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Creating a plan document

In Varicent Incentives, use plan documents to create flexible agreements for any device.

To build a new plan document:

  1. Click on the Policy icon Plan Documents module.

  2. Click + Create or + Create plan document.

  3. Enter a Name and Description for your plan document.

  4. Select a Routing scheme template to edit later, copy an existing routing scheme from another plan document, or manually customize one.

    Read Managing payees or setting up routing and recipients to learn more.

    Note

    You can choose to alter your set routing scheme before starting the plan document distribution.

    • Templates: Select from the available system templates below:

      • Payee: The plan document requires an approval from a payee.

        The Payee type template features a single default swimlane - the form initiator. The first node is always the Generate PDF node responsible for creating the agreement. Then, the payee receives a notification in Sales Portal through the Payee Alert node. Following this, there is a Payee Sign node where the payee can sign the agreement within the Sales Portal. Once the payee signs, the distribution of the Payee type template concludes.

      • Manager Payee: The Plan document requires an approval from payee's manager first, and then from the payee. The selected payee(s) needs to have an active manager listed in the Reports-to column of the Payee table.

        The Manager Payee type template features two default swimlanes - the form initiator and Manager with manager selection restricted. The first node is always the Generate PDF node responsible for creating the agreement. Then, the manager receives a notification in Sales Portal through the Manager Alert node. Following this, there is a PreManagerApproval Sign node for managers to sign the agreement first. Then, the payee receives a notification in Sales Portal through the Payee Alert node. Following this, there is a Payee Sign node where the payee can sign the agreement within the Sales Portal. Once the payee signs, the distribution of the Manager Payee type template concludes.

    • Copy existing: Once you have set up a plan document routing scheme, it will be visible in this list, allowing you to select from your previously used schemes.

      Note

      You can only copy the routing scheme from a previous plan document. All payees and agreement associated with the chosen plan document will not be duplicated.

    • Custom: Create a new custom routing scheme according to your organization's requirements.

      In the Custom type template, the route starts empty, allowing you to create swimlanes and add custom nodes to design the routing canvas as you prefer.

  5. Click Create.

You can click on the created plan document template or click on the more options icon More options icon on any template to:

Canceling a plan document

Canceling a plan document enables an administrator to cancel a document for one or more payees, remove a person from a list of document recipients, and revoke access to a document for any workflow members. There are multiple ways to cancel a plan document.

  1. Select a plan document.

    1. On the Overview tab, click More options More options icon by the payee whose plan document you want to cancel.

    2. Click Cancel agreement.

  2. Alternatively, you can click on the Routing and recipients tab.

    1. Click on the Pending actions tab.

    2. Hover over Payee sign on the node name of the payee whose plan document you want to cancel.

    3. Click More options More options icon.

    4. Click Cancel item.

  3. Another option is to click on the History tab in routing and recipients.

    1. Hover over the ID of the payee whose plan document you want to cancel.

    2. Click More options More options icon.

    3. Click Cancel item.

    Important

    This option is only available for active payees.

    Note

    You can find the recipients whose agreements have been canceled on the Canceled tab under Removed recipients.

Restarting a plan document

You have the option to restart a plan document that has been canceled.

  1. Click on the Canceled tab under Removed recipients.

  2. Click Restart agreement restart.png on the payee whose plan document you want to restart.

  3. Click Restart.

Note

The History tab of routing and recipients under the Action column will show cancelled and restarted workflow items. To enable the ability to clear your history, please contact support.

Marking and filtering your plan documents as favorites

Mark and filter your favorite plan documents using the star icon.

  1. In the plan documents page, hover over a plan document.

  2. Click the Star icon star.png to mark the plan document as a favorite.

  3. To filter and see all starred plan documents, click the star.png Starred button.

  4. To sort the plan documents in ascending or descending order, click the sort--descending.png Name button.

Organizing plan documents

Organize your plan documents by creating folders. Delete plan documents in bulk, move a plan document from one folder to another, and nest folders.

Adding a folder

  1. Click Add folder Add folder icon.

    Note

    When a folder is selected and highlighted, a newly created plan document will automatically be placed in that folder.

  2. Hover over New Folder and click More actions More options icon.

  3. Click Add folder Add folder icon to nest a folder.

  4. Click Move to folder to move the folder into another one, select the new folder location, and click Move.

  5. Click Rename Edit icon to create a different name for the folder. Type in a new name and press Enter to save.

  6. To delete the folder, click Delete delete icon.

    Important

    You cannot delete folders containing plan documents that are running. Deleting a folder will delete all nested/sub-folders and plan documents contained in that folder.

Moving plan documents to a folder

There are different ways to move plan documents to a folder:

  1. Hover over New Folder and click More actions More options icon.

    1. Click Move to folder to move the folder into another one, select the new folder location, and click Move.

  2. Click on the checkbox button checkbox.

    1. Click on the selected plan documents and drag and drop to the desired folder.

    2. Alternatively, click the More options button More options icon and select Move to folder.

    3. Select the folder where you want the plan documents to be moved.

    4. Click Move.

    5. Another option is to click the Move to folder button Move folder icon.

    6. Select the folder where you want the plan documents to be moved.

    7. Click Move.

Searching for a plan document inside a folder

  1. Click the Search button Search icon.

  2. Type a keyword that is contained in the plan document title.

Creating nested folders

  1. Click Add folder folder--add__1_.png under the name of the folder you want to nest.

  2. Click More actions More options icon.

  3. Click Rename Edit icon to create a different name for the folder. Type in a new name and press Enter to save.

  4. Drag and drop the renamed folder into the main one to create a nested folder.

Downloading plan document status reports as CSV/Excel files

Generate a CSV or Excel file to see the progress of a specific plan document.

  1. Select a plan document.

  2. Click Export preferences document--export.png.

  3. Choose between exporting the agreements as a PDF or exporting the status report as a CSV.

  4. To see the status report as a CSV, click View publication downloads.

  5. All the information from the current progress page is included in the file.

  6. Click More actions More options icon and Download to download the status report in Excel.