University Technology Services

Dodge Hall
118 Library Drive
Rochester, MI 48309-4401
(location map)
uts@oakland.edu

Electronic Forms FAQ

Electronic Forms FAQ

 

GENERAL INFORMATION
Q: How do I access a form?A: To access any of the EForms, click on the link for the form you need from Main Menu and login with your NetID credentials (your primary University account used for Gmail, Moodle, MySail and others.)

CAS Login Screen
Q: Will  I  be  able  to  use NetId to  log  in  and continue processing  a  form I  have already  started  and saved?A: Yes
Q:  Will  the  next  approver  
of  a  form  I  have  already processed  and  submitted be able  to  access  it?  
A: Yes. Approvers will be able to access existing forms using their NetId account.
Q: Can  I  search  for  a  form that  had  been  processed using ADMNET login?

A:  You can if the form was routed to you. The same search method for forms remains in place.
Q: How do I access a form routed to a shared account? A: You must use the NetId and password for the shared account to login and access the form.
Q: Can I continue to use ADMNET to process forms?A: No. Your Admnet ID and password will no longer grant you access to forms.
Q: Can I route a form to an email address that does not end in '@oakland.edu'? A: Forms that require NetID access cannot be routed to a non-­University email address.  Forms that do not require NetID access can be.
Q:  What if I open a form that was not sent to me?  A: The following message will be displayed if a form that was not sent to you is being accessed.
pferror
 Q:  What is the purpose of putting the administrative forms on the web? A:  The purpose is to save time and resources on submitting administrative forms, and allowing forms to be routed more efficiently to different departments on campus.  Online forms also offer Oakland University's community a paperless solution to processing forms, thus eliminating the need to fax, mail, file or store printed forms.  Users can access forms on and off campus securely.
  Q:  How are the EForms processed?  A: The forms will be processed through email so you will have to refer back to email to find forms.
  Q:  What if I don't want to process the EForms through email?  A: If you do not want to process forms always via email you can get a Basic license by contacting uts@oakland.edu
 Q: What if my department wants to develop their own EForms? A: To develop your own forms, the user would need a Full license.
Q: I have a Developer license what are the steps after I have developed a form in TEST?

A: Any forms that you create should be moved to our Production system before you share with others to use.  The TEST system is only for developing and testing.  Let UTS know when you want a developed form to move to PROD by submitting a UTS ticket. 

Please share the form with the Perfectforms_Admin User in the permissions section. 

 Q: How do we process the EForms as a department? A: To process the form as a department, a group NetID account has to be established. This can be done by filling out the UTS - NetID Shared Account form found on the Main Menu.
 Q: Can a Group Account be used by the department? A: GROUP ACCOUNTS: You can use a group account as a specified user since the system is intended for a specific named user.  If one person is logged into Perfectforms with the group account and a second person logs in using the same credentials - the system will sign out first person even if they are in the middle of performing an action. System only works with one named user account at a time.  We can set up your basic user accounts with the group account but you must be aware that the the first person will be knocked out if another person logs in with same account.  

NOTE: You will only be able to search or view those forms routed to the account you are using as the basic user.
 Q: Where do I get help developing EForms? A: We'll assist as we can and we can point you to training. The available training resources are:


http://www.perfectforms.com/help-center/training-videos
http://www.perfectforms.com/help-center/help-guides

Professional training is 2 to 4 hours and is an additional $750.

You can also get the vendor to create forms for you based on requirements and specifications for $160 an hour.  You can get into our queue for form development, but it is quite backlogged at the moment.

This vendor is the preferred vendor selected through the university procurement process.
  Q:  License Type(Full)

  A: The Developer (full) test account license allows one person to build and deploy forms, workflows, reports, view existing forms and reports, approve tasks in the application and receive/track notifications in the application.

Test licenses are centrally funded.


Please open a UTS ticket to request for a full developer license. 

   Q:  License Type(Basic) A:  The Basic license will allow you to view existing forms that are routed to your email or the group account email (that has been created for the department) & reports in the PerfectForms application.  It will allow you to approve tasks and receive and track notifications within the application.

