Administration - TimePlan Software

TimePlan
ELECTRONIC FORMS- MASTER SHEET
ELECTRONIC FORMS
The Electronic Forms add-on module extends employees' master cards with the tabs Check form,
Journal and Notes. TimePlan's functionality has now been extended to comprise a "staff
management system" with functions to create, print and file/journalise information pertinent to each
individual employee.
This add-on module also gives you the option to send documents for digital signature (It currently
supports only the e-signature system from Rovsing); further information can be found in the section
on digital signatures.
The module requires installation of the TxText Control accessory program, which is available for
download from www.timeplan-software.com  Service  Download.
MASTER SHEET
Choose List of employees > employee > Checkform/Journal (Documents)/Notes tabs.
With the Check form, you can check various fields to indicate whether an employee has been
provided with, say, a key to the company, workwear, mobile phone, etc.
With Journal, you can create and update various documents, including employment contracts,
termination notices, etc., relevant to an employee.
With Notes you can create and save notes/information about the employee, such as information
on previous employment, career requests, job appraisal interviews, etc.
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ELECTRONIC FORMS - DOCUMENTS AND DOCUMENT COLLECTIO
DOCUMENTS AND DOCUMENT COLLECTIONS
Before electronic forms can be made available to an employee, the documents, such as
employment contracts, performance reviews, etc., must be created and grouped in document
collections.
You can also specify whether it should be possible to directly file PDF documents with the
employee data and that these should be registered under changed employees.
CREATING DOCUMENTS
Choose Administration > Electronic forms
From here, the documents for use in TimePlan are created, and this is also where it is specified
whether own PDF documents can be filed together with the employee data and whether own PDF
documents should be registered under changed employees (requires the Changed employees
add-on module).
Right-click in the Documents pane on the left, and choose New document. Or click at the toolbar
and choose Create.
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ELECTRONIC FORMS- CREATING DOCUMENTS
An existing document can be edited or deleted by right-clicking on the document name and
choosing the required action. For instance, you can change the document's name by right-clicking
the document and then choosing Properties.
Now enter the document's new name in Form name.
Please note that the dialog box has room for max. 75 characters.
After clicking OK, you return to the forms list. Double-click the document name on the left to
enter/edit the contents in the text editor, which will now open in a new window.
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ELECTRONIC FORMS - DESCRIPTION OF THE TEXT EDITOR
DESCRIPTION OF THE TEXT EDITOR
For editing templates for electronic forms, TimePlan has an associated text editor, TxTextControl.
This is a brief description of the text editor.
FILE
• Save: Saves the document in TimePlan's database.
• Save as: Saves the document as a file on the company's network. By default, the document
will be saved to the Documents folder on the computer where TxTextControl is installed. You
can save in the formats.
o
Rich text form *.rtf
o
Tekst *.txt
o
Word dokument *.doc
o
Tx Text Control *.txm
o
Adobe PDF *.pdf
• Page setup: Here you will get a dialog box for the settings of the documents pages. This
dialog box will be in english.
Sections are only supported when inserting header and footer as you can choose first page.
As sections not are supported all settings will be for the whole document.
o
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Margins and paper: Here you set the margins, paper format, section start and
what it is to apply for.
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o
ELECTRONIC FORMS- FILE

Margins: Here you set the margins for Top/bottom as well as right and left
side of the paper.

Paper: Here you choose the paper format and the orientation of the paper.

Section: Not supported.

Apply to: Chose whether the settings are to apply to the Whole document
or Section
Headers and footers: From here the header and footer are set.

Design: Here you define the header and footer at the pages.
•
•
•
•
Header: From the dropdown box you can choose between:
o
None: No header.
o
All sections equal: Header is equal at all pages.
o
All section different: Not supported.
Header on first page: Here the header of the first page is defined:
o
Same as other pages: Same as on the other pages.
o
All sections equal: Header is equal in all sections.
o
All section different: Not supported.
Footer: From this dropdown box you can choose:
o
None: No footer.
o
All sections equal: Footer is equal at all pages.
o
All section different: Not supported.
Footer on first page: From here the footer of the first page is
defined.
o
Same as other pages: Same as on the other pages.
o
All sections equal: Footer is equal at all pages.
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ELECTRONIC FORMS - FILE
o
o
•
Different header odd and even: Different header at odd and even
pages.
•
Different Footer odd and even: Different footer at odd and even
pages

Distance fra Egde: Here the distance from the edge of the paper to
start/end at the header/footer at all pages and on the first page.

Apply to: Here you choose whether the settings are to apply to the Whole
document or to a section.
Columns: If you want your documents to be in columns you here choose the
setting for columns. You choose the number of columns and how the are to be
defined.

Number of columns: Choose the number og columns and choose if they
are to be distrbuted evenly across the page.

Width and spacing: if you do not have choosen Equal column width, you
will have to define the width of the individual columns.

Line between: Choose if the columns are to be divided by a line.

