Are you struggling to manage your digital form workflows efficiently? Whether you’re a Production Accountant or Line Producer, understanding the ins and outs of Digital Forms can have a major impact on time-saving processes. Let’s grab your attention with a comprehensive walkthrough that will transform how you handle document workflows.
In this guide, we’ll dive into the world of digital forms, exploring the workflow from basic drafting to complex approval sequences. You’ll discover how to effectively manage form packs, handle multiple signatories, and navigate approval groups with confidence. We’ve designed this content to give you a simple, user-friendly guide, focusing on practical steps that will streamline your document management process.
Whether you’re new to Digital Forms or looking to optimise your existing workflow, this guide will walk you through each step of the process, ensuring you can handle any form-related task with ease.
Digital Forms Pack Management
Documents are Drafted and sent from the ‘Documents’ page. Select ‘Documents form the left hand menu.
At the top of the Documents page, you can navigate between draft, approve, pending, declined, approved and ‘all’ documents. In drafts, select the + symbol to begin creating a new document.
General
In the ‘General’ menu:
- select the desired form pack and project (same as Company ID name), from the drop down list.
- if no form packs are appearing please contact customer support as your user settings may need to be expanded
- enter the first name, last name of the subject/recipient of the document
- select country code and enter mobile number WITHOUT initial 0
- Please ensure mobile and email contact are correct here, as this is not easily fixed later
Sign By:
The sign by field will autopopulate with recipient details, as entered above/.
Use the + button on the right to add additional signers like cast\stunts agents or company directors as needed. Drag the order around to show what order they should sign in.
Sequence number and approval numbers:
It is important to complete the sequence number (chronological) and approval number (1/5) fields for additional users correctly. Otherwise, the document will skip desired approvers.
The signature position value entered in the pop up add signer box (above) becomes the default approval number, If the person signature is not required on the documents (eg only their approval) then make signature position 0.
External signers and production approvers have different signature fields.
Approval group
- Once the ‘Sign By’ details are completed, expand the Approval group field.
- Select appropriate approval group.
- User connection to approval groups is managed by TPH admin. Please contact TPH if you can’t see the relevant approval group in the drop down field
Once an approval group is selected, a grid displaying the Name (internal signers) or ‘External Signer’ label and their sequence number (signing order) and signature position numbers (Approval number) appears..
Documents
Expand each document attached to the form pack and complete any empty fields.
NOTE: If you click save without completing all required fields, digital forms will alert you to the missing fields.
- If the name, mobile or email address are amended, please expand each document title to check that the correct email has auto populated
- At this stage the creator only sees the fields that need to populated to draft the contract. This drafting page doesn’t make visible fields that the crew member will later complete
Chose the wrong form pack?
If at this stage you realise that you chose the wrong form pack, you can change the form pack in ‘General’ while in Draft mode. All relevant personal and production information that you have entered will be retained in the expandable documents field.
Attaching PDF uploads to Form Pack files:
Form Packs can be customised to allow for pdf attachments to each form.
In the example below, a contract amendment form title is expanded ( “+” button) and the operator can attach pdf files to this document.
- Required fields must be fully completed in order to successfully ‘save (button at bottom of page)
- Once you are able to save the document, it will appear in the ‘Drafts’ section
Locked Fields:
- Recipients (crew) cannot alter anything in grey
- Production can request TPH to lock/disable or make mandatory specific fields
Ready to streamline your digital form management process? Don’t let complex workflows slow down your productivity any longer. Reach out to our support team for personalised guidance on implementing these solutions in your organisation.
