Tracking the Status of an iForm

This quick reference guide provides guidance on tracking an iForm's status. It uses a Manual Salary Cost Transfer (MSCT) iForm as an example, but the steps are true for iForms in general.

Gwen Hall-DiFabio
13 steps
2 minutes

Duke

IForms users can track the status of an iForm as follows: - Options available to employees with iForms security access: - Access from the iForm tab in Duke@Work using the iForms Overview page to display all iForms created for an individual initiator. - Access from the iForm tab in Duke@Work using the Staff or Position look-up to display all iForms for a specific employee/position regardless of the iForm initiator. - Options available to employees with Grant Management security access: - Access from the Grants Management tab and the Effort and Payroll Tools and Reports page. - iForms Status Overview to display all iForms created for an individual initiator. - The only iForms available via the Grants Management Tab display are supplemental payments, MSCTs, and cost distributions.

Viewing from the iForm Tab

From the iForm tab in [Duke@Work](https://work.oit.duke.edu/irj/portal), select **IForms Overview.**

The **IForms Overview** lists the iForms you've created as an initiator.

From the IForms tab, you can also select **Staff or Positions** to view the iForms created for that Staff member or the Positions regardless of who created the iForm. Select **iForms,** select **Staff** (of Position using the position number), enter the **DUID,** and select **Start** to pull up the employee. Select **New Form** to launch the form list.

**New Forms** returns a list of available iForms and a list of **Employee Forms** at the bottom of the page.

Viewing from the Grants Management Tab

From the Grants Management tab in [Duke@Work](https://work.oit.duke.edu/irj/portal), select **Effort and Payroll Tools and Reports.**

From the **Effort and Payroll Tools** page, select **iForms Status Overview.**

The **IForms Status Overview** lists the iForms you've created as an initiator.

Reviewing an iForm's Status and Reversing an IForm

To view an iForm's status, select the hyperlink in the **Processing Status** column to see the approvers who currently have the iForm in their approval queue.

The **Status Overview** pop-up box displays the workflow associated with the iForm. The line contains the name of the employee who has the iForm for approval, the date and time they received it, the system-generated iForm number, and the workflow "flavor" unique to each workflow step. If individuals have the same "flavor" at the end of the line, the iForm is at the same workflow step, and only one of the people at that step must approve the iForm for it to move to the next workflow step. The number of workflow steps will vary based on the organizational unit and programmed workflow rules of each iForm. Please note: An iForm is not complete until the last action in the **Status Overview** indicates “Processed On” with a date/time stamp and the pay period in which the information will be effective.

If there is an error in the iForm, select **Reverse** to pull the iForm out of the workflow and return it to the initiator before the iForm interfaces with SAP.

A pop-up box displays to confirm the action. Select **Reverse** again to continue the process.

Once an iForm is reversed, the **Processing Status** updates to **Reversed/Deleted.**

Select the **Reversed/Deleted** hyperlink to display a pop-up window with details on reversal action. Select **Close** to exit the window. Please note: Reversing an iForm removes all approvals, so it will need to be approved by all approvers a second time.