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OU Home  >  University Technology Services  >  Common Good Core Resources  > Forms  >  FAQ on Web Forms
FAQ on Web Forms

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  GENERAL INFORMATION
 Q:  How do I access a form?  A:  To access any of the web forms, click on the link for the form you need from the Main Menu and login with your NetID and password (this is the same as Webmail).

Web Forms Sample Login Screen

 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:  Will these forms print correctly?  A:  Yes.  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 Web Forms process.  UTS programming and development resources WILL NOT be allocated to resolving printing issues.
 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:  What is an OU Web Form?  green thumbs up  A:  Web Forms can be sent to multiple destinations for approval processing.  Web forms can be submitted immediately to the appropriate office - no paper is required.  To electronically sign the form the user must enter their NetID and NetID 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 from Web Forms.  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 Google Form?  Google logo  A:  If you have a Google form, it can be added to the Main Menu and listed with any other departmental forms.
 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:  What is a Signature Form?  Paper and pencil  A:  Signature forms require accompanying paperwork.  You can complete this form online, however, it must be printed out, signed and returned to the department.
 Q:  Where do I send the Web Form?  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:  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.
 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 "Route To" field of the Web Forms 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 "Route To" 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, Duplicate 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.
Duplicate:  The Duplicate button creates a copy of a completed (locked) form.  This useful feature eliminates redundancy when submitting multiple forms with similar data or resubmitting a complex form.  When using the duplicate form button, please be certain that you clear all form fields that do not apply (e.g. comment fields, date fields, "For Office Use Only" fields, etc).
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:  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.  You can verify what changes were made by clicking on any line in the Signature Table, if fields were modified by that approver, they will be highlighted (light purple) on the form.
 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.  You can verify what changes were made by clicking on any line in the Signature Table, if fields were modified by that approver, they will be highlighted (light purple) on the form.
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  ATTACHMENTS
 Q:  Is it possible to send attachments?  A:  Yes.
- Click the Attach button at the bottom of the form.
- Click the Browse button in the new window
- Browse for the location of the file you want to attach.  You may add up to 4 files at a time.  If you require more than 4 attachments, you can select the Attach button more than once.  Add a description for any files that the viewer of the attachments will find useful (optional).
- Click Upload file(s).  If the file is an appropriate extension, you will see it listed as 'Successfully Uploaded.'   
- Click Done.
- You will now see 'PENDING ATTACHMENTS' listed on your form.
- Click Save/Approve/Forward/Disapprove and your attachment will become a part of the form.

Supported file attachment extensions include:  .xls, .doc, .pdf
If your form requires another extension type, please contact University Technology Services (UTS) at uts@oakland.edu with details.

 
 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 "Route To" to Approve/Forward your revised attachment.
  BROWSER/DEVICES
 Q:  What web browser should I use?  A:  The recommended browser is Internet Explorer (version 8.0) or Safari.  While most forms function in other browsers/devices (e.g. Firefox, Chrome, iPhone Safari), you may see some formatting issues.  If you are experiencing problems, we suggest you first make sure you've attempted to use the recommended browsers.  If the issue persists, please contact UTS (uts@oakland.edu) with details of the issue.  As testing of new versions and different browsers are complete we will update accordingly.
  FORM SEARCHES
 Q:  Can I search for a form or forms that were submitted by me, or that I approved?  A:  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.  
 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 ans whose name shows up in the "Signature Table" at the bottom of the form.
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  HOW DO I GET MY PAPER FORM INTO WEB FORMS?
 Q:  Can I convert my process to a web form?  A: We hope so! Many business processes have already taken advantage of web forms. View a list of your options for types of solutions you may want to consider here.
 Q:  I've reviewed the options and I think my departmental process could be a web form, but I have a few questions. Where can I get more information?  A: You can fill out the Form Information Request from the Main Menu with your specific questions. This will be received by the Web Forms Administrators who will be best suited to answer your specific questions.
 Q:  Okay, I've reviewed my process, spoken with all the stakeholders to verify our process and I'm ready to request a Web Form. What do I do next?  A: The Form / Workflow Request on the Main Menu is for the campus community to request a web form. You should be able to answer the questions at the top with a 'Yes' value. This is intended to clarify that the business decisions for your process have been thought through, and you are prepared to partner with UTS in the necessary testing of your form. If you feel you are ready, but have questions about filling out the form properly, you can use the Form Information Request to reach the Web Form Administrators, or contact UTS (uts@oakland.edu).
  ADMINISTRATOR
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