CTC eForms for Faculty & Staff Selecting and Routing eForms

Login to CTC eForms To get to the eForms webpage you can type the URL directly in the web browser search bar or, you can click Forms on the Faculty & Staff link of the CTC Home Page and,

Login to CTC eForms then click the eForms link and, then click the Login link.

The Login Screen Whichever way you choose, it will take you to the login screen shown below. Your Username is the same as your WebAdvisor Username. Your default password is your six-digit birthdate (mmddyy). It is highly recommended that you change your password once you are logged in.

Document Library Doc-e-Fill opens to the document library. The toolbar icons are explained in the Icon Glossary

Document Library Doc-e-Fill opens to your Document Library. Click the gold key icon to change your password.

Document Library You can click the Collapse Library option to hide individual forms (1) and click the Expand button (2) beside a group to see available forms. (1) (2) To open a form, click the form name in the library (3). (3)

Filling In Forms Most forms will pre- populate your CTC ID, Last Name, First Name, and Middle Name (1). Required fields are indicated by red asterisks (2). Not all required fields are required by the form initiator, some are required before archiving. (1) (2)

Filling In forms If you try to send a form that doesn't have all the required fields filled in, required fields will turn yellow (1). Fill these fields in and then click the Send button again. (1) You can add notes in the Comments field before sending a form (2). Once sent, comments become permanent and stay with the form when archived in Doc-e-Scan. (2)

Saving Incomplete Forms If you have started a form and want to finish at a later time you can save the form by clicking on the Save Draft button. Open saved forms by clicking the Draft icon. Then click the desired form from the menu.

Form Routing To be processed properly, forms must be routed correctly. Some forms are set up for Ad Hoc (non-specific) routing. This is what allows you to send forms to your supervisor and other individual employees. The Destination field (1) is the key to routing your forms. Make sure the correct destination is displayed before you click the Send button. For example, if you are on Central Campus you probably don't want to send leave forms to Employment Services Texas. (1) Be sure to send your forms to the correct destination! Sending forms to the wrong location may delay processing or result in rejected forms.

Form Routing There are different destinations for some forms depending on which campus you work at or what your last name is. Payroll and Employment Services have multiple destinations: – Payroll Texas A-F- Employment Services C&I – Payroll Texas G-R- Employment Services Texas – Payroll Texas S-Z – Payroll Continental – Payroll Europe – Payroll Navy – Payroll PFEC Other destinations include Benefits, Budget, Pension, Training, and more. Individual employees cannot be selected from the Destination drop-down menu. Find employees using the Search field.

Form Routing To send the form to another person or department, type the person’s last name or the department name in the search field (1) and click the Search button (2). (2) (1)

Form Routing The number of matching names found will be displayed in red text under the Search button (1). (1) Click the drop-down button beside the Search Results field to see all matching names returned (2). (2) Select the recipient's name from the list and it will be displayed in the Destination field (3). (3)

Form Routing After you have verified the form destination click the Send button. Doc-e-Fill will ask you if you are sure you want to send the form to the selected destination. Click OK.

Form Routing If you need to send a form backwards in the route it took to get to you click the Destination drop-down and click History (1). Then click the Destination drop-down again and select the person or inbox (2) you want to send the form back to. (1) (2) Then click the Send/Authorize button (3). It is good practice to add a comment as to why the form was sent back. Clicking the Deny button does NOT send the form backward. It will be sent to whoever is in the Destination field and the history will show Denied instead of Approved. (3)

Follow Your Forms Forms that have submitted been submitted but haven't been archived in Doc-e-Scan yet will be listed here (2). To see the status of your sent forms, click the Submitted icon (1). (1) (2)

Follow Your Forms If the form you are looking for does not show up in the Submitted Documents list it may have already been archived. To see archived forms (forms filed in Doc-e-Scan) click the Completed icon.

Follow Your Forms Forms that have been sent to you (as part of a form route or sent back to you through History) will show up in your inbox. Click the Received icon to view your inbox.

Viewing Submitted and Completed Forms Clicking the form in either the Submitted or Completed Documents will open the form and display the history at the bottom The history shows all comments (1) and actions (2) taken on the form. (2) (1)

Sending Forms with Attachments To send an attachment with a form, click the Attachment button at the bottom. In the pop-up dialog box click the Choose File button (1). (1) (2) (3) (4) Remove unwanted attachments by selecting the attachment and click the Remove button (4). When the file shows in the Attachments dialog box click the Submit Attachment button (3). Double-click the desired file in the Open dialog box and then click the Attach File button (2).