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All section different: Not supported.
•
None: No line,
•
Single: A line where you can define thickness and colour.
Apply to: Here you choose if the settings are to apply to the Whole
document or Section.
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o
ELECTRONIC FORMS- EDIT
Frames: Here you define frames at the page.

Frame: Here you chosse frame at the document, you can choose between:
None, Top, Bottom or box
•
Line width: You define the width af the frames line here.
•
Line color: Here you define the colour at the line colour.
o
Other: Here you can mix your own colour.

Distance and Options: Here you set the distance in mm. The distance is
from the egde of the Paper or Text. If you do choose Text it will be possible
to choose if the frame has to include the header/footer or both.

Apply to: Here you choose if the settings are to apply to the Whole
document or Section.
• Print: Prints the document.
• Exit: Closes the text editor.
EDIT
• Undo: Cancels the last edit.
Please note: Only the most recent edit can be cancelled (You cannot, however, undo
insertion of a graphical element).
• Redo: Re-establishes the edit which has just been cancelled.
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ELECTRONIC FORMS - PASTE
• Cut/Copy/Paste/Delete:
The standard Windows Clipboard editing functionality.
• Search/Replace: Standard Search/Replace dialogs.
• Select all: Selects the entire document.
PASTE
• Text: Insert text from a file (.DOC, .DOCX, .RTF. .TXT., .HTML and .TXM).
• Image: Inserts an image (.BMP, .TIF, .WMF, .PNG, .JPG og .GIF). Images can be inserted in
two ways.
Movable: This means that the image may be freely moved and scaled in the
document.
Fixed: This means that the image cannot be moved freely (is treated as a text
element).
To delete an image, press Shift + Delete
• OLE object: Inserts an OLE object.
• Table: Here a dialog box is opened for inserting a table.
o
Tablesize: Here you define the grid af the table with column and rows.
o
Column width: Choose if the column width are to be set so the table automically
fits the page widths or if the column are to have a fixed width.
o
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
AutoFit to page width: The column will get a width that fits the tabe to the
width of the page.

Fixed column width: Here you choose a fixed width of the columns.
Options
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ELECTRONIC FORMS- PASTE

Header: First row contains a header that also will be header at the
following pages.

Allow rows to break across pages: Allows that rows can break over two
pages if the content of the row not can be at the page. If not checked the
row will be moved to the next page.
• Page header and footer: Choose between:
Insert
o page header, inserts the same page header on all pages
o page footer, inserts the same page footer on all pages
o page no. on all pages: Only the number will be placed in the text. The word "Page"
will not be added.
Page numbers can be placed only in the page header or footer.
o number of pages, inserts the number of pages in the document on all pages.
o Insert Page header or Page footer on the first page. This means that the documents
may have a special first page with a separate page header/footer
An existing page header and page footer is activated by double-clicking the text in
the page header/footer.
When working in Header/footer you have a right click menu from where you can
choose

Cut: Cuts the marked

Copy: Copies the marked

Paste: Insert the content that you had cut/copied

Character: Font, Font size, colour etc.

Paragraph: Formatting of paragraph.

