When providing clients access to ready-to-generate document templates, often it fits a subscription or flat-fee to enable or disable access based on a specific time schedule. In this article, we'll go through how to enable access to a document, how to disable access to a document, and how to determine whether clients can access the history of generated documents when a document is disabled.
How it Works
Automations in Fidu are set up via Workflows, via Fidu Tasks. Fidu tasks are tasks that the platform runs for you, at specific stages of your workflow or project. We'll add a task to enable the document, then we'll add delayed Fidu task to disable the workflow. The delay will create a window of time where the document is enabled and your client can use it.
Prerequisites
A document template set up – either a Self Serve or Approved document
The Documents tab enabled for your client, either in Account Settings > Navigation or Client > Navigation.
An Workflow connected to the Onboarding Workflow of a Service's Onboarding Process.
Set up Your Workflow
To enable a document with a Fidu task, first a new task to your workflow.
Set this task to be a Fidu task and set it to block subsequent tasks. Blocking will ensure the process stops until this task completes.
Add an Automation to this Fidu task
Set the automation to enable your document
Repeat step 2, creating a task to disable the document. Set the task to block, and add a delay. This delay will be the length of time that the client will have access to the document.
Repeat step 4, but set it to disable the document.
You're done! You've now created a workflow where the tasks will automatically enable and disable access to a document.
Access to Previously Generated Documents
By default, when a document is enabled, the client can create new documents and view existing documents via the Documents tab in the Client Portal. When disabled, new documents cannot be created and existing documents are not visible to clients.
Note: For legal teams, documents are always able to be created and viewed.
There are multiple settings that control this behaviour. In this article, we will cover changing the permissions to allow previously generated documents to be viewed even if the document is disabled.
Ensuring the client can always access previously generated documents
Navigate to the document in the Productize menu
Navigate to the Permissions tab
Enable the option labelled "Always show a listing of generated and uploaded documents". Note, the language may change slightly based on your document's Noun settings.
That's it! Now your client will always be able to access the documents that are generated, even when the document is disabled.
Caveats
Documents can be enabled in multiple ways. Sometimes, documents are automatically enabled simply because they are displayed.
Documents are automatically enabled when they are added to a page, and the page is shown to a client.
Documents are automatically enabled when they are on the Active Dashboard of a Service for a client.