The Basic license is centrally funded. 

Please open a UTS ticket to request for a basic license with department and the list of named users.

 Q:  Will these forms print correctly? A:  Web based forms are generally designed to "look and feel" like their paper form versions so they can be printed, but if the form requires a printed copy, it is not a good candidate for the OU EForms process.  
 Q:  What about confidentiality?  Are the forms secure? A:  Yes the forms are secure.  The data is transmitted over a secure connection using SSL (secure socket layer) to encrypt the data.
Q: Can a form be routed to a student? A: Yes, but the form can not be behind a login so there can not be sensitive or confidential data on the form.  You also can not have any pre-filled Banner data on the form.  Please review Policy #860  /policies/information-technology/860/
Q: Can I use Banner data to pre-fill fields? A: Yes, you can use Banner data to pre-fill fields as long as your form is behind a login.  
Q: Can I ask for Confidential or sensitive data on a form? A: You can ask for confidential or sensitive data on a form if the form is behind a NetID login.  
 Q:  What is an OU EForm?  green thumbs up A:  EForms can be sent to multiple destinations for approval processing.  EForms can be submitted immediately to the appropriate office - no paper is required.  To electronically sign the form the user must enter their NetID login ID and password.  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 and comments made by the approvers.  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.
 Q:  What is a Fast Form? one stop circle  A:  Fast Forms have a single destination.  They cannot be re-routed.  Fast Forms can be submitted immediately to the pre-assigned email address.  The submitter will not receive an email when the form is closed.  Though, if the form is directed to UTS or the OU Helpdesk, you will receive notification from Footprints.  The form submitter will be issued email notification providing the link to the submitted form.
 Q:  What is a PDF form? pdf icon  A:  PDF forms may have some text boxes for data to be typed into the form.  But, they will need to either be printed and faxed, or saved to your computer and added as an attachment to an email.  Instructions for how to process each PDF form will be on the form itself.  
 Q:  Where do I send the EForm? A:  You send the form to the email address of the appropriate approver as you would the paper form.  Each form has Routing Instructions listed near the bottom to help you determine the action you should take.
 Q:  Where can I find a form I've previously submitted/approved? A: For form that have not been converted:  You can use Form Finder from the Main Menu to locate and reopen your form to review if it has been processed by reviewing the Signature Table at the very bottom of the form.
     
For converted forms (with bold labels): The user is required to save all email notifications so that the link within can be used to reopen the form.
 Q:  Why do I get an error when I try to send an email to someone with an @oakland.edu email address? A:  The email address is not a valid, at least as viewed by Banner.  The email address entered in the "Oakland email for routing" field of the EForms authentication box is verified against our active list of staff and faculty in Banner.  This is to help prevent an accidental misspelling of an email address and ensures an "official" Oakland University email address is used.  At this time, a student email address will not be allowed to receive forms routed to them.  A student may be granted access (if requested) to view and submit a form, but the form can not be returned to them through the "Oakland email for routing" process.  They could use the email that was sent to them when they submitted the form to reopen the form and view it's current status or take further action.
 Q:  What are the purposes of the Submit, Approve, Disapprove, Forward, Lock, Save and Unlock buttons? A:  Submit:  The submitter uses this button to send the form to the approver designated in the Routing Instructions.  If this is a Fast Form, the email address has been pre-determined and will receive notification by just clicking the Submit button.
Approve:  The approver(s) use this button to verify their approval of the submitter's request.
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 Web Form Signature Table and an email notification will be sent to the Submitter if the form is Disapproved.
Forward:  Used by approvers to pass along informational notification of the form content to any persons or offices requiring notification without specifying approval or disapproval.  It can also be used to return a form for more information.
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.
Save:  This button allows the user to save the current data entered and continue or revisit the form at a later time.  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 Web Form tracking and auditing and the Save button will no longer be available.
Unlock:  A form can be unlocked for further processing ONLY by the user responsible for locking the form.  The Signature Table at the bottom of the form will list the person who was responsible for locking the form.
  Q: How do I access submitted forms?

