Create Complete Form and Sign Workflow Process

The Complete Form and Sign Workflow Process enables admins and editors to request from a selected set of users to download, complete, and upload a specific set of forms to specific Content Types.The same set of users (also known as One Uploads and Signs Form mode) or a different set of selected users (also known as One Uploads Form and One Signs mode) are asked to sign the uploaded forms. To create this workflow process, do the following steps:

  • Go to Workflow Viewer in Workflow view and click on the Workflow Wizard button.
  • In the first step of the wizard select Complete Form and Sign from the list of workflow processes. You can:
    1. Select a Study in which the process is created (only active studies are displayed)
    2. Optionally modify the workflow process description and name
    3. Select the category to which the new workflow process will be added
    4. Select whether this workflow process should be started immediately after its creation
    5. Specify whether or not to notify the workflow initiator upon process completion.
  • The number of tasks included in this workflow process is determined according to the option selected from the Form Assignee and Signer list. This list includes two options: One Uploads and Signs Form (default) and One Uploads Form, One Signs. The first option enables one set of users to complete, upload and signs forms. The second option enables two different sets of users to complete, upload and sign forms. 
  • If you select the option One Uploads Form, One Signs, then another list will appear with two options: Multiple Forms, Single Signer and Single Form, Multiple Signers. To move to the next step of the wizard, click Next.
  • In the Upload Form step, you should:
    1. First, select forms (from Content Types) to be completed and uploaded by persons. You can add forms through the Upload menu in Document Navigator and specify the Document Type to be FormYou can view the content of any form in the displayed hierarchy using the document viewer.
    2. After you select at least one form, the list of persons (required to complete and upload the selected forms) is enabled for selection. The list of persons is displayed by Organization, where you can mark persons and click on the Add button to add them to Recipients list. You can add more forms and persons to the recipients list. Additionally, you can delete entries in this list by selecting these entries and clicking on the Delete button. Furthermore, you can export the content of the recipients list to a CSV file by clicking the Export button.
    3. You can add a customized message that will be appended to the notification message, select upload due date, Metadata required to be filled, and the frequency of email reminders sent to users who should complete and upload the forms. To move to the next step, click Next.
  • In the Notify Signers step (may not be included in the process), you should select persons who should sign the completed forms. This step shows two lists, the one at the left hand side shows persons (by Organization) selected to complete and upload forms (selected in the previous step) in addition to their assigned forms. The list to the right shows all persons grouped by Organization. To select persons who should sign the uploaded forms, drag forms from the left and drop them at the selected persons at the right and forms will be displayed below those persons. You can also specify signing start and due dates. To move to the next step of the wizard, click Next
  • In the Signing Plan step, you specify signing details including the location of the signature block where signers should sign (also called signing plan options)
    • If you selected Multiple Forms, Single Signer, then signing plan options are Default, where signature block is placed at the bottom right corner of the last page, or Manual, where signer could manually select the location of the signature block.
    • If you selected Single Form, Multiple Signers, then only the Manual option is provided. To move to the last step of the wizard, click Next.
  • The final step of the wizard provides workflow summary. Click Finish to conclude the wizard and create the workflow process.