You can access Digital Forms login through this link: Digital Forms
Digital Forms can be used to create and distribute forms including:
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Can see all drafted, approved and pending documents
Creating a Form Pack
Drafting and Sending a Form Pack
Documents are Drafted and sent from the ‘Documents’ page. Select 'Documents form the left hand menu.
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Adding agents to approval groups
Select ‘agent approval group’ (or similar) in the drop down box.
Check that the signature position here and approval number in the ‘Sign by’ field match for each external user
check that the Sequence number here and signing order number in the ‘Sign by’ field box match for each external user
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.
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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
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 move into the ‘Drafts’ section
Select the drop down arrow to view a summary of the documents contained within the draft form pack and of the approval sequence.
Select
to edit, send or delete. TPH admin can personalise your email templates if required
Once sent, the all people on the approval chain will receive an email alert
In the approval and pending pages the documents will be displayed in an inbuilt pdf viewer
To navigate between different documents within a pack, select the the dots above the in built pdf viewer on the approval screen
Operator/Approvers can view, approve, decline and comment on sent document packs
Chose the wrong form pack?
You can change the form pack in ‘General’ while in Draft mode and all relevant personal and production information that you have submitted will be retained in expandable documents field.
Completing a Digital Form
Recipients (crew) cannot alter anything in grey
Production can request TPH to lock off or make mandatory specific fields
Mobile number, bank account and super details will auto-populate if the recipient has previously used online form completion and is a freelance portal member
PDF submissions
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 thedocuments
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
Freelance Portal:
Users can nominate to join or log into freelance portal, to save their personal details for the next Digital Forms document.
Contracts in freelance portal save in Freelance Portal ‘Documents’ section
Once a recipient has completed their fields, the next person in the approval order (signatory order) will find the document in the 'Approve' panel in the Documents page.
Approved Documents
Once the document is signed and fully executed the signer, and all parties the approval set up will receive an email with completed documents in pdf format
Decline a document
Operator/approver users can decline a document and leave comments
The document can then be moved from the ‘Declined’ panel to ‘Drafts’
A document’s progress and history can be viewed in the Draft panel
Select the drop down arrow in the ‘Detail’ column
Expand ‘Show Activity’ to view which users viewed, approved, declined or moved a document.
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