WSU E-FORMS SYSTEM

WSU E-FORMS SYSTEM

User Guide

For assistance, contact: Office of Procedures, Records, and Forms

Information Technology Bldg. 3089 Pullman, WA 99164-1225 509-335-2005 prf.forms@wsu.edu

May 2021

WSU E-Forms System User Guide

Table of Contents

INTRODUCTION ........................................................................................................................................ 1 WSU E-Forms System Description .......................................................................................................... 1 Requirements........................................................................................................................................ 1 Log-In ....................................................................................................................................................... 1

CLIENT HOME PAGE ................................................................................................................................ 3 Form Classifications ................................................................................................................................. 3 E-Forms Templates .................................................................................................................................. 3 Empty Classification Folder................................................................................................................. 4 Action Buttons.......................................................................................................................................... 4 Starting a New E-Form ........................................................................................................................ 5 List E-Forms......................................................................................................................................... 5 Print a Blank Form ............................................................................................................................... 6 Find by Report I.D. Button ....................................................................................................................... 6

WORKING WITH E-FORMS IN THE SYSTEM ....................................................................................... 6 Unique E-Form Identifier ......................................................................................................................... 6 Navigating Through an E-Form ............................................................................................................... 6 Required Form Fields........................................................................................................................... 6

TRAVEL EXPENSE VOUCHER E-FORM ................................................................................................ 6 SPONSORED PROJECT ACTIVITY REQUEST E-FORM....................................................................... 7 REQUEST FOR SHIPMENT OF MERCHANDISE E-FORM ................................................................... 7

Required Fields......................................................................................................................................... 7 Authorization of the E-Form .................................................................................................................... 7 BOTTOM NAVIGATION FRAME............................................................................................................. 7 Using the Bottom Frame Buttons ............................................................................................................. 8

Attaching Files ..................................................................................................................................... 8 Uploading Attachments........................................................................................................................ 8 Viewing List of Attachments ............................................................................................................... 9 Save Draft............................................................................................................................................. 9 Return to Sender................................................................................................................................... 9 Finalizing an E-Form ......................................................................................................................... 10 WORKFLOW ............................................................................................................................................. 10 Inbox Workflow Page............................................................................................................................. 10 Send to Personal Inbox....................................................................................................................... 10 Send to Group Inbox .......................................................................................................................... 11 Save Workflow Selections ................................................................................................................. 11 Workflow Folder .................................................................................................................................... 12 Personal Inbox.................................................................................................................................... 12

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LIST SAVED E-FORMS PAGE ................................................................................................................ 12 Editing E-Forms ..................................................................................................................................... 13 Copying E-Forms ................................................................................................................................... 13 Printing E-Forms .................................................................................................................................... 13 Selecting Multiple E-Forms ................................................................................................................... 13 Print List or Export Multiple E-Forms ............................................................................................... 13 Searching E-Forms ................................................................................................................................. 14

WORKFLOW REPORTS .......................................................................................................................... 15 Review Current Status of Workflow Item .............................................................................................. 15

Review Current Recipient of Workflow Item ............................................................................................. 17 TROUBLESHOOTING.............................................................................................................................. 18 RESOURCES ............................................................................................................................................. 19

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Figures

Figure 1 E-Forms Web Page.......................................................................................................... 2 Figure 2 Login Screen.................................................................................................................... 2 Figure 3 Form Template Action Buttons ....................................................................................... 4 Figure 4 Select a Form Template Group for Listing...................................................................... 5 Figure 5 Navigation Buttons to Process E-Forms.......................................................................... 7 Figure 6 Attach Scanned Files ....................................................................................................... 9 Figure 7 Attachment List ............................................................................................................... 9 Figure 8 Send Filled-In E-Form to Another User or Group ........................................................ 11 Figure 9 Click on [Submit to Workflow] Button......................................................................... 11 Figure 10 Form Is Available in Personal Inbox........................................................................... 12 Figure 11 Select a Form Record for Editing ................................................................................ 12 Figure 12 Print List ...................................................................................................................... 14 Figure 13 Select Multiple E-Forms.............................................................................................. 14 Figure 14 Search the List of E-Forms.......................................................................................... 14 Figure 15 Find an E-Form Using the Report ID .......................................................................... 15 Figure 16 Display Report Page .................................................................................................... 16 Figure 17 Workflow Report......................................................................................................... 16 Figure 18 Form Status box........................................................................................................... 17

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