector to a Sugar instance, generates an App Package for Sugar that

you can upload into your Sugar instance via the Module Loader section of the Sugar admin panel.

The package installs three Xpertdoc Smart Flows Security Roles for users, an Xpertdoc Smart Flows

section on the Sugar admin panel and menu items for the list views and record views of all sidecar

modules. Backwards compatibility modules can be included as related modules in data sets, but are

not supported as primary modules to start a document flow execution.

End User Experience From any sidecar module, Sugar users can start pinned document flows from the Xpertdoc Quick

Flow dropdown. Alternatively, they can select and start flows from the Flow Execution Panel. This

panel provides a rich, intuitive and mobile-friendly step-by-step experience to all of their run

document flows. Flow selection can be filtered by user security role. That way you can make sure

that your sales reps for instance can only start document flows that are relevant to their role.


Data Set Builder, Template Builder and Flow Builder The Xpertdoc Smart Flows Data Set Builder loads the module structure of your connected Sugar

instance. This allows business users with a non technical profile to create data sets, i.e. data

structure definitions of the data that Xpertdoc Smart Flows will collect from Sugar during document

flow executions.


Standard Sugar data sets can be combined with Xpertdoc’s other data set types:

- Schema Data Sets – Schema data sets are defined by an uploaded XML Schema Definition

(XSD) file. During flow execution the flow collects corresponding data through a URL. The

flow step supports GET and POST operations with query string and headers.

- Custom Data Sets / Xpertdoc Smart FormsTM Data Sets – These data set types collect data

from user input during flow execution. They present a form to the end user. The data that

the user provides can be mapped in templates or drive conditional logic in the template

and/or the flow.

The data sets can be connected to templates which can be used standalone or as part of a

composition. You can design templates with the Xpertdoc Template Builder add-in for Microsoft

Word.

Xpertdoc Smart Flows has derived its name from its flow component. Flows are document

generation, output and delivery processes. The Flow Builder experience provides a visual designer to

create such flows without any coding. Specifically for Sugar, Flow Builder contains these steps:

- Collect data from Sugar – Collect data from the active or selected record(s) via a standard

data set.

- Store in Sugar – Create a new record in Sugar’s Document Module and attach the generated

document to it. The document record can be related to any other Sugar record on a sidecar

module that triggered the flow execution and as such appear in that record’s Documents

subpanel.

- Send e-mail (Sugar) – Use the e-mail settings in Sugar to send generated documents as body

and/or attachments.

- Create Note (Sugar) – Create a note in Sugar and attach a generated document

- Create Task (Sugar) – Create a task in Sugar and add a note with a generated document

attached to it.


Upgrade from XperiDo for Sugar Coming from XperiDo for Sugar, you can export the your XperiDo project to an XPA (XperiDo Project

Archive) file through the XBintegrator Admin Console client. The XPA file can be imported into the

newly set-up Xpertdoc Smart Flows project via the built-in import function.

If you are migrating from XperiDo in the Cloud, the Xpertdoc Professional Services team can perform

the upgrade on your behalf.

Version Compatibility For updates on version compatibility between Xpertdoc Smart Flows versions and Sugar versions,

please refer regularly to https://kb.xpertdoc.com/pages/viewpage.action?pageId=36667398.

AdobeSign AdobeSign, formerly known as EchoSign is one of the world’s leading e-signature platforms. With it,

you can easily send, sign, track, and manage signature processes using a browser or mobile

device. The Xpertdoc Smart Flows turn-key connector for AdobeSign lets you include AdobeSign e-

signature placeholders in Xpertdoc Template Builder Templates and include e-signing steps in

document flows.

https://kb.xpertdoc.com/pages/viewpage.action?pageId=36667398


The version 4.2.0 iteration of the AdobeSign connector does not support call back functions, i.e.

resuming a flow after all signers have taken action.

OneSpan Sign OneSpan Sign, formerly known as eSignLive by Vasco, is one of the world’s leading e-signature

platforms. The Xpertdoc Smart Flows turn-key connector for OneSpan Sign lets you include OneSpan

Sign e-signature placeholders in Xpertdoc Template Builder Templates and include e-signing steps in

document flows.

The OneSpan Sign connector allows call back operations, i.e. resuming a flow after all signers of a

transaction package have taken action. This allows you to pick up a signed document and store it in a

document management system or other system of data.

Improvements to Connectors

Microsoft Dynamics 365

Support for Dynamics 365 for Customer Engagement v 9.1 Xpertdoc Smart Flows 4.2 supports the latest 9.1.x version of Microsoft Dynamics 365 for Customer

Engagement, commonly referred to as the April 2019 Release. Make sure to download the Xpertdoc

Smart Flows Managed Solution v 4.2.x for Microsoft Dynamics v 9.1 and the Xpertdoc Smart Flows

Managed Solution v 4.2.x for Microsoft Dynamics Workflows v 9.1 for full compatibility. For a full

version compatibility matrix, please visit

https://kb.xpertdoc.com/pages/viewpage.action?pageId=36667398.



