School Form Reminders Sent to Signers of Incomplete Forms

Geoffrey Goodfellow

We have a large number of school forms at my institution that require multiple signers. The automated email reminders configured for the form are helpful at notifying users about incomplete forms (while not reminding users of complete forms). However, in the case of forms that require multiple signers, if one parent signs the form, the form is still incomplete until the second parent signs. However, the automated incomplete reminders are still sent to the parent that signed in addition to the parent that hasn't signed yet which causes a lot of calls and emails from parents saying, “it says I'm incomplete but I've done everything and it keeps emailing a reminder ever day". We typically end up explaining that yes, they have done everything on their end and to ignore those reminders since the reminder is really intended for the other parent.

Has anyone found a good work around for this? I do know that if the parent looks at their completed form, the system does identify that the forms is waiting for a signature from [Name], but this is not conveyed in the email notification and requires the parent to login to Files/Forms to see this.

I searched the Idea bank and didn't really find any idea that seemed to capture the concept that the system should only notify the unsigned users of incomplete forms and not signed users of incomplete forms, so I created the following idea. Please vote to support this idea if you have also experienced this problem.

Brian LeBlanc

@Geoffrey Goodfellow This is also an issue for contracts that require multiple signatures. In our case, we typically only require one signature except for split tuition, where we do require two (one for each Tuition Management account that's set up). We actually put this information directly in the contract:

The reminder still gets sent to both responsible parties, but presumably the first person to sign has actually read this part of the contract (yes, I know I'm probably whistling past the graveyard here, what can I say) and has made the other person aware of the necessity for them to sign. As a workaround, you may want to consider putting something similar in a form that requires multiple signatures, at least until Blackbaud implements a fix to only notify the person whose signature is incomplete.

Amanda Polson

@Geoffrey Goodfellow no ideas, but we're having issues with this as well. And I don't actually see a place where it explains that both parents are required to sign. It's been a big pain this year!

Sarah Koziarski

@Geoffrey Goodfellow

Could you put that as part of your custom reminder message? Something like “Several forms require multiple signers and this reminder will be sent to all parties until all signatures are obtained. Please log in to check the status of any remaining forms.” or something to that effect?

Geoffrey Goodfellow

@Toledo Christian Schools That is currently how we mitigate the issue, and it has helped a little, but people don't seem to be good readers!

Katherine Nolte

@Geoffrey Goodfellow

Here is the general message I use. I add the form name and student name to the subject line as well. I like that Blackbaud added the dynamic fields and ability to add some text formatting so parents can have their attention drawn to the “ALL” word.

I can commiserate with you if needed. There is only so much Blackbaud can add to the forms before we just have to admit that all the directions are there, they just need to be read.

I like to joke that there is a way to stop receiving the emails…COMPLETE THE FORMS ?

Hello

The [form_name] for [user_regarding] is due

This is a form that requires ALL parents/guardians to electronically sign. Please login to your MOW account to complete.

Your assistance in making sure we have the most accurate information for your child(ren) as we kick off the new school year is appreciated!

Sincerely

School Name