How to add more documents after Form 4 has been unlocked

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Sometimes a Form 4 is unlocked to allow appraisees to add additional documents (typically MSF or PSQ) for revalidation purposes.

Only the health board admin teams or system admins can unlock a Form 4.

For those whose Form 4s were completed after the SOAR changes from 28/01/2025, the steps are relatively straightforward:

• Liaise with the admin teams to unlock the Form 4
• The admins will enable the "Additional documents" function
• Appraisee will login to SOAR
• Click on "Current appraisal"
• Click on "View appraisal details"

• Click on "Additional documentation" tab

• Click "Add documents" button to add the necessary documents and also add any additional comments as required.

• Click Save button when finished.
• Click "Notify appraiser" button to trigger an auto message to the appraiser that documents have been uploaded and ready for their review.

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For those whose unlocked Form 4s were signed off originally before 28/01/2025 - there's a slight complication and we need appraisees to do one additional step:

• Before any of the above is actioned, appraisee to login to SOAR and click on "Appraisal history"
• Navigate to the appraisal that is to be unlocked
• Click on the Submitted Forms 1-3 tab
• Click on "Export to PDF" to download a copy of the PDF to your device
• Once you have a copy of this, follow the steps above and upload this to your Additional documents submission.
• After that, the appraiser will edit the Form 4 and re-forward etc.

Explanation:

Due to the GMP change, when we unlocked the Form 4, the page will reopen in the new format, referencing the updated GMP domains and realigned supporting info categories... the content and comments will reference the wrong sections and essentially the appraiser will need to unpick and rewrite the Form 4 to make it make sense.

The bigger issue however, is that the existing submitted forms will be overwritten in the new appraisal format... the issue here is that because of the GMP changes, we have no way to decipher which domain documents go to which supporting information.  In the current setup, if the Form 4 is unlocked, it will essentially replace the previously submitted forms with a blank version.

Hence why we are asking the appraisees to include a copy of their previous submission to avoid the information being lost.

This page was last updated on: 20/02/2025