Form Statuses and Actions Explained Follow

Topics Covered
Form Statuses
Form Actions

Target Users
All Users 

Required Permissions
n/a 

This article provides an overview of the various form statuses in ATLAS Firma and outlines the actions available for each. Forms on the dashboard are organized by status, which is visually indicated by the color of their banners.

Form Status

DRAFT

Forms with a Draft status appear with a blue banner on the dashboard. At this stage, the user has uploaded the document but has not yet initiated the signature workflow. The form can be opened to adjust the signature workflow and update document details, such as the title, filename, and description.

*Once the form owner initiates the signature workflow, they will receive an email notification confirming the workflow has started, and the current signer will be notified via email that a form is awaiting their action.

AWAITING YOUR SIGNATURE

Forms marked with an Awaiting Your Signature status appear with a blue banner on the dashboard. The current signer will receive an email notification informing them that a form requires their attention. These forms are in the user's queue and require action—either to sign or reject—to advance the signature workflow. Additionally, the current signer can use the Reroute Current Step feature to assign the signature step to another user.

FORM COMPLETED

Forms marked as Completed are displayed with a green banner on the dashboard, indicating that the signature workflow process is finalized. Once completed, the form owner, signer, and all individuals on the watchlist receive an email notification confirming the process is finished. At this stage, the form becomes locked and password-protected, with only the form owner having access to the "Reveal Password" option. The form owner also has the ability to delete the form, which removes it from the dashboards of the owner, signer, and viewer. 

Completed forms older than 30 days are automatically archived and removed from the Forms dashboard. Forms archived by ATLAS Firma will retain the status of Form Completed, while forms manually archived by the user will display the status Form Archived. This distinction clarifies whether a form was archived through user action or automatically by Firma after surpassing the 30-day limit.

FORM REJECTED

Rejected forms appear with a yellow banner on the dashboard and include the name of the signer who rejected the form. Once a form is rejected, the signature workflow is stopped, and email notifications are sent to the signer, the form owner, and everyone on the watch list.  

The form owner has the option to delete a form, which will remove it from the dashboards of the owner, signer, and all individuals on the watchlist.

FORM ARCHIVED

When the form owner archives a form, its status updates to Form Archived for the owner, signer, and all individuals on the watchlist. No email notification is sent upon archiving.

# OF # SIGNATURES APPLIED

Forms with an Awaiting Your Signature status are displayed with a banner on the dashboard. As the form owner or a watchlist member, you can monitor the form's progress within the signature workflow without needing to take action. 

Additionally, form owners have the option to use the Reroute Current Step feature if the signer for the current signature step is unavailable.

FORM DELETED

Deleted forms can be accessed by clicking the "Recently Deleted Forms" button. Only the form owner has the authority to delete a form, which remains in the "Recently Deleted Forms" section for 30 days before being permanently removed. After deletion, all user types can locate the form on their "Recently Deleted Forms" page. No email notification is sent if when form is deleted.

Form Actions

By selecting the ellipsis on a form in the dashboard, you can access a list of available actions depending on the form status:

SIGN FORM

This enables the current signer to act on the form by signing it, rejecting it, or rerouting it to another signer.

SHARE FORM

This feature enables the form owner to provide viewing access to the form, but it is only accessible after the form has been completed or archived.

SEND EMAIL REMINDER

This feature allows the form owner to send an email reminder to the signer/s of the current signature work step.

PREVIEW FORM

This feature allows the user to access the print preview of the form, providing options to download, print, or share it.

VIEW FORM

This feature enables the user to view the form, signature workflow steps, and the watchlist. Additionally, the form owner can reroute the current signature step and update the watchlist. When viewing the form as the signer of the current signature step, they also have the ability to reroute the signature. To sign off, the signer must click the Edit button.

ARCHIVE FORM

Archiving a form changes its status to Form Archived. To view archived forms, select the Archived option from the Filter dropdown menu on the dashboard.

REROUTE CURRENT STEP

The Reroute Current Step feature allows the form owner or the current signer to add new assignees to the current step of the signature workflow.  This option is particularly helpful if the current signer is unavailable. The original signer remains part of the workflow, and the newly added signer receives an email notification alerting them that a form requires their action.

REPEAT WORKFLOW

This feature enables the user to replicate the signature workflow of a document. The user simply uploads a new form, and the existing workflow is applied to it.

ADD TO TEMPLATES

This feature allows form owners to save the signature workflow, providing a convenient solution for frequently used forms. It ensures the workflow is readily available, eliminating the need for form owners to recreate it each time.

ORIGINAL DOCUMENT

This feature allows you to download the original version of the document, excluding any signatures added via ATLAS Firma.

FORM INFO

This section provides details about the form, including its status, the creator, and the creation date. It also outlines the signature steps. If the form has been rejected, a red banner will display the rejection details.

REVEAL PASSWORD

DELETE FORM

The form owner can delete a form regardless of its status. Once deleted, the form will be visible in the "Recently Deleted Forms" section for 30 days, accessible to the form owner, signer, and all individuals on the watchlist, before being permanently removed from the application.

For additional help, please contact ISC at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
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