Improved Command Bar Controls for Unified Interface Apps The Xpertdoc command bar buttons to start flow executions have always been so-called split

buttons. Split buttons have a main button area that carries out a command when pushed and a

dropdown area that shows a list of menu items.

- In the classic web client UI, the Xpertdoc Smart Flows button opens the Xpertdoc Flow

Execution Panel with a click on the main button section and lists available flows with a click

on the dropdown section.

- In Unified Interface Apps split buttons of this type are not yet fully supported by Microsoft.

In the meantime, the Xpertdoc Smart Flows managed solution will include two Unified

Interface buttons:

o a standard command button which opens the Flow Execution Panel;

o and a dropdown button which will show a list of pinned flows.

In the configuration record you can choose which buttons will be shown in the command

bars of your Unified Interface apps.

Enhanced Support for Microsoft Active Directory Federation Services (ADFS) Authentication The Xpertdoc Smart Flows integration for Microsoft Dynamics CRM/365 for CE On Premise

deployments has better support for authentication via Microsoft Active Directory Federation

Services (ADFS).


Due to incomplete support for refresh tokens in ADFS, OAuth2 cannot be used to authorize the

connector user, i.e. the user that grands Xpertdoc Smart Flows access to Microsoft Dynamics. In v.

4.2 all On Premise Microsoft Dynamics CRM/365 for CE connectors use username and password

authentication for the connector user.

- For ADFS 4.0 (Windows 2016 Server) we use the password grant type.

- For ADFS 3.0 (Windows 2012 R2 Server) we replicate the authorization code grant type on

the backend, removing the need for the Reverse Proxy that was shipped with the 4.1

release.

Upon log into the Flow Execution Panel, end users receive a token that remains valid for seven days.

No end user passwords are stored, connector user passwords are encrypted. For a full version

compatibility matrix, please visit

https://kb.xpertdoc.com/pages/viewpage.action?pageId=36667398.

Xpertdoc Portal

Resume Flow from Xpertdoc Content Manager Through the integration with Xpertdoc Content Manager, you can now unlock a generated

document for editing. This allows for review and redlining processes to be part of your document

flows.

Xpertdoc Content Manager comes with a complementary Xpertdoc for Office add-in to open and

edit a document that has been created in Xpertdoc Smart Flows and then resume the flow after the

user is done editing. The flow can be resumed with (sync and resume) or without (resume) the

changes made to the document.



Platform Enhancements

Enhanced Licensing The licensing app in the Control Panel of Xpertdoc Smart Flows has been improved to show more

details of the activated subscription. The new license view provides information on the product

edition, the expiry, the activated connectors, document and user volume allowances.

The home screen, the control panel and all list view screens indicate usage and subscription

assignment levels.

Assignment of users or generation of documents beyond subscription level is blocked upon update

of the license.

Enhanced Queue Orchestration and Flow Stage Execution Timeout Queuing of service requests has been revisited in v. 4.2 to enhance performance and stability and to

guarantee optimal usage of available server resources. The most important improvements in this

area are:

- Default queue size is now set to unlimited. This improvement avoids flow executions to be

skipped due to a full queue.

- Queue orchestration for multitenant environments on shared infrastructure has been

improved. Queuing of service requests in multitenant environments is now based on a round

robin principle. On demand requests launched via the user interface are always prioritized

over flow executions triggered by from code or a background processes. This improvement

affects the Business Standard and Business Premium Editions of Xpertdoc Smart Flows.


- Flow execution stages can be set to timeout after a certain period of time. A flow execution

stage is the time between the start of a flow execution and the time it finishes or gets into a

waiting state (e.g. waiting for user input or waiting for an external event). By enabling the

flowRunnerTimeout function in the application.properties file on the Xpertdoc Smart Flows

Server, you can set a timeout value expressed in seconds for flow execution stages. Enabling

this new feature avoids that flows which are stuck in execution continue to consume server

resources.

- You can set a priority for a flow executions. Via the API, you can pass a priority value to an

individual flow execution in the request header. Via the user interface, you can set a default

execution priority for flows and a separate (typically lower) execution priority for flows that

are started from a Microsoft Dynamics workflow.

Improved Reporting The reporting section in the Control Panel has received a UI refresh. It now has vertical navigation.

The overview of recent flow executions now has its own full list page, so it can list more than 10

items.

The new Import Report feature allows admins to import an exported report from another Xpertdoc

Smart Flows project. This allows admins to troubleshoot issues in another project than the project in


which they occurred. Delegated admins or implementation and support partners can also use this

new feature to investigate issues in their customers’ projects.

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