How to share interviews in XpressDox (a brief overview)

What does it mean to share interviews?

XpressDox allows you to securely share intelligent questionnaires with external users or clients, so that they capture their own information. This data can then be re-used to generate other documents or forms, saving time on data entry, and improving accuracy of information as the client captures their information themselves. Known as XpressDox Document Services, it is ideal for new client take-on or onboarding.

 

How to share an XpressDox Interview with an external user:

  • The “Sender” runs an XpressDox template in the Cloud.
  • They can choose to partially complete the information into the interview, or leave all fields blank.
  • They then click on Share Interview (top right) and follow the instructions.

 

Validation in the interview:

Read here about how to ensure the correct information is completed by the correct party.

 

Set the Recipient’s Information:

  • Enter the Recipient’s email address. Only one email address is allowed.
  • Choose whether to share the interview using your Outlook email account or using the XpressDox email system.
  • Next select one of the password options: “Set by Recipient” allows the Recipient to set their own password, or for an additional measure of security “Auto Generate Pin” will generate a random PIN that could be communicated to the Recipient via a separate message or phone call.
  • Choose whether the Recipient should have access to the assembled document.
  • And lastly, specify an expiration period in days, after which the link will no longer be active.
  • Click Next.

 

Create an Invitation Email:

  • A custom email message can be created to send to the Recipient, which can be saved as a template for re-use in future shares.
  • This invitation email can contain both images and text, and styled according to your brand.
  • It also contains a link to the Shared Interview which will be be displayed in the email to the Recipient.
  • When the Recipient clicks on that link, the shared interview will be displayed in a browser along with the theme and logo as per the Sender’s XpressDox Cloud account.
  • Click Next.

 

Create a Results Email:

  • This is the email that will be sent to the Recipient after they have completed the interview.
  • This email message can also be styled, and saved as a template for re-use in future shares.
  • Click Finish.
  • At this point, if Outlook was chosen as the email method, an email will be created and downloaded and is ready to be sent.
  • If XpressDox was chosen as the email method, the email is sent automatically.

 

Manage Shares:

  • The Sender is given access to immediately manage their Shared Interviews, but can return to this page by clicking on Settings>Shared Interviews in your XpressDox Cloud account.
  • The number of Views, and number of Assemblies is visible.
  • To view a more detailed history click in the template name row, just to the right of the template name (in the empty space) and a list of options will be displayed:
    1. “View Interview” will load the interview (with any captured data) in the same way the Recipient would see it.
    2. “Go to Folder” access the folder where the shared template is located so you can run the Interview, or maybe run a different interview which would re-use the saved data.
    3. “View History” will give an account of the number of times, and on what dates, the Recipient/s have run the Interview, and how many times they assembled/submitted the data.
    4. “Download” will download the completed document, if it exists.
    5. “Delete” deletes the Shared Interview.
    6. If a PIN was specified, there will be an option to reset that PIN.
    7. “Resend” will resend the invitation email to the original Recipient, for example where an email got lost.

 

Who can send shared interviews?

There are 4 user roles in XpressDox; an Account Administrator, a File Administrator, a Template Runner and an XDDS (Document Services) user. It is only the Template Runner who may NOT share interviews.

 

When the Recipient receives the email:

  • When the Recipient receives the email they click on the link to run the Interview.
  • If a password or PIN has been specified they will need to enter that to continue.
  • Clicking on the link in the email notifies the XpressDox Cloud Server that the Recipient has opened the interview.
  • As the Recipient completes information into the interview, they can click on the “Save” button at any time to save any information captured so far.
  • Even if they forget to do this, their information will be saved every 60 seconds.
  • To re-load the interview with all the information that has been captured, the Recipient simply clicks on the link in the original email.
  • The Recipient can also forward the email with the link to other users who might need to add information, for example their accountant.
  • When they click Assemble, they may or may not have access to the document, the Sender will receive an email informing them that the interview has been completed.
  • The history in the Manage Shares (as detailed above) will be updated.

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