eForms

Frequently Asked Questions

eForms is MSU's electronic forms routing and approval system.

When you enter the eForms interface, you will see all the forms that are available to you.

The videos listed below, workshops, and a test environment located at training.eforms.msstate.edu.

eForms is built upon open source software known as Kauli Enterprise Workflow. This was chosen primarily because of the flexible workflow engine which provides a feature known as "ad hoc" routing.

If an eForm is disapproved, every person who has touched the eForm as an Initiator, an Approver, or a Handler, will receive an acknowledgement in their Action List that the eForm has been disapproved. The eForm cannot be routed any longer and is finished.

The Next Recipient to Approve is the next person in the routing chain who has the authority to approve, dissapprove, and finalize an eForm. The Next Recipient to Handle is a person who does not have approval or disapproval authority, but can route the eForm to another recepient or finalize the eForm.

No. You may only search for and locate an eForm that you have touched as an Initiator, an Approver, or a Handler. Also, any member of an eForms group can access documents that were previously handled or approved by any member of the group.

If anyone in the routing chaing determines that the initiator needs to correct information in an eForm, Return to Previous is used. Each person in the routing chain uses this function until the eForm reaches the Initiator. Note: The Initiator is the only person who an make a change within an eForm.

If there is information on an eForm that needs changing, the eForm must be routed back through the initial routing chain until it is returned to the initiator. This can be done by entering the previous sender's NetID and selecting the Return to Previous button along with a note instructing the receiver to do the same until it reaches the initiator. The initiator makes the correction or change, then routes the eForm appropriately.

These terms are used interchangeably to refer to the basic block of information that can be initiated, routed, and finalized within the eForm system.

When you initiate, approve, or handle a document, you “touch” that document.  Additionally, if you are the recipient of a note associated with a document, you “touch” that document.  When searching for a document, you can access only those documents that you have previously touched.

A finalized document cannot be modified or routed.  However those who have previously touched the document can add notes and/or attachments to the document after it is finalized.