 A: Once a form has been submitted to the approver, 

                1. An email is sent to the submitter of the form
                2. An email is sent to approver.
                3. The approver can approve, forward, disapprove or lock the form based on the specified workflow.
                4. If the email is sent to a shared account the individual will have to log into the shared email account to access the form by clicking on the link in the email.  You have 2 options for approval. 

                                    I. The individual makes a comment noting their name approval or other action 
                                    ii. OR forwarding  the form to their individual email address then logging into their email and clicking on the link within the email.  The individual will be noted at that point as the person who processed the form

The following emails could be generated depending on the workflow process defined. 

EFORMS #(instance number) - Submitted - file name - sender
EFORMS #(instance number) - Approval - file name - sender
EFORMS #(instance number) - Approved - file name - sender
EFORMS #(instance number) - Forwarded - file name - sender
EFORMS #(instance number) - Disapproved - file name - sender
EFORMS #(instance number) - Locked - file name - sender
EFORMS #(instance number) - Unlocked - file name - sender 

 Q:  The Routing Instructions are not clear to me, how do I find out where to send the form? A:  Place your mouse cursor over the form's name on the main Administrative Forms home page here and it will display the department's name and telephone extension.  If you do not get the answer needed, please contact University Technology Services (UTS) at uts@oakland.edu.
 Q:  As an approver, can I correct a form prior to approving it? A:  Forms can be corrected by any approver if the form owner didn't restrict it.  Some fields have been protected (read only) from being modified in order to ensure the intent of the form submitter and that all Approvals are for the same request content.  If you do update a field, you can use "Approver Comments" to explain your changes.  Approver comments are then a part of your "signature" at the bottom of the form and can be viewed by anyone who accessing the form.  In addition, the person you "Route" the form to will see these approver comments in the email notification they receive.  
  ATTACHMENTS
 Q:  Is it possible to send attachments? A:  Yes.
- Click the Attach button at the bottom of the form.
- Browse for the location of the file you want to attach.  You may add up to 3 files at a time. 

Supported file attachment extensions include all text and image file types listed below along with file types AVI, EML, HTM, HTML, LOG, MOV, MP2, MPEG, MSG, PPT, PPTX, PSD, PUB, VSD, XML, and the PF (PerfectForms File) extension.

Text Documents are restricted to the following extensions: DOC, DOCX, XLS, XLSX, XLSM, CSV, TXT & PDF.

 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 the form and use the "Oakland email for routing" to Approve/Forward your revised attachment.
  BROWSER/DEVICES
 Q:  What web browser should I use? A: Online forms require the use of specific browsers.  You must use one of these browsers:
  1. The latest release of Internet Explorer, Firefox, or Chrome in a Windows 7 or 8 environment.  If you are not certain of your browser release, please contact your local IT support or helpdesk.
  2. Safari 8 and above, or Firefox 38.5 and above, in a Mac OSX environment.    
Other browsers are not supported and will disrupt successful use of online forms.  If you continue to have an inconsistent experience, please verify that you are using the correct browser, clear your browser cache, clear your browser history, completely close and restart the browser, and start the form from the beginning.
  FORM SEARCHES
 Q:  Can I search for a form or forms that were submitted by me, or that I approved?A:  For forms that have not been converted: Yes.  All Web Forms and Fast Forms collect data that is 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 Form Finder tool on the Web Forms Main Menu.  This search engine allows you to find forms based on the date submitted, form name, key data on the form or a users last name. 
      
For converted forms (with bold labels): The saved emails can be used to access the form OR the department can chose to get a Basic license by contacting uts@oakland.edu
 Q. Can I search on any form name?A. No. You can only search on the form that are routed to a basic user or the form can be forwarded to that basic user.
 Q:  What about confidentiality?  Can everyone do searches and see the forms I submitted?A:  Currently, the search capabilities of Form Finder are restricted to the submitter, approvers and other approved persons (such as form owners or specific personnel designated by the form owner).  Therefore, the only people that can search and retrieve your form are people who have been authenticated and whose name shows up in the "Signature Table" at the bottom of the form.


May 2015