Bullet and numbering; Bullet/numbering list

Styles: Typography/templates

Insert: From here you can insert
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ELECTRONIC FORMS - PASTE
•
Pagenumbering: Numbering of the pages.
•
Table: Tables
•
Image: Images
o
•
Right clicking at an inserted image in the header/footer gives
the following possibilities. Cut, Copy, Change picture, Bring
to front, Send backwards, Text wrapping and Format.
Textframe: Text box
o
Right click at a text box and you can cut, copy, wrap text and
choose format
When formatting you can choose how the text box are to be
placed according to other text.
•
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Formatting page numbering: Page numbers inserted in
Header/footer can be formatted by right clicking the number and
then choose Format Page Number
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ELECTRONIC FORMS- FORMAT
From here you can choose how the page number are to be
displayed
• Page break: Inserts a page break in the document.
FORMAT
• Font: Standard text formatting. Select font typeface/size/style/colour.
• Paragraph: Used to set up margins for the selected paragraph.
When formatting paragraphs you can colour the entire paragraph and you can choose a
coloured frame round the paragraph.
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ELECTRONIC FORMS - FORMAT
o
Mark the paragraph: Choose Format > Paragraph > Frames and page breaks,
choose line width and colour, choose a Background colour.
• Table: Used to change the properties of the selected table. However, it is not possible to
change the number of rows and columns in the table.
When creating tables, it is possible to mark rows to be used as headers if the table will fill
more than one page.
Mark the lines you want to recur at the pages, choose Format > Table > Size and
Formatting
Choose Repeat as header row at top of each page. The marked rows will now be repeated
when the table continues at a new page
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ELECTRONIC FORMS- VIEW
• Bullet list: Used to specify a bullet list. Use Properties and choose None to stop an existing
bullet list.
• Templates: Saves the formatting as a template (style) for later use.
VIEW
• Panels: Select the panels to be displayed.
• Control characters: Specify whether or not control characters should be displayed.
• Zoom: Specify the zoom factor.
At the bottom of the work window you can zoom in to display the text or you can zoom in and
out at the text.
o
Click at the button 1 to zoom in at the entire page
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ELECTRONIC FORMS - INSERTING TEXT
o Click at the button 2 and move the slider to zoom in/out at the text
To be on the safe side, store a backup of any existing documents before they are overwritten, as it
cannot be guaranteed that formatting made in, say, Word, will be correct after the file has been
loaded into TimePlan's text editor.
INSERTING TEXT
Text may be inserted into the text editor in three ways:
Type in text in the normal fashion, like in a word processor.
Copy and paste text from existing documents (e.g. employment contracts in Word).
Directly import an existing (.RTF, .TXT, .HTML, .DOC, DOCX or .TXM) document with Paste >
Text from the top-level menu in the text editor.
Insert data from TimePlan's database by inserting merge fields in the document. To insert a merge
field, right-click the place in the document where you want to insert the field, and then select the
desired merge field.
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ELECTRONIC FORMS- INSERTING TEXT
The following field types may be inserted :
• Employee: Here you can choose all the fields from the employee master card, including
Secondary departments, Secundary functions and Difference
o Secondary departments: Here you can choose the employees secondary
departments.
o Secondary functions: Here you can choose the employees secondary functions.
o Difference: Here you may specify that for any future change of collective
agreement, alloc. hours, wages, etc., the change in relation to the current contract
should be shown.
• Department: Here you select information entered for the Department.
• Calculated fields: Here you can choose:
o
Selected period: Has to be set to choose year and to and from date. Can choose
for a period of 2 years.
o
Year 1: Shows the year that is Year 1
o
Year 2: Shows the year that is Year 2
o
Working hours: From here you choose the month(s) for which to see the hours
within a 2 year period. You can also get the Total hours for the period.
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ELECTRONIC FORMS - INSERTING TEXT
o
Absence: From here you choose the month(s) for which you want to display the
absence hours.
o
Overtime work: From here you choose the month(s) for which you want to display
the hours for overtime work.
o
Additional hours: From here you choose the month(s) for which you want to
display the additonal hours.
• Others: Here you can choose special fields such as User and date formats
• Checkform fields: Here you can insert any created check form fields
• Salary elements: Here you can insert the salary elements registered for the employee
• Table: Inserts a table
• Free field: Inserts a free field for text entry. If you choose Master data > Journal and click
on a journal with a free field, this text will have to be entered before the journal opens.
• Delete table line: Deletes a table line from a table.
• Cell properties: Shows the properties of a selected cell in a table.
• Edit: Corresponds to Edit on the menu line.
The merge fields will be shown in brackets ([]).
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ELECTRONIC FORMS- INSERTING TEXT
Choose Save to file the document in TimePlan's database.
USING PDF FORMS
Contracts from state and government agencies and general contracts from e.g. the Danish
Chamber of Commerce are often available as editable PDF files in which only specific sections
need to be filled in. Download these forms and save them in a place where they can be retrieved
from within TimePlan.
To use such PDF files in TimePlan, open Administration > Electronic forms > Documents.
Right-click on the left pane and choose Import document.
In the Form name field, enter the name of the document.
Click the Browse button next to File name to locate the form and download it from its network
location.
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ELECTRONIC FORMS - INSERTING TEXT
Click OK, after which the form will be added to the electronic forms in TimePlan.
Open the form by double-clicking it.
Insert merge fields in the editable fields by right-clicking the field and choosing the field from the
master card to insert. You can insert merge fields from:
• Employee
• Department
• Calculated fields
• Others
• Checkform fields
• Wage parameters
• Free field
