Conflict of Interest

Conflict of Interest – Use Case

Overview
This use case allows companies to collect conflict of interest declarations from employees, generate the document automatically, and apply different approval or signature flows depending on the response.

1. Create the Smart Document

First, create a Conflict of Interest document in the Smart Documents menu.

You can configure it with simple logic:

Question: Do you have a conflict of interest?
If Yes → show additional fields (details, involved person, description, etc.)
If No → show only the basic declaration

This ensures the document adapts automatically to each employee.

2. Upload Employees via CSV

To send the document, you must use CSV Automation.

Go to:

Menu → Automation → CSV → Import CSV

Upload your file with employee data (at least email).

This allows you to send the process:

To many employees at once
Or individually

3. Enable Form for Employee Response

During the configuration, activate:

“Create a form to collect information”

This step is key, because:

The employee will receive a form
They will answer if they have a conflict of interest

Then:

Assign the Email column
Click Assign headers automatically
Save changes

4. Define Document Storage

You can choose how documents are saved.

Example:

By Company / Department / Employee Name

This helps keep all declarations organized automatically.

This allows you to send the process:

To many employees at once
Or individually

5. Configure Workflow (Important)

Here is where the process becomes powerful.

You can define different flows depending on the answer:

If the employee selects “No”

Simple process
Example:
- Employee signs
- Supervisor signs

If the employee selects “Yes”

More detailed process
Employee must provide additional information
Example workflow:
- Employee declaration
- HR review
- General Manager approval

6. Apply Conditional Logic

The workflow is triggered based on the employee’s response in the form.

Condition: answer inside the Smart Document
Not from the CSV

This allows:

Different approval paths
Automatic decision-making

7. Send the Process

Once everything is configured:

Select employees (or all)
Click Start Workflow

Each employee will receive an email to complete the form.

8. Final Result

The employee completes the form
The document is generated automatically
The correct workflow is applied

Hear directly from our valued customers!

Himura Adreas CEO at Manika

After evaluating different alternatives, we decided to integrate Despapeliza's document management platform due to a need to move forward as a company towards digitalization. Thanks to the autonomy in configuration, we have covered different areas of the company, automating internal and external workflows, managing to eliminate paper and save resources. Our users have become accustomed to the ease of the platform, demanding digitalization in more company processes.

Read more
Lucy Rodriguez Administration Leader

Thanks to the ease of use of the solution, we achieved rapid adoption of the tool and reduced signing times from 7 days to just hours in processes of board minutes, committees and commercial agreements. We save 100% of the expenses associated with the transportation of documents and the collection of signatures in different communities, and even outside Santiago.

Read more