Softdocs/Etrieve FAQ

• When will forms go live?
  • Some forms are already live with many more rolling out as the related department is ready to roll them out. Fall of 2024 we are on-boarding Human Resources, Advancement, Business Office, and Registrar's Office. After these departments are completed Financial Aid and departments currently using Dynamic Forms will start being on-boarded late Fall 2024. We hope to start on-boarding more departments Spring 2025.
• Will the workflow step actors/approver(s) be set beforehand or do I need to enter them?
  • This will depend on the form's workflow. Some workflow steps might go to a set group of people, some steps may always go to the same individual, some might allow the approver to choose the next approver, and others might allow the originator to set one who the step actor will be. These settings are based on each step of the workflow and not for the entire workflow itself.
• What happens to a form that has an incorrect E-mail entered for a step actor?
  
  • If the E-mail is not valid the form will be sent to the default actor set for that form.
  • If the E-mail is valid, but not the correct person, the form can be moved to the correct person by the responsible department through workflow monitor OR the person it is currently assigned to can refer it to the correct person.
• Will I see who is next in the workflow?
  • No, unless the workflow allows for user directed routing at the current step.
• Who will be able to see a form?
  • A form will only be viewable if you have the correct permissions to submit the form. Form permissions are tied to groups in Etrieve Security that can be updated by CSIT.
• Do I need to write my signature on a form?
  • No, you are required to login via NWU SSO (single sign-on) to confirm your identity. Clicking the approve button on a form counts as a valid legal signature.
• Can forms be sent to external users?
  • Yes, forms can be sent to external users, however, we cannot validate their identity by SSO so signatures must be collected using an e-sign actor step in the workflow. This will behave like traditional e-signatures.
• Will we be able to see all of my completed forms?
  • There will be history of forms that you took action on but you may or may-not have access to see a completed form once it is filed as a document in Etrieve Content depending on security permissions. If you need access to a document for a completed form that you cannot see, please contact the department responsible for that form.
• Will I be told if a form workflow is completed?
  • We have the ability to customize who is notified when a workflow finishes (approved or denied). As a general rule we will always set the originator to receive a notification that the workflow has finished.
• What happens if multiple people need to take action at a step but that ability was not built into the workflow?
  
  • This will depend on the workflow and how the department who owns the form wants to handle the situation but it may be possible through workflow monitor or the department might seek other forms of approval (ex: attach an E-mail) and add a comment to form.
• What forms are being migrated from the website and Microsoft Forms?
  • Forms are only being recreated by request and in some cases it will be better to keep forms on the website or Microsoft Forms. If you are interested in moving a form to Softdocs please submit a ticket to CSIT to request a discovery session and we will work to find the best solution to your needs.
• How do we get a new form built?
  • Please submit a ticket to CSIT.
• Will notifications stay in my inbox after I take action or a form?
  • No, it will move from Inbox to Activity.
• Can the inbox in Central sort into folders?
  • The inbox cannot be split into sub-folders. Each form will have a unique name with a prefix for the department that owns the form and will sort by date.
• How many steps will there be in a workflow?
  
  • All workflows are custom created and can have as few or as many steps and actions as the department needs.
• How do I access Softdocs/Etrieve?
  • Marketing will be adding a link to Inside NWU or you can bookmark Etrieve Central.
• Will documents in Etrieve Content be linked to Self Service?
  • No, we will not have integrations to view any forms or other documents that are filled into Content from Self Service.
• Can notification E-mails be customized?
  • All E-mails from the system are custom made and can pull information from the form to insert into the E-mail.
• Can you print or download a form you have submitted?
  • Yes, there are buttons in the bottom ribbon.
• Are form fields mandatory to fill?
  • Each field can be mandatory or not depending on the needs of the department who owns the form.
• Can multiple approve at the same step?
  • Yes and no. If all people will be doing is hitting approve or decline then yes this will work. If you want multiple people to be able to add an actual signature or fill out fields on the from, only the last person to submit would be retained.
• Can reminders be sent if a form is stuck at a workflow step for too long?
  • Yes, this can be customized but is usually set to start notifying daily after two days.

If you have additional questions please submit a ticket or send an E-mail to support@nebrwesleyan.edu.