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ELECTRONIC FORMS- DOCUMENT MANAGEMENT
DOCUMENT MANAGEMENT
SETTING UP DOCUMENTS
To guarantee correct generation and printing of documents for employees, you can set up various
restrictions/settings which will ensure that the documents relevant to an employee's collective
agreement and job position are available under the Journal tab on the employee's master card.
You can also restrict journals to be displayed only for employees in specific departments.
If many documents have been created, it could become difficult to find the right documents. You
can therefore move the documents to a desired location, i.e. set up your own document filtering. In
addition, you can create document groups which the different documents can be moved into.
Furthermore, you can create groups in groups.
ORGANISING DOCUMENTS
Choose Administration > Electronic forms.
Select the document to be moved and drag it onto the document which it should precede on the
list, by holding down the left mouse button while moving the document.
The document has now been moved to the desired location.
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ELECTRONIC FORMS - DOCUMENT MANAGEMENT
CREATING A DOCUMENT GROUP
If the ability to organise your documents in the desired order does not suit your needs, you can
also create document groups in which you can organise the documents separately.
Right-click on the left pane and choose Create group.
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ELECTRONIC FORMS- DOCUMENT MANAGEMENT
The following dialog box pops up, in which you enter the name of the new group.
The group has now been created, and the documents to be placed in the group can be dragged
there by pointing to the document with the mouse pointer and holding down the left mouse button
while dragging the document onto the group.
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ELECTRONIC FORMS - DOCUMENT MANAGEMENT
The document has now been moved to the group.
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ELECTRONIC FORMS- ELECTRONIC FORMS SETUP
ELECTRONIC FORMS SETUP
Choose Administration > Electronic forms.
Right-click a document or a group in the left window pane, and choose Properties.
Check the
• Collective agreements to which the document should belong,
• Positions for which the document may be used,
• Employees which the document should be limited to
• Digital Signature: Select whether digital signing is to be used for the document and specify
the users who will be authorised to digitally sign the document.
• Departments to which the document belongs; if any new departments are created, they are
automatically assigned all documents.
By default, the document will be active for all collective agreements, positions, and employees.
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ELECTRONIC FORMS - ELECTRONIC FORMS SETUP
By default, the document will be active for all collective agreements, positions, and employees.
• File documents on printing: This means that the document will be saved together with the
employee data as soon as the document is printed. This is indicated by a
• Register created journals under changed employees (Requires the Changed employees
add-on module): This means that any documents for which this has been specified will be
registered under changed employees when they are changed from Journal on the
employees' master cards.
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ELECTRONIC FORMS- COLLECTIVE AGREEMENT SETUP
COLLECTIVE AGREEMENT SETUP
Choose Administration > Collective agreements > Journal tab.
Here you can see all documents and document groups created in the administration of electronic
forms. Documents which have a checkmark shown next to them, can be used for all employees
employed under that collective agreement.
VIEWING DOCUMENTS
You may specify that the user does not have the right to view the documents saved with the
employee's master card. This is relevant for instance in connection with employment contracts.
The right applies to all documents, even those that may not contain any personal information.
SETUP
Choose Administration > Right profiles.
Then navigate to the user's rights profile, and choose
Edit > Employee > Access to journals.
Here you can choose between a numbers of different journal access rights.
• Can read journal: This means that the user may read the journals in the relevant
department.
• Can create journal: This means that the user may create new journals for employees in the
relevant department.
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ELECTRONIC FORMS - CREATING DOCUMENT COLLECTIONS
• Can delete journal: This means that the user may delete saved journals for employees in
the relevant department.
• Access to journals from other departments. This means that the user may see
information in journals created in other departments.
CREATING DOCUMENT COLLECTIONS
A document collection may consist of e.g. a welcome letter, employment contract, and staff
manual.
The benefit of organising documents in collections/groups like this is for instance that it is easy to
print complete sets of documents for various purposes. For instance a set of the documents
required for the employment of a new employee.
SETUP
Choose Administration > Electronic forms.
In the right window pane, you can organise document collections, i.e. groups of documents.
Right-click on the right window pane and choose New group.
Name the document collection.
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ELECTRONIC FORMS- CREATING DOCUMENT COLLECTIONS
Specify the document collection's type.
When you select Set, the whole document set will be printed under Journal in the employee's
master card.
If you select Individual, you need not print all the documents but can print only the documents
which you require from the employee's master card.
ADDING A DOCUMENT TO A DOCUMENT COLLECTION
You can add a document or a document group to a document collection by dragging the selected
document to the required document collection(s). In practice, this implies the creation of links from
documents to one or more document collections. Thus, it is possible to use the same document in
several document collections.
You can drag several copies of the same document to a document collection. This is relevant if you
need to create documents with copy text, or if you just need to print several copies of the same
document when you are printing a set of documents.
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ELECTRONIC FORMS - CREATING DOCUMENT COLLECTIONS
DOCUMENT HEADINGS
You can enter a heading, i.e. a more descriptive text, for documents in your document collections.
The same document may be used in several document collections. Therefore it may be relevant to
add extra text to describe the document/form name.
SETUP
Choose Administration > Electronic forms.
