FAQs

Vasion Automate Pro unifies your business processes under one cloud-based platform. The platform consists of several apps that work together to provide a fully integrated solution.

Vasion Automate Pro is easy to configure and provides the following benefits:

• Create end-to-end workflows and forms to gather information quickly
• Easily capture and digitize content
• Deliver electronic signatures
• Securely store and search your digital content
• Print to digital workflows or storage

Vasion Automate Pro has the following applications:

Workspace: Works through documents en route through previously configured workflows.

Reports: Allows running standard reports, creating custom reports, and scheduling reports.

Storage: Browse and organize documents and files, start workflows, add annotations, and more.

Capture: Manages the capture of document data using OCR, Advanced Image Processing, and Amazon Textract.

Forms: Used to create digital forms with no-code drag and drop for collecting and routing information.

Signature: Digitize the signature process and accelerate document and workflow signing.

Workflow: Creates workflows to automatically collect information, route for approvals, assign and complete tasks.

Templates: Define and design drag and drop document and email templates to streamline document and notification generation.

Automation: Create automations to move, process, import & export, begin workflows, and remove or archive documents.

Admin: Manages basic configurations, user management, and settings.

Search: Enables searching data captured in forms and stored across storage systems.

The Workspace app allows users to view pending or completed tasks assigned to them or to a group they are a member of, as well as any requests they have created. It is designed for organizations that manage business processes through tasks and signatures.

Workflows are configured in the Workflows app. For more information, see Workflow.

Workflow — use the drop-down to select select from the following:

• All — use this option to view all workflow types assigned to you. This is the default option.

• Only Workflows — use this option to view only business process workflows.

• Only Signature Documents — use this option to view only Signature documents.

Filter — use the drop-down to select from the following:

By default, a user will see all of the tasks assigned to them or a group they are in. If a user is assigned to be the Supervisor or Editor of a workflow, tasks from that workflow will be displayed. If a user is an admin, all tasks will be displayed. For more information, see Workflow Permissions.

Storage gives you complete control over where you store and manage your content. You can digitize paper and securely store your content ensuring compliance with encryption and user access rights, retention policies and audit trails. You can also search across all storage systems on any device.

Utilize Vasion Automate Pro to view the following file name extensions in the document viewer:

• .pdf

• Most image types (.gif, .tif, .png, .jpg, .heic)

• .msg — if a .msg file has attachments, selecting an attachment, will open the Attachment Viewer. For more information on the Attachment Viewer, see Attachment Viewer.

• Office files (.doc, .docx, .xls, .xlsx)

The following file name extensions are not supported as viewable in the document viewer, but can be added to Vasion Automate Pro's storage app.

• .csv
• .html
• .ppt
• .pptx
• .txt
• .xml
• .xps
• any other file name extensions not listed above

1. Select the folder where you want to upload the file.
2. On the side menu, select and hold (or right-click) the folder where you want to store the file and select Upload File.

When viewing a document that is not in Workflow, select the Start Workflow button to initiate a workflow with the open document.

To sort by a column:

• Select the column header once to sort in ascending order.
• Select the column header a second time to sort in descending order.

If you’re looking for a file you recently scanned, try sorting by the Creation Date column to bring the newest files to the top of the list.

A parent folder is a top level folder within Vasion Automate Pro. Create parent folders to organize documents in broad categories and limit access permissions for users.

You can change how the folders and reports display in Vasion by customizing the visible fields. When you apply a custom folder view, the fields you select display in the list when the documents load. Custom views are helpful to provide users relevant information on the objects stored in the folder. You can also select the columns you want to see when generating report results.

Vasion’s Intelligence Data Capture tool powered by Amazon Textract is a document analysis service that uses machine learning to extract text, handwriting, and data from scanned PDFs, images, tables, and forms.

Amazon Textract seamlessly and accurately captures, processes, and delivers well-structured data. It eliminates the need for manual data extraction from scanned documents and reliance on conventional OCR software, which often generates disorganized and unusable data.

This native integration allows Vasion-hosted users to:

• Map and configure Textract data to Vasion fields through OCR technology
• Configure character recognition confidence levels and success/failure logic
• Trigger exception workflows
• Store completed documents within Vasion storage

The most common use cases for Amazon Textract within Vasion include:

• Mapping Amazon Textract data to Vasion fields
• Routing documents to Vasion workflows from captured data by Amazon Textract
• Storing documents with Vasion's native third-party storage integrations like AWS Workdocs or AWS S3

Yes. You must have an existing Amazon Textract account to configure Amazon Textract in your Vasion Automate Pro instance.

Vasion has a simple, easy-to-use UI that walks you through the steps needed for configuring Amazon Textract in your Vasion instance. Please see our Amazon Textract documentation for specific configuration steps.

Amazon Textract accurately extracts printed text, handwriting, tables, and other data from uploaded documents using machine learning.

Amazon Textract supports PNG, JPEG, TIFF, and PDF file formats.

Vasion supports four Amazon Textract endpoints: expense, lending, identity, and analyzing documents. Using these endpoints, users can initiate document processing for invoices, POs, contracts, driver's licenses, and more.

