is the purpose of putting the administrative forms on the web?
A: The main purpose is to save time for those that need to fill out administrative forms. Users on and off campus can access these forms. This is particularly useful for those located in satellite offices such as Shannon Point, Facilities and 32nd St.
Q: Will these forms print correctly?A: Yes. Web based forms are generally designed to "look and feel" like their paper forms versions so they can be printed. Department form owners determine whether they require a printed hard copy of their forms.
Q. What about confidentiality.? Are the forms secure?A. Yes the forms are secure. Read the Fast and Esign forms information provided directly below.
Q: What is a Signature Form?A: Signature Forms are forms that require accompanying paperwork. You can complete this form online however it must be printed out, signed and returned to the department. A Signature form can be an HTML, Adobe or word processing document.
Q: What is a Fast form?A: Fast Forms have a single destination. They can not be re-routed. Fast Forms can be submitted immediately to the pre-assigned email address. The submitter is not required to enter their "Pin" and "WWU ID" #s. however, the submitter will not receive an email when the form has been closed (completed).
When the submitter (originator) electronically signs the form by entering their "Pin" and "WWU ID" #s, the form functions as an Esign form. The form submitter and approvers are issued email notifications providing the link to the submitted form. They can click on the link to see the current status of the form at any time to track progress of form throughout the approval process.
Pin fields are used to verify the identity of the form submitter and approvers
by comparing their "W" (WWU ID) and "Pin"
numbers against the
A: The ID field is your University W Number. It starts with a "W" followed by 8 digits with no dash in between. You can locate your WWU ID number on your Western student or employee ID card or from any of your pay deposit slips.
A: The Pin field is for your 6 digit Personal Identification Number that you use to enter the Web4U (Faculty/Staff Employee Web). Your Pin number is essentially your password and it can be changed by you. It is usually the first six (6) digits of your telephone number or social security number. If you have forgotten your pin # contact the ADMCS at x.4444. Students should contact the Registrars Office at x3424..
Esign forms should be forwarded to the same person or department as you would using the paper version of the form. The email address of that person or department should be entered into the Email To field. A link to the form will be mailed to that address when the form is submitted or approved
submitter uses this button to send the form to an approver (e.g. Department Head, Dean,
Director or Supervisor).
A: Approve: The Approver (s) use this button to verify their approval of the submitter's request.
A: Disapprove: The Disapprove button is generally used by the Department's final Approver to deny a request. Requests are denied for various reasons e.g. missing or wrong information, a form was not submitted by the proper department authority. etc: The 'Disapprove' notification will be displayed in the 'Actions' field of the esign form Authentication box. An email notification is sent to the Submitter if a form is Disapproved.
A: Lock: The final Approver uses this button to "lock" the form so no other changes can be made to the form. The original submitter of the form is notified that the form has been completed.
A: Save: This button allows the user to save the current data entered and continue or to revisit the form later. This can be useful when there is a large amount of data to be entered or when another task must be completed prior to submitting the form. The Save button is only available prior to the user SUBMITTING the form. Once the form has been submitted, all data changes are subject to standard ESign Web Forms tracking and auditing and the Save button will no longer be available.
A. Duplicate. The Duplicate button creates a copy or template of a completed (locked) form. This useful features eliminates redundancy when submitting multiple forms with similar data. When using the duplicate form button, please be certain that you clear all form fields that do not apply, ie, comment fields, and or "For Office Use Only".
Place your mouse
cursor over the form's name located on the Administrative Web forms home
page and it will display the department's name and telephone extension.
A: If you use a popup blocker utility, press and hold down the "Control" key on your keyboard then mouse click on the link to enable popup window capabilities.
A: You can view the
status in real time by clicking on the link to the form that was enclosed
in an email - sent to you at the time the form was submitted. The
status will indicate "completed" if the final approver has
processed the form.
You can view who
made the changes if your browser is IE 5.X or Netscape 6.X and above. Simply mouse
click on any of the Authentication rows appended to the bottom of the
form. It will highlight the form fields (in light purple) that this particular user has modified.
e.g. text document or spreadsheet along with a form?
However, only the submitter of the form can make attachments.
A. This is not currently possible however, it will be probably be part of the next esign forms upgrade.
Q. Can I modify an attachment and send it to someone else?
A. If you need to modify an attachment such as an Excel spreadsheet and then forward it to another approver you must save it to your local or network drive. After you have made the change(s) attach the revised spreadsheet to a NEW form and submit it to the appropriate person
FORMS: Other questions
Q: How do I get a form created and placed on the web?A: Contact the ADMCS Supervisor at x4444. You can email firstname.lastname@example.org the Word, PDF or text document or send document(s) via internal mail to ADMCS, or fax it to 650-7323.
A: You can use Microsoft Internet Explorer ver. 5.0 and above, Netscape 4.5 and above or Firefox 1.05 and above.
Q: How do I stop printing the form's background colors? It's using too much ink!
A: Both Explorer & Netscape browser defaults are set to "not print" background colors. If your browser's print preference option is set to "print background", reset the print preference value to not print the background colors. Change the background printing option in Internet Explorer by selecting the Tools menu, then internet options and advanced options. Netscape users must select File then the Page setup menu options where changes are made in the page options sub menu.
Q: Can I save form field entries such as the recipient's email address when I send a form?
A: Yes, but for best web form performance, please do not use the auto complete settings function allowed in IE 5.X and above. Web forms will function best when all IE auto complete settings are unchecked. Netscape does not support auto complete. Similar to the browser's web address bar which displays the saved URL addresses to the sites you have visited, this option can be also be set to cache the submitted form fields info. However, sometimes when auto complete settings are turned the web form will appear blank. Usually, by unchecking the auto complete options and closing and reopening the browser, the data view is restored. If you have questions regarding auto complete, please contact the ADMCS x4444.
Forms Search Capabilities
Q: Can I search for a form or forms that were submitted by me, or that I approved etc:?A: Yes. All Fast and E-sign forms data is collected and stored in a database. The form is electronically filed thereby eliminating the need for manual storing of forms in a local mailbox folder. You can search and locate the forms using the Web Form Finder tool. This search engine allows you find forms based on users first name or last name, the form data, the form name, the department and the time submitted.
Q: What about confidentiality? Can everyone do searches and see the forms I submitted?
A: Currently, the search capabilities of Web Form Finder are restricted to the submitter, approvers and other approved persons such as form owner department personnel. Therefore, the only people that can search and retrieve your form are people who have been authenticated and whose name shows up in the approval table at the bottom of the form.
Administrating a Departmental email boxQ: There are several people in my area that will mange forms. How will they know which forms need to be processed?
A: You will need a Departmental Mailbox with a unique email address where the forms can be collected, sorted and processed. Email notifications containing the form links will be sent to the department forms email box. The owner of the mailbox can assign folder privileges to the appropriate forms processors.
Q. How do I get a departmental email box?
Q: How will I manage all the forms processed by our department?
A: After an esign form has been processed you do not need to file it as the info is permanently stored in an Oracle database.
Q: Who sets up the department mailboxes? Can I do it myself?
A: Once you have been notified that your Department email box has been created, you can call the ADMCS (xt.4444) or ATUS Help Desk (x.3333) for assistance.Administrating a Local email folder