Right-click and choose Attributes for a document under a document collection in the right pane.
Enter a Heading.
COPY TEXT FOR DOCUMENTS
Copied documents may be provided with copy text. In practice this is done by inserting a merge
field in the documents. For instance, if two copies of a document have been created, one
document could have the copy text "Copy for the employee", while the other document could have
the copy text "Copy for the supervisor". Similarly, one document could be marked as the "Original"
and another marked as a "Copy".
SETUP
Choose Administration > Electronic forms.
Right-click and choose Properties for a document in a document collection in the right pane.
Insert a Copy text if a copied document needs a copy text.
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ELECTRONIC FORMS- ARCHIVING DOCUMENTS
To display the copy text, the original document must include a merge field where the copy text is to
be inserted.
Double-click the original document in the left pane of the forms window.
Then right-click the document in the text editor and choose Other > Copy text.
Even if the Copy text merge field is inserted in the original document, this field will show up only
on copied documents in the document collection where a copy text is entered. If no copy text has
been entered, the field will not be shown in the original document.
EDITING A DOCUMENT
In order for users to be able to edit a journal, the document must be open for editing.
SETUP
Choose Administration > Electronic forms.
Right-click and choose Properties for a document in a document collection in the right pane.
Check Open (for editing) if you want the document to be open for editing; otherwise remove the
checkmark if the document should not be open for editing when opened under an employee's
master card.
ARCHIVING DOCUMENTS
When a document has been printed, and you have confirmed that this is to be recorded, you can
determine whether to physically save the document in the archive or whether to just add a line in
the journal, under Administration > Electronic forms > Documents > Properties.
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ELECTRONIC FORMS - POSSIBILITY TO SAVE DOCUMENTS
On the journal lines, an X will indicate that a document has been archived, and an O that it has not.
The Journal line will also show if the document has been sent for signature, as well as the
document's current signature status.
POSSIBILITY TO SAVE DOCUMENTS
To permit created documents to be saved under an employee's master card, the following setup
must be made:
Choose Administration > Global settings > Master data > Employee > Editing.
Remove the checkmark from Journals should not be saved.
THE DOCUMENT MAY BE SAVED UNDER A DIFFERENT NAME
A document can be saved under a different name from Employee > Journal.
SETUP
Choose Administration > Electronic forms – in the right pane, choose Attributes for the
document in the relevant document collection.
Here you check the relevant options to make sure that the document is Open for editing and that
it May be saved under a different name.
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ELECTRONIC FORMS- POSSIBILITY TO SAVE DOCUMENTS
The document can now be opened from Employee > Journal and after the editing is complete,
the following will be shown when the document is about to be saved:
Here you can specify a different name for the document.
Enter the required name for the document, and click OK. The document has now been saved with
the employee's data under the required name.
Saved documents which may be edited and saved with any changes made. Right-click the saved
document and choose Edit Journal.
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ELECTRONIC FORMS - POSSIBILITY TO SAVE DOCUMENTS
The document will now open, and you can make any required changes. Finally, when you exit the
editor, you must specify whether or not the document should be saved.
If you choose Yes, you can save the document under a new name.
After you click OK, the document will be saved and listed in the left pane on the employee's
Journal tab.
SAVING THE DOCUMENT ON A DIFFERENT DRIVE
A document can be saved to a different drive from Employee > Journal.
Right-click a saved document, and then choose Save to other drives.
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ELECTRONIC FORMS- POSSIBILITY TO SAVE DOCUMENTS
Here, specify where to save the document. The document file may be saved in RTF or PDF format.
You may also save the document to another drive when you create the document via Create and
Browse, in which case the Save to external drive button is displayed.
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ELECTRONIC FORMS - DAILY USE OF DOCUMENTS
DAILY USE OF DOCUMENTS
CREATING A DOCUMENT
Choose List of employees > employee > Journal tab.
In the right pane, all available document collections for the employee are shown in a tree structure.
In the right pane there is also a Send journal button which allows you to send a journal to an
employee if an e-mail address has been registered on the employee's master card. If an e-mail
address has been registered, the button will be enabled, otherwise it will be greyed out/disabled.
Select the document to create by expanding the tree structure and marking the required document
with a checkmark. If a document in a "Set" type group is selected, all documents from this group
will be created. You may select several documents from different groups to be created at the same
time.
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ELECTRONIC FORMS- DAILY USE OF DOCUMENTS
The buttons at the bottom have the following functions:
• Browse: Can be used only for documents saved with employees and opens the documents
for review.
• Effective date: If there are any future changes to an employee, it is possible to print a
contract which includes the future changes, by specifying the effective date on which the
document's merge data should be based.
• File PDF: This means that it is possible to import PDF documents to be part of the
employee's data. If it has been specified under Administration > Electronic forms that
these should be registered under changed employees, they will also be shown under
Changed employees.
• Create and view: This means that the selected documents are created for viewing. When
closing, you may specify whether the documents should be saved.
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ELECTRONIC FORMS - DAILY USE OF DOCUMENTS
• Create and print: Creates the selected documents and prints them. The documents can be
saved automatically after printing if this has been specified under the document properties. If
not, you can specify whether or not the documents should be saved after printing them.
• Close: Closes the master card.
EDITING A DOCUMENT
It is possible to edit the document elements after you have created the document, provided the
