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KEY: General Form Functions - Black Tool Bar located on the Bottom of the form
Review this section for general form workflow functions used in Softdocs Etrieve forms.
Approve
Click this icon if everything on the form is correct and complete, and you approve the changes. Approving the form moves it further along the process workflow. Note: if you are a member of a WF Approver Group for a department or college, each member of the group receives the form simultaneously. If one member approves the form before the others review, it will move the form forward in the workflow without their action involved. If more than one person in the group needs to act on the form, use the Refer button to pass the form back and forth until the form can be approved and moved to the next step in the review process.
Decline
Click this icon to stop the workflow and deny the request. Please complete the Denial Reason text box to explain the reason for denying the request. Then click the Decline Icon on the tool bar.
The Declined form (pdf) will be saved in the student’s electronic student folder (Etrieve Content) where the form history will be retained.
Refer
Click on the Refer icon if reviewing as a member of a WF Approver Group and you wish to send the form directly to another member of the group, or another staff member to take action on the form before it is approved. Clicking on the box will display a directory of users to send the form to by name and User ID. Search for the person to refer the form and click save and close. This will route the form out of the group inbox and directly to that person, but it will remain on the workflow step of the process. Once the person takes action on the form (i.e., enters comments, updates the request, changes advisors or changes attributes), they will click approve and the form will route back to the person who referred the form. Then, that person should click Approve to move the form forward in the workflow.
Return
Click on the Return icon to return the form to a user who completed the form before you. A notification will be generated that the form needs their review. However, it will not indicate the reason for the return. Please record comments in History so the receiver can determine what they need to do to correct the form. Once the receiver makes changes and approves, the form will be sent back to the person who returned it. Approve to move to the next step in the workflow or Decline to end workflow, entering a Denial Reason first.
History
All reviewers will have access to the form History icon on the black tool bar located on the bottom of the form. Click here to view the process flow for the form prior to your access. You may also record comments here that will be saved with the form. Make sure to save your comments before closing the history button. You may edit the comment or delete the comment from the bar appearing on the right of your comment, before you take further action on the form.
Attachments
Click on the Attachments icon to access documents attached to the form by a previous user or to attach your own documents. These documents will travel with the form along the workflow and be retained in the Etrieve Content electronic student file.
Locked
Once an advisor or member of the WF Approver group opens the form in Etrieve, the form is Locked. The person must either move the form through the process (approve/refer/decline) or unlock the form before it can be accessed by anyone else.
If you open a locked form, clicking on the Locked Icon will indicate who has the form locked and you will not be able to act on the form until it is unlocked (by the person who locked it or by a workflow administrator).
To unlock the form, click on the Locked icon and then select a different form from your inbox or exit Etrieve at this time.
Download
Allows the user to download a copy of the form for their personal files in the state it was completed when they downloaded it. You must complete this action before approving/declining the form if you wish to keep a copy.
Print
Allows the user to print a copy of the form for their personal files in the state it was completed when they printed it. This action must be completed this action approving/declining the form if you wish to keep a copy.