The WebForm Workflow page further explains the different form statuses available.
The WebForm manager in PICSWeb features various options for processing forms. Both the WebForm List and WebForm Summary can be used for the following processing actions:
Updating the form status
Reassigning the form to a new owner
Sending out reminder emails to remote signatories
Processing Individual Forms in the WebForm Summary
The Form Details section of the WebForm Summary displays the form Status in a drop-down menu, which you can use to process the form between different statuses. Selecting this menu will open a list of available statuses. If a form is Completed, no status change options will be available.
After selecting the new status, you will be prompted to confirm the change. Select Yes to confirm.
If the form’s status has been set to Submitted, it is possible to Reject the form and have the form owner re-submit it. When you choose this option, you will need to enter the Reason and any Feedback Notes to explain the rejection. Reasons are maintained by your database administrators in Rejection Reason Configuration.
You can also choose to Automatically Resend Signature Requests. If this is switched on, once the form has been rejected, emails for remote signatories will be sent out again for them to fill and sign the form.
If a form's status has been set to either Live or Rejected, an option will be available to reassign this form to be filled out and submitted again.
Selecting Reassign Form will open a window where you can enter the following details:
Reassign To – Here you can choose which PICSWeb Officer to assign the form to.
If the form status is Awaiting Remote Signing, you can send a reminder email to all recipients who have not yet filled and signed their section of the form. To do this, go to the Remote Signatures tab in the WebForm Summary and select Send Signature Request Reminders.
You will be asked to confirm before the emails are sent. Select Yes to continue.
Redirecting Bounced Forms
If an email for remote fill and sign has bounced, or the incorrect email address was entered, it is possible to redirect the form from the form summary. To do this, use the Status drop-down menu to first choose Stop Remote Signing, which will change the status to Rejected, then choose Return to Live. The button to Fill and Sign the form will now be available again in the form summary, meaning that you can enter alternative email addresses and restart the remote fill and sign process.
Processing Individual Forms in the Form List
The … icon by each form in the Form List will open a menu with various processing options depending on the Status and Remote SignatureSummary.
If the form status is Submitted or Remote Signing Completed, the option to Approve the form will be available.
Bulk Processing Forms in the Form List
A tickbox is available by each form in the Form List. These boxes can be used to select multiple forms, along with the box at the top of the list which can be used to select or deselect all forms in the current list.
Bulk Updating Form Status
If you have selected multiple forms with the same status, you will be able to change the status of all selected forms. Selecting Update Status will open a window where you can choose the new status for the forms. Select Save to confirm the change.
Reassigning Multiple Forms
If all selected forms have the status Live or Rejected, you will be able to change the Owner of all selected forms. Selecting Reassign will open a window where you can choose a PICSWeb Officer to assign the form to and add any Feedback Notes as necessary. Select Save to confirm the change.
If all selected forms have the status Awaiting Remote Signing, you can send out a reminder email to all signatories who have not signed yet. Selecting Send Signature Reminders will open a window explaining the reminder email. Select Yes, Send to confirm and send out the reminder emails.