document is open for editing, and the user has the rights to create journals. For instance, it is
possible to edit an image inserted by means of [EMPL_SCREEN.].
Double-click the image, and you can now edit the image size.
Specify the width of the image; the height will be adjusted proportionally, based on the image's
original dimensions.
When you print a document, the employee data for the different merge fields in the document will
automatically be transferred.
When the document is finished, it can be sent directly to the employee if an E-mail address has
been registered for the employee, by clicking the Send via mail button.
You can then answer Yes to save the document with the employee's data. The document will then
be available in the left pane on the Journal tab.
LIST OF CREATED DOCUMENTS
The documents which have been created will be displayed in the left pane on the Journal tab.
Copied documents will be shown on one line.
Lines with a blue background colour indicate that a PDF file has been saved with the employee
data.
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ELECTRONIC FORMS- DAILY USE OF DOCUMENTS
INSERTING PDF FILES
It is possible to import PDF files directly to the employee's journal tab.
Click the File PDF button.
Name the file under Form name. Then click the Browse button to locate the PDF file on the
network. Select the file and click Open > OK to display the document on the screen. Choose
Close and click Yes to save the document.
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ELECTRONIC FORMS - DAILY USE OF DOCUMENTS
The PDF file is now saved with the employee data and is displayed with a blue background on the
list.
DELETING DOCUMENTS
From a journal, an administrator will be able to delete a journal line with its underlying document
and any copies.
Select the document line, right-click and choose Delete.
You will now see the following dialog box:
If you answer OK; the deletion will be registered in the log like this:
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ELECTRONIC FORMS- DAILY USE OF DOCUMENTS
SENDING JOURNALS VIA E-MAIL
It is now possible to send journals to the employees via E-mail. This will, however, require an Email address to be registered on the employees' master cards.
- furthermore, an E-mail account from where mails can be sent must be set up under
Administration > Global settings > Communication.
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ELECTRONIC FORMS - DAILY USE OF DOCUMENTS
If these conditions are met, journals can be sent directly to the employee via Master data >
Journals.
Select the required journal(s) and click the Send journal button to display the following window:
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ELECTRONIC FORMS- DOCUMENT WITH FUTURE CHANGES
Check the E-mail option, after which you can specify a subject for the e-mail, write a message if
required, and then click the OK button to send the mail with the journal to the employee.
NOTE: The document will be enclosed only when you select the E-mail option. If you select any of
the other sending methods, only a message will be sent.
DOCUMENT WITH FUTURE CHANGES
When a document is selected on the Journal tab, you will be asked to specify an effective date if
there are any future changes to the employee.
This date may be the future date, any required date or today's date.
The document will then be printed with the specified date.
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ELECTRONIC FORMS - NOTES
NOTES
This function will automatically be added when the Electronic forms module is installed. Notes
follow the employee, which means that even if an employee changes to a different department,
retires and is later re-employed, the notes will still be saved with the employee.
DAILY USE OF NOTES
Notes are used for instance to record training requirements and various requests.
It is possible to create an unlimited number of notes, which will automatically be sorted by date. It
is also possible to edit and print the notes.
Choose List of employees > employee > Notes tab.
Choose Create to create a note.
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ELECTRONIC FORMS- NOTES
Enter a heading, and then type the relevant note.
The left window pane will now show the time when the note was created and by whom, etc. If you
select the line, the note's content will be shown in the right window pane.
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CHECKFORM - CREATING A CHECKFORM
CHECKFORM
Typically, a checkform is a form with a number of checkboxes which the user can check to indicate
e.g. whether or not an employee has handed in his or her tax card, has been given a key to the
company, has been provided with working clothes, etc. The checkform helps the planner to
remember everything for instance in connection with employment of a new employee.
CREATING A CHECKFORM
Choose Administration > Check form.
Here you create and maintain checkforms.
CREATING CHECKFORM FIELDS
On the left, the fields created for use in checkforms are listed.
Setup:
Click Checkform fields to create new fields or edit existing fields.
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CHECKFORM- CREATING A CHECKFORM
Click Create new or Edit.
Enter a Heading and select a type for the field.
Available field types:
• Number: Integers can be entered into the field.
• Date: Dates can be entered or selected for the field.
• Logical: Checkbox.
• String: Entry of text and numbers.
• Combo: Drop-down list
• Decimal number: Decimal numbers can be entered into the field.
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CHECKFORM - CREATING A CHECKFORM
When a field is of the combo type, you can subsequently define the values which should be
available to choose in the drop-down menu in a checkform. Select the field and click the Possible
values button. You can create an unlimited number of values, and the user will be able to fill in the
field only with the values created here.
CREATING A CHECKFORM
You can create any required number of checkforms in TimePlan.
SETUP:
Choose Administration > Check form.
Choose Create table (or Edit table to edit an existing form)
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TimePlanCHECKFORM- CHECKFORM FOR EMPLOYEES YOUNGER THAN/OLDER THAN 18 YEAR
Name the table (form) in the dialog box provided.
Drag fields from the left side to the "Checkform" in the right side of the window. The fields can be
placed freely, and the size of a field can be changed directly by dragging the field.
If the Table is visible option is checked, the form will be visible on the employees' master cards.
If the Text above field option is checked, the text will be placed above the field.
CHECKFORM FOR EMPLOYEES YOUNGER THAN/OLDER THAN 18 YEARS
You can set up a guide for using a checkform for employees younger than and older than 18 years,
respectively.
This will require you to make a setup under Global settings.
