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What is changing?

• As we continue to integrate Gateway into Ventures, we have found that having two document type lists (one in Gateway and one in Ventures) creates friction. In order to create a seamless integration between the two, we are consolidating the lists into one document type list that is administered in Ventures. 
   
• As part of the update, we will migrate your existing Gateway document types to Ventures. Your Gateway document type settings will also migrate to the appropriate document type in Ventures.  We have created a reference chart for how your Gateway document settings will migrate and where they will be mapped to in Ventures that you can access here.
   
• After the update, you will no longer create document types in Gateway. Any additions and edits to Gateway document types, or if you want to inactivate a type, will take place in Ventures in the Administration menu. A Ventures site administrator account is needed to access the Document Type page in Ventures. You can find out more about adding, editing and inactivating Gateway document types in Ventures here.
   
• After the update, you will no longer be able to access the Gateway Document Types menu in Gateway. The page will be removed as you will use the Ventures Document Types menu to add, edit or inactivate Gateway document types. You can access instructions on adding, editing or inactivating Gateway document types in Ventures here.
   
• After the update, you will no longer be able to access the Document Mapping tab in Ventures. This is found in the Administration section of Ventures under the External Sync menu option. The tab will be removed as Document types from Gateway are mapped in the Ventures  Document Type menu now. You can find instructions on how to map documents here.

• After the update, the cog wheel on the Document Types page in Ventures will include new options for you to add columns to the table for: Has Portal Requests (displays if Gateway Requests are enabled for the document type), Portal Name (the name of the document in gateway), Portal Instructions (instructions for the document), Portal Related File Name (attachment name), Portal Related File URL (the url for the attachment) and Portal Related File Instructions (instructions for an attachment). 
   
• After the update, when you are adding a document request to an application in Gateway, when you select the document type, the list will pull from the Document Types setup in Ventures to use in Gateway.
   

What is not changing?

• You will still add and remove Gateway documents to applications in Gateway, following the same process you did before. This is known as a Gateway Document Request. You can review instructions on how to do this here.

What do you need to do?

• Due to the migration, if you have multiple Gateway document types pointing to one Ventures document type, you may see duplicate document types created in your Ventures Document Type menu. For example, you may have multiple Gateway document types for tax returns by year, that point to the Personal Income Tax return document type in Ventures. The migration will create extra instances of Personal Income Tax return document type to accommodate the multiple Gateway document types. If you know you have multiple Gateway document types pointing to one Ventures document type, once the migration is complete, a Ventures site administrator should review the Document Types page in Ventures. If there are duplicate entries, you should decide if you need to rename the types, remove/inactivate the types, add new types, or leave them as is, so that they fit into your processes. This suggested review is a one time occurrence due to the way the migration works, you will not have to do this again in the future.
  • For example, perhaps you can rename the type to match the exact tax year you are requesting for. This could help avoid confusion in the Document Storage area of Ventures when users are uploading documents and have to select a Document Type. You can find instructions on renaming document types here. 
  • If you decide to delete or inactivate a Gateway document type, it will be automatically removed from the Gateway Application as an auto assigned Document Request (if it was assigned previously) in Gateway > Site Settings > Application Settings menu. Any new applications created after the change will no longer have this request added. Any existing applications with the inactivated/deleted Gateway document type will still have the request visible, however, when pushing the existing application to Ventures, the files uploaded in this request will fail to push over to the Ventures record. The user will need to download the file(s) to their computer and manually upload in Ventures Document Storage by selecting a new valid document type. You can find instructions on inactivating or removing document types here. 
  • Remember, if you do make any changes in the Document Types page in Ventures after reviewing, you will want to go back to Gateway and confirm the Gateway > Site Settings > Application Settings Document Requests are set up the way you are expecting them to be in any new applications created.