Esign FAQ frequently asked questions
What is the purpose of putting the administrative forms on the web?
The main purposes for electronic forms are to replace paper forms and to save time for those that need to fill out administrative forms. WWU active users on and off campus can immediately access these forms online. This is particularly useful for those located in satellite offices such as Shannon Point, Facilities and 32nd St.
What are the benefits of of the online web forms?
There several benefits those being
- forms can be accessed online anywhere with user's WWU credentials
- forms are never lost and are available 24x7
- auto reminders for forms that have not been "locked' (action required)
- real-time data entry - speeds up forms processing
- items such as documents, spreadsheets can be attached to the form
- "required" fields options
- digital signatures
- flexible routing
- forms are currently updated
- forms can be printed
- real-time monthly and annual statistics
Will these forms print correctly?
Yes. Web based forms are generally designed to the "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.
What about confidentiality and are the forms secure?
Yes The data is transmitted over a secure connection using SSL (secure socket layer) to encrypt the data. Authentication is required. Users must enter their WWU ID and password (digital signature) to access the Esign forms. Access is granted by individual and group security controls
Someone has changed the data I have entered on the form. How can I find out when and who changed the data?
The Esign forms system has an audit trail mechanism. By clicking your mouse on a signature line within the Authentication box located at the bottom of the form, it will highlight that person's signature in purple. That person's form field entries (if any) will be highlighted in purple on the submitted form.
To the right of the person's signature line, a "Data At Signing" link is provided. You can view the data at the time you submitted the form and that of any of the approvers.
What browsers can I use to view and execute these forms correctly?
You can use any modern browser.
How do I stop printing the form's background colors to reduce ink usage?
The majority of browsers default settings for printing background colors are set to not print background colors If you need to change the background printing options for:
- If the toolbar is not visible, hit the Alt key to reveal it.
- Select Tools
- Select Internet Options
- Click the Advanced tab
- Scroll to the Printing section
- Uncheck Print Background colors & images
- Click OK
You may also need to check the browser settings under Page Setup.
- If thw toolbar is not visible (Windows 7), hit the Alt key to reveal it.
- Select File
- Select Page Setup
- Look for the Paper Options section in the top left corner
- Uncheck Print Background Colors & Images - Click OK
- If the toolbar is not visible (Windows 7), hit the Alt key to reveal it.
- Select File
- Select Page Setup…
- Under the Format & Options tab
- Uncheck Print Background (colors & images)
- Click OK
- If the toolbar is not visible (Windows 7), hit the Alt key to reveal it.
- Select File
- Select Print
- From the Copies & Pages menu select Safari
- Uncheck Print Backgrounds box
- Click Print
Types of Forms
What is a Signature Form?
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.
What is a Fast form?
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 "WD" #s. however, the submitter will not receive an email when the form has been "locked" (completed). When the submitter (originator) electronically signs the form by entering their "Password" and "WWU ID" , 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.
What is an Esign Form?
Esign Forms can be sent to multiple destinations for approvals processing. Esign forms can be submitted immediately to the appropriate office - no paper is required. .To electronically sign the form the user must enter their "PASSWORD" and "WD" #s. All submitters and approvers will receive an email notification providing a link to the form that will show the current form status in real time. The final processor of the form can "lock" the form (preventing any further modifications to the form) by pressing the "LOCK" button -- the original submitter will then be emailed notification that the form has been processed.
What are the purposes of the Submit, Approve, Disapprove, Save, Duplicate, Attach, Lock, Forward and Void buttons?
Submit: The submit action is how a form enters the Esign workflow. The submitter uses this button to send the form to the approver (e.g. Department Head, Dean, Director, Supervisor, etc.). The submitter is in essence a requestor of an action of some kind to be performed by someone. Refer to the forms routing instructions to determine who to send the form to.
• "Submit" is listed under the Action on the Signature line.
• Esign Email notification is sent to the "Submitter" of the form
• Esign Email notification is sent to the address that is entered in the "Email To" textbox
Approve: The Approver (s) uses the Approve button to indicate their approval of the submitter's request.
• “Approve” is listed under the Action on the Signature line.
• Esign Email notification is sent to the address in the "Email To" textbox for further approvals or processing
Disapprove: The Disapprove button is used to deny a request.
• “Disapprove” is listed under the Action on the Signature line.
• Email notification is forwarded to the original Submitter of the form
Lock: This marks the final step in the Esign forms workflow process. It indicates the form has been processied. No further action will be permitted on the form.
• “Lock” is listed under the Action on the Signature line.
• Esign Email notification is forwarded to the original Submitter of the form
• An email is NOT forwarded to an address entered in the "Email To" textbox.
