Introduction

A crucial part of any admission process is document verification, which allows institutes to ensure that the information submitted by applicants is accurate and credible. This process also provides an opportunity to examine the applicant’s past background, adding another layer of validation to the admission process.

The Document Verification process involves a multi-level approval system that includes configuring communication templates, managing tokens, and handling field update flows. Additionally, documents retrieved from Digilocker are organized for easier processing.

Follow the steps below to configure the DocVerify feature in Meritto, giving you the ability to review and verify documents submitted by leads or applicants.

Prerequisite 

• The institute must include the "DocVerify" feature as part of their package.
• Permission to access the DocVerify feature must be granted to the user.
• Only users with the DocVerify configuration permission would be able to view the "DocVerify Configuration" listing.

Step 1: Search for "DocVerify Configuration" on the search bar which appears on the left-hand side of your Meritto portal.



Step 2:  When you land on the DocVerify Configuration page, a list of all document verification workflows will be shown. If there are none, a brief introduction to DocVerify will appear, and you'll be given the option to "Add Workflow" by clicking the button.

Step 3:  Click "Add Workflow" to open a configuration popup titled "Basic Settings."  Enter a name for your workflow. Select the module where DocVerify will be used (Leads, Application, Opportunity, Task, or Withdrawal).

   Trigger Point: The options will vary depending on the chosen module:

• Leads: Lead Verified, Lead Unverified, or Lead Stage.
• Application: Select the form(s) where DocVerify will be active (active or inactive). Choose a trigger point like Application Submitted, Application Initiation, Application Stage, or Payment Approved. For Partwise forms:
  • If "Application Submitted" is chosen, DocVerify is based on the "trigger on" configuration.
  • If only a single partwise form is selected, define the Part no. submission.
  • Selecting forms and a trigger point is mandatory.
  • For Application Substage, you can choose multiple application stages and sub-stages.
• Opportunity: Select the opportunity list and define a trigger like Opportunity List Creation or Opportunity Stage. Choosing an opportunity list and trigger point is mandatory.
• Withdrawal: DocVerify is enabled when a withdrawal request is submitted.
• Task: Select the specific task for DocVerify. Choosing a task is mandatory. DocVerify is enabled upon task creation.

 Only after defining all mandatory fields can you save the basic settings. 

NOTE:

The workflow name will be hyperlinked, allowing you to view previous and updated configurations.

Step 5: After saving the basic settings, a new popup titled "Field Settings" will appear. You'll see a list of all configured upload-type fields for which DocVerify can be enabled. Each field displays the field name, "Remarks Mandatory on Approved Status," "Remarks Mandatory on Reject Status," and "Status."

Step 6: By default, "Remarks Mandatory on Approved Status" is disabled for all fields, while "Remarks Mandatory on Reject Status" and "Status" are enabled. You can enable/disable these toggles for each field. Any changes enable the "Save" button. Clicking "Close" redirects you to the listing page.

Step 7: Upon clicking on Save & Next you will see the Level 1 Approval Settings. Select the user for whom the approval is applicable under the "Verification needs to be approved by" section.



NOTE:

Once a user is selected in any approval level, they will not appear in subsequent levels.

Step 8: Toggle the Enable Communication option to configure email communication. Once enabled, you will see the option to configure templates for Email, WhatsApp, and SMS. The section will display Configure communication to be triggered post-verification process.

Congratulations! You've successfully configured a DocVerify workflow in NoPaperForms. This allows you to efficiently review and verify applicant or lead documents.

How to delete Doc Verify Workflow for the user ?

Follow the below mentioned steps which  simplifies the process of deleting a DocVerify workflow, ensuring that you can manage your workflows with ease:

Step 1: Search for "DocVerify Configuration" on the search bar which appears on the left-hand side of your Meritto portal.

Step 2: When you land on the DocVerify Configuration page, a list of all document verification workflows will be shown.

NOTE:

The user needs to turn off the status toggle to delete a previously configured DocVerify workflow.

Step 3: Click on the individual action button next to the workflow you want to delete. If the workflow is inactive, you'll see a "Delete" option in the dropdown menu.

Step 4:  Click on the "Delete" option. A popup will appear from the right side of the screen, asking you to confirm the deletion by typing “Delete 1 Workflow” in the provided field.

Step 5: After typing “Delete 1 Workflow,” the delete button will become active. You can either proceed by clicking "Delete" or cancel the process by clicking the cancel or cross button.

Step 6: If you click delete, a confirmation popup will appear asking, "Are you sure you want to delete the workflow?" Choose "Continue" to delete the workflow or "Cancel" to stop the process.



Step 7:  Upon confirmation, the workflow will be deleted, and a success message will appear.

Congratulations !!! You have successfully deleted your DocVerify Workflow

How to edit Doc Verify Workflow and Field Settings for the user ?

Step 1: Search for "DocVerify Configuration" on the search bar which appears on the left-hand side of your Meritto portal.

Step 2: When you land on the DocVerify Configuration page, a list of all document verification workflows will be shown.

Step 3: Click on the action button which appears on the extreme right. Click on it to reveal three options: "Edit Workflow," followed by  "Edit Approval Settings," and  the "Edit Field Settings."

Step 3: Select "Edit Workflow." This will allow you to modify the workflow name, module, forms, and triggers. Adjust the settings as needed:

• Workflow Name: Change the name of the workflow.
• Module: Select a different module from the dropdown.
• Forms: Choose multiple forms to enable the DocVerify process. If a form already has a configuration, it will still be selectable.
• Triggers: Change the trigger based on the selected module. If the application stage trigger is selected, you'll also be able to select the application stage and substage.
  
  

 Once you’ve made the necessary edits, the changes click on “Save & Next” to move ahead.

Step 4: Moving ahead you will arrive at Field Settings. You can adjust which fields require document verification. A popup will appear where you can enable or disable specific fields. Click on “Yes” to save the changes which you have made.

Step 4: Once you’ve made changes to the Field Settings, click "Save and Next" to proceed to the Approval Settings. You can apply the required changes here based on your preferences.

Step 5: Choose "Save and Enable" to ensure your configuration updates are applied and saved.