Using Etrieve Forms

This is an overview of how to use (Etrieve) online forms.

1 Logging into the System
2 How to Fill and Submit a Form
3 How to Check the Status of a Form
4 Email Notifications
5 How to Act on a Form
6 Related articles

Logging into the System

Go to Forms.SeattleU.edu There may also be links on the SU website for specific forms that will direct you to the website.
You may be prompted to do SU’s authorization verification process, proceed.

How to Fill and Submit a Form

Summary: We’ll navigate to the landing page, forms.seattleu.edu, select the forms list, pick out our form, then interact with it.

Once signed in, you will be sent to the landing page. The landing page is divided into 3 sections. The task bar is the left column - click the forms button.

The left hand menu.
Select the name of the form you need from the middle menu, highlighted below in blue. We’ll select the Incomplete grade form as an example.

The center menu contains the list of forms, which is searchable.
To look up a student, move your cursor to the Student SUID box in the menu displayed on the right, the third column. It’s highlighted in green below.
The right column is where you interact with and submit the form.
You may search for a student by ID number or by their name. As you type, student options will appear. Once you see the student you are looking for, select them. This will auto-populate the remaining student information boxes.
Fill in the information based on the instructions. If something is missing you will get an error message, and/or a red highlighted section of missing required fields.

Review that you have filled in all sections with the correct information. Then, select the Submit button. The form will now be sent to the next step in the workflow.

Hit submit, and as long as there are no errors, your submission is complete.

If you have a form package open, it will lock it for other users, so please be sure to close out after you process.

How to Check the Status of a Form

To view the status of the form, select Activity in the left hand menu, highlighted in red.

The left menu, highlighted in red.

In the center menu, highlighted in blue, you will see a list of the forms you have submitted. You can search for a form by typing the name of the form (i.e. grade change), or any other submission details, such as Student ID number.

The middle menu is highlighted in blue - forms are called “packages” in this list.

3. Each from will have a status of either “In Progress” if it currently being processed or “Ended” if the form has been completed and processed.

The middle menu lists forms and their statuses.

Email Notifications

The system will send out notifications to students after they submit a form, and then to the different members of the workflow when it is their turn to act on a form.

After filling out a form and submitting it, you will receive an email notification confirming that your form has been received

Some forms have opted out of notifications

The students, and other members of the workflow, will be able to see the notes you write on the forms and in the comments. Do not include anything you would not want the students or other workflow members to read.

How to Act on a Form

If your action is required in a workflow the system will send you an email notifying you that the form is at your step in the workflow. Follow the provided link to be routed directly to the form in question.
Email notification when your action is required regarding a form (e.g., Registrar’s action required when a student submits a Withdrawal Request Form)
Fill out any sections that require your action on the form and hit Approve at the bottom to send it forward in the workflow. The form will then leave your inbox and be placed in your Activity section for you to observe its status.

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