Drafting and Sending a Form Pack
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 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).
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 (no signature) - signature position 5, signing order 1
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
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.
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.
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.
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, you can change the form pack in ‘General’ while in Draft mode. All relevant personal and production information that you have submitted 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 move into the ‘Drafts’ section