Paper Submission

When moving towards a fully digital experience, there are times when the most effective solution is for the participant to submit some or all of their work on paper, particularly if it is hand-written. However, this shouldn't mean that the marking needs to be done on paper as well. With the WISEflow paper submission module, papers can be scanned to PDF and uploaded to WISEflow in bulk, with the system automatically appending the correct participant's record with the scanned paper. Once uploaded, this allows the relevant assessor(s) to mark within WISEflow using the dedicated marking tool.

Paper submission is available for FLOWassign, FLOWlock & FLOWhandin.

This article takes you through the steps required to utilise the paper-based module.

Set-Up the Flow

From the Managing role, locate the Participation settings on the flow page.

Select the pencil icon against the setting to Enable Paper Submission import.

Tick the check box in the pop-up window and click save.

Manage Submissions

To manage the paper submissions on a flow, click on Manage submissions that has now appeared next to the Enable Paper Submission import setting.

Once open, you can manage the paper-based submissions from here.

1. Open Full Instructions: Contains the paper submission instructions for both invigilators and participants, including the individual paper codes (see below).
2. Import Paper Submissions: Facilitates the bulk upload of scanned papers in PDF format (see below).
3. Paper Code: Each participant on the flow is assigned an individual paper code.
4. View: View information about the submission and its current state e.g. not submitted. (see below).

Instructions for Invigilators and Participants

Click on the button Open full instructions to access the instructions for invigilators and participants. Three sets of instructions are available and can be printed.

Instructions for Invigilators

Before Participation

Each participant who is supposed to hand-in physical pages will need to receive instructions on how to mark each page with their personal Paper Code and a unique Position Code.

Ensure that participants have received the instructions and their personal Paper Code before the participation starts.

During Participation

Each page that a participant intends to hand-in must be marked with both their personal Paper Code and a unique Position Code in the top right corner.

The position code is either:

• a number indicating which page in the multi-page main submission it is
• a reference to the number of the appendix, prefixed with an A (ie. A1 for Appendix 1)

After participation/at hand-in

• Ensure that the participant handing in has written the correct personal Paper Code in the top right corner of each page.
• Ensure that all pages have a correct and unique Position Code added in the top right corner below the Paper Code.
• The received and verified pages should be added to the pile of handed-in pages from all participants.

When all participants have handed in their pages, the assembled pile of all participant pages should be scanned to a PDF and imported into WISEflow (see Import Scanned Paper Submissions below).

Instructions for Participants

In order for a participant to submit hand-written content as part of their WISEflow submission, they must first write their individual paper code and a position code to the top right corner of each page. 

Their paper code and instructions can be provided as part of the Individual Participants' Instructions that can be printed and distributed to all participants.

Import Scanned Paper Submissions

Once all participants have handed in their paper submissions, complete with unique paper code and position code added, all participant pages should be scanned to a PDF and imported into WISEflow. The file size must not exceed 2 GB/2000 pages and the pages must be A4 size.

We strongly recommend that checks are made to each submission to ensure each page is correctly identified with the appropriate codes before they are scanned and uploaded . This will save a lot of unneccesary editing in WISEflow later.

Click on the Import paper submission button to access the Paper submission import screen. Drag and drop or select the correct file.

Once dropped/selected and you see the correct file at the bottom of the screen, click the Upload and initiate import button.

During the upload, WISEflow analyses the pages, detecting and validating the paper and position codes. This part of the process may take a few minutes depending on the size of the file. It is not necessary to stay on the page; you can let it continue to run in the background.

It is also possible to abort the upload if necessary:

Once uploaded, you will be shown an import summary.

1. Import summary: Displays the total number of pages uploaded, the number of pages that were successfully identified and the number of pages requiring manual identification.
2. Need manual identification: Click on this button to display only the pages requiring manual identification in the table below.
3. All pages: Click on this button to display all uploaded pages.
4. Edit: Click on the pencil icon to review the paper and position codes supplied by the participant (see below).
5. Confirm and proceed: Once all pages have either been identified or confirmed as being unable to identify, the next step is to Confirm and proceed (see below).

Review Unidentified Pages

If there are any pages requiring manual identification, click on the Need manual identification button to show only unidentified pages in the table. This is not essential but will make it easier to work through the pages that require identification.

Next, click on the pencil icon next to an unidentified page to review the paper and position code.

1. Enter a missing paper code here.
2. Enter a missing position code here.
3. Click on Unable to identify if the text is illegible.
4. Click Update the record to save any of the above changes.

Approve Files

Once all pages have either been identified or confirmed as being unable to identify, the next step is to Confirm and proceed.

The next step is to approve the files for import.

1. Return to summary: Head back to the previous summary page.
2. Approve import: Approve the files listed in the table to imported and attached to the relevant participant record.
3. Files marked for approval: Confirms the number of files that have been approved and will be imported.
4. Participants impacted by import: Confirms the number of participants that will have their flow submission record updated by the relevant file(s).
5. Files containing warnings: Confirms the number of files that still have warnings i.e. unidentified pages. Any pages with warnings will not be imported and cannot be attached a participant's record.
6. Bulk actions: It is possible to mark all or selected files and either Mark for approval or Unmark for approval. Select individual files by ticking the check box in the first column of a participant/file row in the table. Or alternatively select all files by ticking the check box at the top of the column.
7. File: Identifies the file being imported as either a paper or an appendix.
8. Pages: Identifies the number of pages in the file being imported.
9. Marked for Approval: A green tick or a red cross denotes whether or not the file has been marked for approval. Only files with a green tick will be imported.

Once as many files as possible have been marked as approval for importing, click on the Approve import button. This should result in the following success screen:

Click on Return to Participant Submissions to view the updated table of participant submissions, now inclusive of the uploaded paper files.

Submit Participant Submissions

Once you have returned to the Participant submissions table, it is now possible to submit any or all of the participant submissions. Select individual files by ticking the check box in the first column of a participant/file row in the table. Or alternatively select all files by ticking the check box at the top of the column.

Click on Bulk actions where you can either submit or withdraw selected submissions.

You will have to confirm the action:

Once submitted you will be shown the updated Participant submission table:

1. Last updated: Confirms when the participant record was last updated.
2. Submitted: Confirms whether or not the file(s) have been submitted. Only submitted files will appear against the participant record for marking.
3. Submitted from IP: Confirms the IP address that submitted the work on behalf of the participant.
4. View information about the submission and its current state including its content and the ability to download the uploaded paper submission (see below).