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E-sign Web Forms replace Paper Forms

E-sign Web Forms replace Paper Forms. Presented by: Bob Schneider Western Washington University. Introduction. A Web Form application that supports the move of almost any paper forms to electronic Web forms Eliminates most Paper Forms Provides Simple Workflow Easy to support and add forms

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E-sign Web Forms replace Paper Forms

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  1. E-sign Web Forms replace Paper Forms Presented by: Bob Schneider Western Washington University

  2. Introduction • A Web Form application that supports the move of almost any paper forms to electronic Web forms • Eliminates most Paper Forms • Provides Simple Workflow • Easy to support and add forms • Available today • ~76,000 Electronic Forms : Oct. 09 thru Sept 10, 2010 • Average 6,300 per month

  3. Western Washington University • Pacific Northwest, NW Washington, next to Bellingham Bay & San Juan Islands, 20 miles from B.C. • Undergraduate Public Inst. w/ 12,000 FTE • Banner since 1990

  4. Agenda • Why move paper forms to the Web? • Project Constraints • Types of Forms • Features • Tools • Benefits • Technical Aspects • Future

  5. Why Move Paper Forms to Web? • Eliminate Typewriter (Student Employee) • Fast and Efficient • More readable • What’s the latest version? • Who has the form? • Green

  6. WWU Project Requirements • Web Form Data Entry • Flexible routing • Electronic Signature

  7. WWU Project Constraints • Simple to use • Need develop & maintain hundreds of forms • Primarily supported by Help Desk • Simple technical implementation • Not a replacement for Banner Forms

  8. Types of Forms • Signature (attachments) - 21 • Fill-in on-line, print, sign, mail • Receipts • Fast Form - 9 • Fill-in on-line, E-mail, E-sign Optional • Off campus clients • E-sign Form • Fill-in on-line, E-sign, E-mail routing • Most forms are E-sign • Last 12 mo – 99% of created Forms

  9. Features • Web entry • Real-time • Latest version always available • Flexible email routing • Forms never lost • Can determine location with a click • Audit trail • Can set required fields • Print a paper copy

  10. Tools • Blank form locator • Web Form Finder • Search for forms • Individual & group security • Inbox • After 5 days auto reminder via E-mail • Statistics • Extracts

  11. Benefits • Save paper • Save time • Speeds up routing • Protect documents • Distribute correct versions of docs

  12. Demo – Screen Shots

  13. Roles of Form Processors Same as for Paper Forms: Submitter: (Danny Chan) completes form, submits w/ sign, -> Approver Approver: (Bob Schneider) approves w/sign, -> appr/proc Approver(s): (none), “” -> Final Processor Final Processor (Deanna Blackman) completes/”Locks”

  14. Submitter • Find the Form • Completes Form • Signs Form and Submits • Application: • Submitter Receives Pop-up Confirmation Notice • Submitter Receives E-mail w/ pointer to Form • Auto Sends approver E-mail for Approval

  15. Web Forms Home Page – Find a Form

  16. Fill in Leave Form – top half

  17. Save Leave Form – to complete work later

  18. Get Email with Link to saved form – click link to open form later

  19. Click to Attach supporting doc

  20. Browse to doc on file system to attach and click attach

  21. Select file to attach – click Open

  22. Click on Attach, then Done

  23. Pending Attachment, Enter To: email addr of approver, click on Check Email

  24. Enter To: email addr of approver, click on Check Email

  25. Submit Leave Form after entering To: – Auto Signature

  26. Submitter gets Pop-up Verification of Submittal

  27. Approver& Submitter gets E-mail with Form Link

  28. Click and see form w/auth – bottom half

  29. Approver • Clicks on E-mail message and Form • Changes data on the form • Approves / Disapproves With Digital Signature • Sends to next approver • Or Final Processor

  30. Approver gets E-mail to Approve Form

  31. E-mail with Pointer to Form

  32. Approver clicks to display form & enter / change data if needed

  33. Second half of form – Approver approves (or Disapproves) form & sends to another Approver or Final Processor

  34. Pop-up

  35. Second half of form – Approver disapproves

  36. Submitter gets email notice of disapproved form, submitter corrects and resubmits

  37. Final Processor • Does their work • Locks Form • Auto send Submitter confirmation Done

  38. Final processor – receives E-mail link, completes work & clicks LOCK

  39. locked

  40. Original Submitter • Receives email • Views form to see status

  41. Submitter receives Notice when complete

  42. Supporting Tools • Form Status • Reminder • Forms Finder • Inbox • Statistics

  43. Audit Trail • Click on Link in saved E-mail • Form with current status & all signatures • Changes made by each signer

  44. Audit Trail via Authentication Results (signatures), click on one to see status @ that time

  45. 5 Day Reminder

  46. Looking for a Form – Click on Find a blank Form

  47. Web Form Finder – Find a Submitted Form

  48. Form Finder

  49. Form Finder – Click on Dubbs

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