Submission Processing Guide
Overview
The “submission overview” pages provide an interactive environment for processing submissions and collaborating with submitters. These pages replace the legacy submission view and detail screens.
Submitter Process
Submit Form: The submitter completes and submits a form.
View Submission: By logging into their account and selecting the relevant submission from the history tab, the submitter can access the submission overview screen. Here, they can view the submission details and its processing status.
Respond to Requests: Submitters can respond to correction requests, download their submission, and share it with other account holders.
Agency Process
Review Submission: Authorized staff members review the submission and perform workflow tasks according to the designed workflow.
Annotate and Request Corrections: Staff can annotate the submission and request corrections. This locks the submission, preventing any changes until the review is complete.
Complete Review: After defining all correction requests, staff use the “Complete Review” button to pass control back to the submitter, enabling them to make the necessary corrections. This collaborative process allows control to switch between the reviewer and the submitter.
This document acts a guide to agencies in how to use the functionality.
Submission Processing
Multiple submission processors can be assigned to a submission through workflow task assignments.
The workflow system can notify staff members when their tasks are due. In such cases, staff members will receive an email alert, and the relevant submission will appear on their dashboard.
Submission processors have the flexibility to tackle tasks based on the automatic ordering of the processing dashboard. Alternatively, they can search, filter, or reorder tasks within the dashboard to select submissions they wish to work on.
Once a submission processor selects a submission to process, their goal is to complete the assigned tasks. This may involve simply marking tasks as complete or reviewing submission details. During this process, staff members can perform various actions, including:
Modifying the status
Creating notes
Creating correction requests
Creating processing issues
Resolving processing issues
Completing workflow tasks
Recording internal data
Updating submission identification information
Updating payment processing information
Assigning a submission responsible person
Emailing the submitter
Revising a submission
Processing a revised submission
Each of these actions is described in greater detail in the following sections.
Search for and Select a Submission
To search for and select a submission, the user will navigate to the Submission Dashboard, select the desired search criteria, and select the submission in question. This is described in more detail in the following sections.
Search for Submissions
To search for submissions, start by navigating to the Dashboard via the link at the top of the nFORM application. Once on the Submission Dashboard, you have multiple search options, categorized into two main approaches: 1) Quick Search and 2) Advanced Search.
Quick Search
The quick search allows you to find submissions using a general search field that scans most submission attributes (e.g., Submission Numbers, form names, submission descriptions) along with a few key attributes (e.g., Assignees, Organizations, and Only Active Submissions). The search results update in real time as soon as you modify any attribute.
For example, if the user is looking for all active submissions assigned to them, they would simply select their username in the Assignee field and ensure the Only Active Submission filter is activated.
Advanced Search
To perform a more targeted and advanced search, the Advanced Search capabilities can be utilized by clicking the Advanced Search option.
Activating the Advanced Search will present the Advanced Search dialog where specific criteria can be selected and utilized. This Advanced Search provides many search options for use.
To add new search attributes, click the Add Filter button followed by the plus icon for the desired search criteria. Once added, the corresponding search value can be entered/selected.
Click the Search button to run the search.
Search Result Column Selection
To aid in the searching process, the system provides users with the ability to select the column that will be displayed in the search results area. This selection is opened by clicking the Columns button at the top of the page.
Once selected the user can activate or deactivate the desired display columns.
Based on an agency’s configuration, some columns options presented here may not be available in your installation.