Digital Forms can be used to create and distribute forms including:
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Documents are Drafted and sent from the ‘Documents’ page. Select 'Documents form the left hand menu.
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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
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Sign By:
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The sign by field will autopopulate with recipient details, as entered above/.
Use the + button on the right to add signers as needed.
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 approval number in the ‘Sign by’ grid (below, right).
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External signers and production approvers have different signature fields.
Adding Agents to Approval Groups
In the ‘Sign By' field area, agents and crew member must be added in accordance to the production’s agent approval group format (selected under the ‘Approval Group’ header)
For example;
Agent( with signature required) : signature position (app) 5, signing order 2
The recipient crew member’s sequence numbers must then also be adjusted:
Crew member with agent: signature position (app) 1, signing order (seq) 3
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Please note: Agent (no signature) - signature position 5, signing order 1
Approval group
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Once the ‘Sign By’ details are completed, expand the Approval group field.
Select appropriate approval group.
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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.
Confirm that the signature and approver details submitted in the ‘Sign By’ details field align with the preset rankings listed for the desired approver group.
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Adding agents to approval groups
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Recipients can be asked to attach/upload pdf attachment as part of their form completion
e.g. Superannuation forms, vehicle logbooks
These attachments are only viewable in digital forms. Creators and Approvers must log into digital forms and then download these attachments
To download, select the documents icon, then download arrow icon next to the desired attachment.
2FA Phone Code Not Received
If, even after selecting ‘send new code’ twice, you don’t receive a new code, production will have to confirm that they have submitted the right user mobile number to TPH
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