e-Forms - Electronic forms of the University of Oulu

• Application for non-degree studies
• JOY_Application for non-degree studies
• Extension of study right
• Renouncement of right to study
• Application for disclosure of information from Peppi student register
• Reactivation of study right

All forms available to staff can be seen in accordance with the user rights when registered to the service with university's M365 user account.

HR_Employee personal data form is available for a new employee when logging in with Suomi.fi e-Identification service.

• UniOGS_Nomination or change of follow-up group
• UniOGS_Nomination of pre-examiners
• UniOGS_Change of doctoral thesis supervisor
• UniOGS_Nomination of the opponents and custos

Forms

• The system's front page has a list of all the forms available to you (front page = Forms tab).
• Forms are visible only to those who have the right to start the process of the form, according to the account you log in with.

Submissions

• On Submissions tab, you will see all the forms addressed to you, as well as the forms you have initiated yourself.
• On this page you can see the processing status of your form.

Archived

• Once the form has been processed, it moves under the tab Archived (the step of the form is Archived).
• If you have started the form, you will see it under this tab after it it completed.

1. Select the relevant form from the front page and click on the text Open form after the form name.
2. The form page will be opened in the browser. At the beginning of the form you can see the different stages of the form process in numerical order. The text of the current processing phase of the workflow is in bold, i.e. when you start the form, Step 1 is in bold.
3. Fill in the fields included in the first step according to the instructions on the form.
   • The obligatory fields are denoted by an asterisk (*).
   • The form also shows fields for the next steps, but they are blocked in step 1.
4. Move to the bottom of the page, to the section Workflow.
5. Select the recipient to whom the form is sent in the field Next assignee.
   • There can be a default recipient selected to next assignee field, but if there isn't, choose the next assignee according to the instructions on the form (e.g. the assignee according to your faculty).
6. Add information for the next assignee if necessary on the field Comment for next assignee...
7. Send the form to the next step by the action button Send at the bottom of the page.
   • If information is missing in the mandatory fields of the form, the system will request you to fill out the field. Complete the missing information and press "Send" again.
   • When the form has been sent successfully, the text "Notification sent to..." and "Submission updated in..." will appear at the top of the form page.
   • You can also see the form sent on the Submissions tab, in table list Your form submissions.
8. Be sure to log out when you stop using the service, especially if you use the service on a shared computer. The Logout button is in the top right corner of the page.

Special cases related to filling in form fields

Number fields

• If you need to enter decimal numbers in the number field, use a point (.) as a decimal separator, because it works on all browsers regardless of language settings. Number field behavior depends partly on the browser and partly on the language settings.
  • When using a point as a separator, the browser can turn it into a comma in certain cases when the form is sent forward. This is fine.
  • If you use a comma as a separator, not all field formats and/or browsers accept it. So use the point separator.

Calendar and date fields

• The format of a date field depends on the language settings of your browser.
  • If the browser language setting is Finnish, the date format is dd.mm.yyyy .
  • If the browser language is English, the date format is mm/dd/yyyy.
  • The view mode of a form always shows the date as dd.mm.yyyy.

You can check the current processing status of your form submission from the e-Forms service.

1. Login to the service with the same user account or identification method (M365 or Suomi.fi identification service) that you started the form initially.
2. In the service, select the tab Submissions.
3. See the status of your form under the table list Your form submissions. The form listing has the following columns:
   • Submission = the name of the form.
   • Created = the date and time when the form has been filled out and sent.
   • Modified = the latest form processing date and time.
   • Assignee = the assignee of the current processing step.
   • Status = the current processing step of the form.

Note. When the form has been processed and decisions have been made (status Complete), the form is moved under the tab Archived. If the form you submitted does not appear on the Submissions page, check if it is on the Archived page.

You can download and print a pdf document from the completed form submission.

1. Open the form submission in e-Forms. Completed forms are under the tab Archived.
2. Select the button Download PDF from the bottom of the form page.

The e-Forms system sends an automated email notification to the person whose turn it is to visit the relevant form. The notification is also sent to the initiator of the form once the form has been processed and moved to Archived (status Complete).

• Email notifications arrive from address noreply_at_oulu.fi and the sender is e-Forms or Sähköiset lomakkeet depending on the language.
• The email notification contains the following information:
  • which form is in question
  • who has been the previous assignee
  • who is the current or new assignee (=email recipient)
  • comments from the previous assignee and
  • a link to the form in question.

Reminder of unprocessed form submissions

• A function that sends one email every 7 days to a user who has one or more forms that have not been processed.
• The reminder email will be sent automatically in the following situations:
  • The form is in progress and has not yet been archived/completed.
  • There has been more than seven days since the form last moved from one workflow step to another.

Forms still in processing stage are under the Submissions tab.

If you need to deviate from the workflow specified for the form, you can do so with the Additional Tools function.

• Use this function only if you have been advised to use it. Tools are not generally used on the fist step of the form.
• Use the action to select any of the steps in the form workflow as the next step.