Digital Forms can be used to create and distribute forms including:
Contracts
Contract amendments
Location agreements
Loss and damage forms
Multiple forms can be sent together in ‘Form Packs’.
Forms can be
assigned to approvers
sent to agents to be approved and filled
passed along a signature chain
integrated with user’s Freelance Portal (Australian productions only)
Operators:
Can only access the documents they created
Can 0 draft and send contracts. For example, this is appropriate for art, set dec and costume departments
if there are dots by a document it belongs to your own account and it is accessible
Operators/Approvers:
Can draft, send and approve documents.
This account type would be appropriate for extras departments
Admin
Can see all drafted, approved and pending documents
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
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
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.
A document can be opened for editing by selecting the three dot menu icon to the right of its listing in the drafts panel. Then select edit to make required changes before resending for approval.