Choose Administration > Global settings > Master data > Employees > General.
Here you specify which checkform to use for employees older than and younger than 18 years,
respectively.
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CHECKFORM - CHECKFORM FOR EMPLOYEES YOUNGER THAN/O
In addition, the Checkform should change automatically option on the "Editing" tab must be
checked as well
(choose Administration > Global settings > Master data > Employees > Editing)
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CHECKFORM- DAILY USE OF CHECKFORMS
When the employee's master card is opened, (List of employees > employee > Check form) the
name(s) of the checkform(s) used for the employee will be selected and displayed.
DAILY USE OF CHECKFORMS
USING A CHECKFORM
How to use checkforms:
Choose List of employees > employee > Check form.
Select the required checkform on the left. Then click Edit.
Now specify whether the current checkform should be edited now or whether the change should
take effect on a particular date, or whether the change is a time-limited future change.
Fill in the checkform.
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CHECKFORM - CHECKFORM HISTORY
CHECKFORM HISTORY
You will be able to see an employee's previous registrations on checkforms.
Choose List of employees > employee > Historic tab > date.
Choose the Checkform tab. Here you can see the registrations on the checkform as at the
specified date.
In the below window, 01-03-2014 was specified as the effective date on the History tab.
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CHECKFORM- CHECKFORM FIELDS IN EMPLOYEE PRINTOUTS
CHECKFORM FIELDS IN EMPLOYEE PRINTOUTS
You can include checkform fields in printouts of your employee list.
Choose List of employees > Print list > Create > Fields tab.
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CHECKFORM - OTHER USE OF CHECKFORMS
Move the required checkform fields to the right side of the window (Selected fields) by doubleclicking the field name under Checkform fields.
Other use of checkforms
CHECKFORM FIELDS IN DOCUMENTS
When a document is created in the electronic forms add-on module (Administration > Electronic
forms), the values from checkform fields may be inserted as merge fields in the document.
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CHECKFORM- EXPORTING/IMPORTING FIELDS
Right-click the document, navigate to Checkform fields, and choose between the previously
created fields for checkforms.
EXPORTING/IMPORTING FIELDS
If the TimePlan installation includes the import or export add-on module, it is possible to ensure
integration with the checkform fields by means of an import or an export, respectively.
During the setup of imports and exports, the checkform fields are available in the Available fields
section. Standard fields are separated from checkform fields with a red arrow and the name Block.
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CHECKFORM - EXPORTING/IMPORTING FIELDS
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CHECKFORM- DIGITAL SIGNATURE
DIGITAL SIGNATURE
The Digital signature module in TimePlan makes the signing processes between TimePlan's
electronic documents and the employees easy and straightforward. It is easy for the users to
determine the documents' current status in the signing process.
Digital signature can be used only in TimePlan installations with the Electronic forms add-on
module.
Currently, TimePlan supports only Rovsing as a provider of digital signatures.
The expiry date of digital requests is set in code to 1 year into the future from when the request is
sent.
CREATING A DIGITAL SIGNATURE
The e-signature license is set up in TimePlan from Administration > Global settings >
Communication > Digital signature.
• Provider: Currently Rovsing only.
• E-mail: The e-mail address to which the notification of approval or cancellation of a
signature is sent.
• NemID: NemID identifier (found in Rovsing's user profile) (NemID is the official Danish online
identity verification system)
• License key: E-signature license from Rovsing.
• Test license key: Turns green if the key entered is the correct one.
In addition, for each department an e-mail address must be set up for the department executive
from Administration > Departments > Edit.
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CHECKFORM - DIGITAL SIGNATURE
If the user was created from the employee database, the e-mail address field will contain the e-mail
address specified on that user's master card.
If the user was created via an import or from Administration > Users (i.e. not selected among the
employees), the e-mail address field will be a blank editable field where the e-mail address must
be entered.
PREPARING DOCUMENTS FOR DIGITAL SIGNATURE
The Electronic forms functionality supports Digital signatures by allowing a setting to be added to
the document's properties, which specifies whether the document should be digitally signed, or not.
The default setting for existing documents is that a digital signature is not required.
This setting is specified from Administration > Electronic forms > Edit document by rightclicking > Properties.
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CHECKFORM- DIGITAL SIGNATURE
The choice of a digital signature has three levels.
• Not possible: This option means that it is not possible to use a digital signature for the
chosen document.
• Possible: This option means that a digital signature may be used for the chosen document.
• Required: This option means that a digital signature must be added to the chosen
document.
If the setting is Possible or Required, the Authorised signatories button
is
enabled. This button lets you specify the individuals who, in addition to the employee, are required
to sign the chosen document.
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CHECKFORM - DIGITAL SIGNATURE
The department executive is shown in red, the other entries shown are positions with authorisation
to sign the document.
If more than one employee have the same position, a list of the employees with the specified
position will be shown when the document is being sent. This list will be shown only if more than
one other authorised signatory has been specified.
The employee is always required to sign the document.
USING DIGITAL SIGNATURES IN ELECTRONIC JOURNALS.
Users who are authorised to create employee journals are also authorised to create digitally signed
documents from the employee master card.
A document which is to be sent for signing via Digital signature must be created from Master card
> Journal > Create and review or Create and print. Only when the document is saved in the
employee's record, will the system ask the user to send the document for signature.
The same applies if the user is creating a document set containing a document which must be sent
for signature.