No. Vasion-hosted users can initiate document processing for invoices, POs, contracts, driver's licenses, and more through Amazon Textract's endpoints: expenses, lending, identities, and analyzing documents.

For more information about Vasion's Intelligent Data Capture tool powered by Amazon Textract, visit our documentation. If you're a Vasion customer, contact your Vasion representative or our Product Support team.

Vasion PDF Forms allow Vasion-hosted users to take any digital or physical PDF document and upload it into Vasion, which can then be converted into an interactive, fillable eForm. From there, users can drag and drop text, numbers, dates, and signature fields to their eForm.

PDF Forms feature significantly reduces the time needed to build eForms from scratch, enhancing operational productivity and efficiency.

After uploading a PDF document into Vasion’s PDF Form builder, the form is it automatically rendered in an HTML format, having a similar look and feel to a standard Vasion form.

PDF Forms are automatically available in every Vasion-hosted user instance, no configuration is needed. However, the following prerequisites are required to start building a PDF Form:

• To create a PDF Form, you need to have an existing object configured. For more details, see how to create new objects.
• If the PDF Form is used to start a workflow, you need to create a workflow first.
• To use a PDF Form for data collection or to create a document, you need to configure Vasion Automate Pro storage folders.
• To have the form data displayed in a specific document layout, you need to associate the form object to a document template first.
• A database lookup needs to be configured first in order to include a lookup in a PDF Form. For more details, see Field Mapping.

No, users can simply upload any standard physical or digital PDF document that will be converted into a fillable eForm. This allows for seamless data intake, rather than sorting through information from dozens of paper forms.

Yes, Vasion-host users can drag and drop eSignature fields into PDF Forms. The indicated end-user will be prompted to sign their name.

Yes, PDF Forms are secured and stored directly within your Vasion instance. End-users can access PDF Forms within Vasion through a secure, password-protected link sent by email or published externally on various web browsers.

PDF Forms support multiple drag-and-drop field types, including text, numbers, passwords, eSignatures, email addresses, phone numbers, date and time, and currencies.

Yes, Admin users can prepopulate fields and must configure a database lookup to include one in a PDF Form. For more details, see configuring database lookups.

For more information about Vasion Automate Pro’s PDF Form Builder, visit our documentation page. If you’re a Vasion Automate Pro customer, reach out to your Vasion representative or contact our Product Support team.

A business workflow consists of tasks that flow from one stage to another in a specific business context. Vasion Automate Pro Workflows help you make certain vital processes are done right every time within a specified timeframe. Benefits to businesses that implement effective workflows into their daily activities include:

• Eliminate redundant processes and activities by detecting redundancies and eliminating waste.
• Reduce operational expenses by identifying ways to streamline business operations to get work done faster while freeing resources.
• Automate processes to reduce the time spent on repetitive tasks to focus on more creative work and expansion plans.

There are currently several ways to initiate a Workflow in Vasion Automate Pro.

• Utilize the + Start Workflow button in the Workspace app or the Document Viewer.
• Submit a form configured to start a workflow.
• Send a document to workflow from the Send to Vasion desktop apps. See the following documentation steps for Scan to Vasion, Vasion Folder, and Print to Vasion.
• As the result of an automation, such as Import, Scheduled AIP (on success or failure), or Add To Workflow.
• Initiate a workflow with a Document Template.
• Initiate a workflow with a Signature document.
• Initiate a workflow with a Document Packager configuration.

The Admin - Configure Workflow role is required to configure workflows. The user does not need to be an admin.

For configuring roles, see Roles.

Add Parallel Step — select this button if you would like a step that runs concurrently with the new step, and complete the fields.

Initiator — the user can initiate the workflow. Use this permission if your business process limits who can initiate the workflow to specific individuals.

Supervisor — the user can view a workflow, even if they are not an initiator or are assigned to any step. The workflow displays in the user's Workspace, and when they select it, they can view the workflow details but cannot make any changes if they are not an assignee. Use this permission if you need a supervisor or manager to monitor the workflow progress.

Editor — the user can edit the workflow in the Workflow application. Use this permission to allow authorized users to update or change the workflow if necessary.

The Admin app is for Vasion Automate Pro administrators to configure email settings, feature flags, global settings, and check software versions

By default, users with the System Administrator role, as well as users with the Admin option selected in their user configuration will have access to the Admin app. For assigning roles, see Assign Roles. For role descriptions, see Roles. For assigning admin designation to a user, see Edit User.

Users can also have the Admin app assigned to them for limited access using the Assign App Security option in User Management. For App Security, see App Security.

Unless a user is designated as an admin, or has app security assigned, the user will have access to Workspace, Storage and Forms.

Vasion Automate Pro is a secure system that requires users to sign in with authorized, password-protected access. Authenticated users are assigned roles and apps that grant or limit access to specific folders, searches, workflows, documents and platform features. Groups may be created to simplify assigning roles and access to similar users. Password requirements and two-factor authentication can also be configured.

Vasion Automate Pro supports integrations to Salesforce, SAML connections for authentication, support for third party storage and extended support through external API endpoints.

For configuring these features, see:

• Salesforce Integration

• SAML Setup

• Cloud Storage

• API endpoints