TransForm Tutorials

PURPOSE Reduces costs by moving to an entirely paperless system. Reduces the dependence on physical storage. Improves the speed and quality of the form process. (Fewer Human Errors!) Introduces tools that improve and increase oversight over the lifespan of a form.

PURPOSE Administrative section allows our department control and oversight over our forms. Allows us to watch the workflow of our documents in real time. Gives our office the ability to interact with and solve potential issues before they affect the students and faculty.

Table of Contents 1. How to Initiate a Form 2. How to Sign a Form (Faculty/Staff) 3. How to Save a Form 4. How to Open a Saved Form 5. How to Send a Form for Review (Before Signing)

1. How to Initiate a Form Start at the forms webpage, which can be found on the graduate school website, under the ‘Forms and Letters’ link in the left menu. Be sure to select the correct menu (Master’s non-thesis, Master’s thesis, Ph.D.). Then choose the form you wish to fill out from the selection of forms.

How to Initiate a Form Left clicking the form of your choice will open up a new tab that will prompt you for a login and password. Make sure to use your ecampus username as the login, and sakai/wireless password as the password. If you need to have your password reset, please follow the instructions listed on the forms page.

How to Initiate a Form You will now find yourself in front of a digital version of the form you selected. Be sure to fill out all necessary information. Use the ‘Next’ button highlighted to the right to move from page to page.

How to Initiate a Form On the last page of the document, you will find a block much like what you see on the right. Please ensure you fill out every signatory listed if applicable. This is what will guide the system in sending the form to whoever needs to sign the document. Once you have filled out this information, click the Sign/Submit button listed in your area (this is almost always the first signature bracket.) The appropriate button for this form is highlighted in red.

How to Initiate a Form Upon clicking the ‘Sign/Submit’ button, you will be prompted to once again enter your username and password. This is the same login information used when first entering the form.

How to Initiate a Form Once entered, the form will flash, and you will see your signature appear in green under your name in the signatures area. From here, the system will automatically send the form to the next signee listed on the form. You may close the window at this time. You do not need to send the form to anyone; TransForm routes the form automatically.

How to Initiate a Form Once you have signed, you will receive an email with a tracking number confirming that you have submitted the form successfully. Your tracking number will enable the Graduate School to find out where your document is in the signing process. Please have it ready if you call or email with questions concerning your form.

2. How to Sign a Form (Faculty/Staff) The first notice of being a signee on a form will be an email that has been automatically generated on the student’s behalf. It will contain a brief description and a link to the form. To initiate signing, left click on the form to open it in a new tab.

How to Sign a Form (Faculty/Staff) Left clicking link will open up a new tab that will prompt you for a login and password. Make sure to use your ecampus username as the login, and sakai/wireless password as the password. If you need to have your password reset, please follow the instructions listed on the forms page of the Graduate School website.

How to Sign a Form (Faculty/Staff) Once you have entered your login information, you will be shown a filled out form. The information will be locked and cannot be edited. To find the page for signatures, click the ‘Next’ button (highlighted on the right) until you hit the final page.

How to Sign a Form (Faculty/Staff) On the final page you will find a Signatures section. Navigate to the block with your name and position listed and select the Sign/Submit button. It is imperative that you sign in the proper location. In the example on the right, the appropriate button for the Major Professor to select is highlighted Red. The Department Chair or Graduate Director would select the button highlighted in Purple. If there is confusion, please consult the email notification, which will list your position.

How to Sign a Form (Faculty/Staff) Upon clicking the ‘Sign/Submit’ button, you will be prompted to once again enter your username and password. This is the same login information used to enter the form. Once entered, the form will flash, and you will see your signature appear in green under your name in the signature area. From here, the system will automatically send the form to the next signee listed on the form. You can now close the window; you do not need to send the form to anyone.

3. How to Save a Form To save a form in progress, select the ‘Download’ button highlighted in red on the right. Keep in mind that once the form has been signed by anyone, the information will be locked into the form, and cannot be edited.

How to Save a Form Select the ‘Download’ button to download a local copy of the form to your computer.

How to Save a Form It is highly recommended that you create a folder just for saved forms in an easy to find location, such as your desktop.

4. How to Open a Saved Form On the form page of the Graduate School website, select the link for opening .pff files.

How to Open a Saved Form Once in this form, click the ‘Open’ button (highlighted in red), navigate to the location where you saved your form, and open it. You will now be able to finish your form.