Save: The Save button allows the user to save the current data entered and return further edit and submit the form later. This can be useful when there is a large amount of data to be entered or when the submitter is interrupted before submitting the form. The Save button is only available prior to the user SUBMITTING the form.
• “Save” is listed under the Action on the Signature line.
• An Esign Email notification is sent to the "Saver" of the form (the person that opens and clicks the Save button)
• An email is not however, forwarded to any address entered in the "Email To" textbox.
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".
Attach: This button allows the user to attach one or more file to the web form, much in the same way that attachments are made to an email message.
• Attachments are not processed until one of the above button actions are taken, so email notification rules listed above apply for which ever button is clicked: SAVE, SUBMIT, APPROVE, DISAPPROVE or LOCK.
• Attachments can be deleted and added on any signature action, but attachments are preserved for each signature. So even if you delete and add a new attachment with the same name, the deleted attachment can still be accessed by clicking the signature line that added the attachment.
Forward: This button is used to pass a form to another user without an Approve or Disapprove of the forms content. An Esign email notification is sent to the address in the "Email To textbox for further approvals or processing.
Void: This button invalidates the form and prevents further processing. A form that has been voided indicates there is no final Approval or Disapproval. An Esign email notification is forwarded to the original Submitter of the form but NOT forwarded to an address entered in the "Email To" textbox.
NOTE : Email Notifications are NOT sent to the address in the “Email To” textbox on SAVE, DISAPPROVE, VOID and LOCK Actions.
Is it possible to send attachments? e.g. text document or spreadsheet along with a form?
- Click on the Save/Attach button
- Click on the browse button and go to the location where the item to be attached is located
- Double click on the item to be attached
- Click the ATTACH button
- Click on the DONE button
- Type email address of the person you want to send the form to
- Click on SUBMIT button
Is it possible to send multiple attachments?
Yes. However, only the submitter of the form can make attachments.
Can I modify an attachment and send it to someone else?
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.
Can I delete an attachment?
Forms Search Capabilities
Can I search for a form or forms that were submitted by me, or that I approved etc:?
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.
What about confidentiality? Can everyone do searches and see the forms I submitted?
The search capabilities of Web Form Finder are restricted to the submitter, approvers and approved persons in a specific form group assigned by the owner of that form . Therefore, the only people that can search and retrieve your form are people who have been authenticated or belong to a specific form group and whose name shows up in the approval table pf the Authentication area at the bottom of the form.
How do I get a form created and placed on the web?
Contact the Esign Forms developer at x7570 or you can send an email to firstname.lastname@example.org. You can send a draft of the form(s) via email, fax (650-7323) or send via internal mail (MS 1480), The draft of the form(s) can be in various formats such as MS Word, PDF or text document.
Who do I contact if I have questions about completing a form or I think changes should be made to a form?
Contact the department that provides the form. Click on the Department's name on the right the main Esign forms home page http://esign.wwu.edu/admcs/forms.
Can I save form field entries such as the recipient's email address when I send a form?
Yes, but for best web form performance, do not use the auto complete settings function. Web forms will function best when the IE auto complete settings are unchecked. 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 on 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 Help Desk at x.3333.
Why do I get an error when I try to send an email to someone with a WWU email address: @wwu.edu?
You may not be entering the correct E-mail Address. The e-mail address entered in the "To" field of the E-form authentication box is verified against the Outlook GAL (Global Address List) and Banner. This is to prevent accidental misspelling of an e-mail address and ensures an "official" WWU e-mail address is used from the GAL.
If the person is a new employee or new student, their personal information may not have been entered into the Banner system. Their accounts have not been created. Contact ATUS x.3333 for assistance.
The Routing Instructions are not clear to me, how do I find out where to send the form?
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.
I clicked my mouse on an information link inside a form and nothing happens. Why can't I see the page?
Verify that your web browser has Java installed.
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.
How do I find out if the Esign form has been processed?
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.
If someone has made changes to my form entries, how can I find out who made them?
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.
There are several people in my area that will mange forms. How will they know which forms need to be processed?
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.
How do I get a departmental email box?
You can request an “Outlook Department email" box by submitting an Outlook Group Account Request form to ATUS Accounts ar email@example.com
How will I manage all the forms processed by our department?
After an Esign form has been processed you do not need to file it as the info is permanently stored in an Oracle database.
Who sets up the department mailboxes? Can I do it myself?
Once you have been notified that your Department email box has been created, you can call the ATUS Help Desk (x.3333) for assistance.
Can I set up a local email folder in my own existing Inbox folder since I am an administrative assistant and no one other than me will ever manage the forms ?
Yes, however it is not recommended! In your absence, others can not process any outstanding or new forms. Do not give someone your password to manage the forms in your absence, this is a security violation.