Digital Forms can be used to create and distribute forms including:
Contracts
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)
Getting Started
Once successfully logged, users can select their production form the drop down menu.
Set up your signature, after the first log in. This signature is not locked, and there are options to change signatures when completing signatory fields.
To set up your signature, navigate to the top right menu. Settings → Signature.
Type or draw your signature as desired.
You can return to the home page using the 'Home ' buttons on the left hand menu button or top home icon.
Home Page Navigation
The home page display a user’s basic profile information, and a summary of forms progressing through the queue. The recent activity panel displays document activity within the production, your won own and others.
Editing your Own Profile
Users can add an avatar from the ‘Edit Profile’ button on the home page.
DO NOT attempt to change your own email address here as this will lock you out of your account.
Please contact TPH if you need to update your Digital Forms email address.
User Types;
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
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.
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( 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
Please note: Agent (no signature) - signature position 5, signing order 1
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
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 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
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.