Create a self-service workflow
  • 13 Nov 2022
  • 2 Minutes to read
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Create a self-service workflow

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Lightico enables you to create a workflow that can be embedded in a webpage and accessed by your customer without an agent and without using the Lightico collaboration UI. For example, if you want your customers to be able to renew a membership, submit a claim, or fill in an application form, you can embed the workflow in a button and the customer is automatically led through the journey using a customizable UI. 

Elements of a self-service workflow

Besides the workflow itself, the self-service workflow incorporates several standard and optional elements. 

Standard elements:

  • Welcome page - Customer provides their name and email address
  • Ending page - Static page with "Well Done!" message

Optional elements:

  • OTP (One Time PIN) - Requires the customer to enter a PIN sent to their email address in order to start the workflow
  • Workflow download option - Enables the customer to download a PDF of the workflow that includes eSigns, uploaded documents, and completed forms
  • Redirect URL - enables defining a web page to which the customer is taken after completing the workflow
  • Opening and closing screens - This feature is also available for agent initiated workflows, see Configure workflow settings

Example of a self-service workflow

A self-service workflow could proceed as follows: 

  1. The customer clicks on a link in your website and is taken to an identification page where they provide their name and email address. This enables you to collect basic information about the customer before they even start the workflow.
    Note:
    The customer name and email can be found in the agent conversation history for the assigned user account for this workflow.
  2.  An OTP (One Time PIN) is sent to the customer's email, for ID verification. They provide the PIN, get a verification screen, and click Continue.
  3. The customer proceeds with the workflow by signing an eSign document and providing supporting documentation.
  4. When they complete the workflow, the customer selects the checkbox to receive a copy of the completed workflow and clicks Done.
  5. The customer is taken back to your website's home page.

Create a self-service workflow

To create a self-service workflow:

  1. Create a workflow in the Workflow builder page (see Create workflows).
  2. In the Settings tab of the workflow, turn on the Allow Self-service toggle.The Select user window appears.
  3. Select a user and click Add. This is the Lightico account that is assigned to this workflow. All sign-ins to this workflow will appear in the history of this account.
  4. Turn on the Send completed Workflow toggle to enable your customer to receive a PDF of all actions completed in this self-service session.
  5. To send the customer to a specific webpage after they complete the workflow, do the following:
    1.  Under General behaviors, turn on the Prevent user... toggle.
    2. Under Redirect URL, click the edit icon and provide the URL.
  6. Copy the Workflow URL and paste it into your website code. This URL opens the self-service session.

Protect the workflow with an OTP

You can add a layer of security to the self-service workflow by requiring your customer to enter an OTP (one time PIN) that is sent to their email.

To protect the workflow with an OTP:

  1.  Turn on the Protect with a one time PIN code toggle.
  2. Set the OTP valid for time. After the defined time period, the PIN expires and the customer must start the workflow again.
  3. Set the Max number of attempts. If the customer fails to provide the correct PIN within the defined amount of attempts, they must start the workflow again.



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