If the user chooses No, the document will be cancelled, and nothing will be sent for signature.
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CHECKFORM- DIGITAL SIGNATURE
If the user chooses Yes, a window will open with a list of the authorised signatories, based on the
setting chosen in the document properties. If the employees with the specified positions have no email address registered on their master cards, the check boxes for those employees will be greyed
out, and "(no e-mail specified)" will be shown next to the employees' names.
After the required signatories other than the employee have been selected, a note field will appear
where an internal log message may be entered.
After the document has been saved in the employee's record, column three in the list of saved
documents will contain a symbol indicating that the document was sent for signature.
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CHECKFORM - DIGITAL SIGNATURE
The column will show the following:
•
: Sent for signature. The document may be re-sent for signature by right-clicking.
•
: Signed.
•
: Rejected by employee, cancelled by user.
If you right-click the status, you will get the following options:
• View journal: Shows the document saved for the employee.
• Edit journal: Gives access to edit the saved document.
• Save to a different drive: Makes it possible to save the document to another drive than the
one with TimePlan.
• Delete: Makes it possible to delete the selected document.
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CHECKFORM- DIGITAL SIGNATURE
• View details: Identifies the user who created the document, the time the document was sent,
any action taken on the document; also identifies the employees who are required to sign the
document, and any action that they have taken.
• Signature reminder: Sent and not finished.
• Cancel request: The user may cancel a signature request which has been sent but not
finished.
• Retrieve original document: Retrieves the original document without signatures.
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CHECKFORM - DIGITAL SIGNATURE
DIGITALLY SIGNED MASS MAILINGS
You can send PDF and RTF documents for signature by several employees, and you can also
attach enclosures which do not require digital signing. After being sent for signature, the
documents will be saved in the employees' journal.
Choose Program > Digitally signed mass mailing.
Select the employees who need to receive the document(s) for signature, and click the Select files
button.
If you accidentally select one or more employees who do not have an e-mail address specified on
their master cards, you will see the following error message.
Click Yes to continue; the employees with a registered e-mail address will be shown.
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CHECKFORM- DIGITAL SIGNATURE
On the left, select the files to be signed, by clicking the Add button, after which the user's Explorer
will open. Here, locate the required documents.
Click the Open button to add the files.
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CHECKFORM - DIGITAL SIGNATURE
You can remove files from the list by checking the box next to the document and clicking the
Remove button.
Click the Send button to send the documents.
OVERVIEW OF THE SIGNATURE PROCESS
From Program > Lists you can get lists of the different actions with Digital Signature. Only users
authorised to create journals can view the documents (document sets) and the signing process.
Under List of, choose either Digital signature pending or Digital signature history, and choose
Request status.
In the below example, the user has chosen East District, Digital signature pending, Request
Status All, and clicked Retrieve data.
Below, the user has chosen East District, Digital signature history, Request Status All, and
clicked Retrieve data.
The illustrations show:
• List of: Which signature requests are pending:
o
Digital signature pending.
o
Digital signature history.
• Date from xx Date to: Visible only when Digital signature history was chosen. Here, set
the time range for which you wish to view the history.
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CHECKFORM- DIGITAL SIGNATURE
• Request status: Choose between the following:
o
All: Shows all signature requests.
o
Rejected: Visible only when Digital signature pending was chosen. Shows the
signature requests which have been rejected by one or more signatories. Rejected
requests will remain on the list until the user decides to cancel them, after which
they are transferred to the history.
Rejected requests can be resent for signature and in that case will remain on the
list.
o
Outstanding: Visible only when Digital signature pending was chosen. Shows
the signature requests which have not been finished yet.
o
Cancelled: Visible only when Digital signature history was chosen. Shows the
signature requests which have been cancelled by the user.
o
Signed: Visible only when Digital signature history was chosen. Shows the
signature requests which have been signed until now.
• Retrieve data: Retrieves the data for the required item.
• Search phrase: Makes it possible to search the result shown.
• Results window:
o
Status: Shows the status of the selected documents/files
o
Documents: Shows the names of the documents.
o
Employee: Identifies the employee to whom the request was sent.
o
User: Identifies the user who sent the request.
o
# Empl. involved: Shows how many employees the document was sent to.
o
# Signatures: Shows how many have signed the request.
o
# Rejected: Shows how many have rejected the request.
o
# Pending: Shows the number of users who have not dealt with the request.
o
Latest activity: Shows the date of the latest action taken on the request.
In the results window, it is possible to use the right-click context menu with individual items.
o
View details: Shows the details of the request sent.
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CHECKFORM - DIGITAL SIGNATURE
The window is split into two panes.
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
Left pane: Identifies the user who sent the request, the action taken, date
of the action and a note, if any, assigned to the request.

Right pane: Shows the signatories, status of the request and date of the
action.
o
Signature reminder: Active only in the list of pending requests, and only if the
request was sent via Rovsing. This means that the system can send out a
reminder to sign the request.
o
Cancel request: Active only in the list of pending requests, and only if the request
was sent via Rovsing. The user may cancel the request, after which the request
will be transferred to the history.
o
Resend signature request: Active only in the list of pending requests, and only
when the request has been rejected. As a result, the user may choose to resend
the request for signature.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020