The e-Forms platform at HKUST provides a centralised way for staff to submit, approve and track the progress of electronic forms. It replaces traditional paper forms, helping offices work more efficiently and reduce manual effort.
Many offices have already moved their paper-based processes to e-Forms to speed up approvals and improve automation.
e-Forms can also connect with core systems (like HRMS or FMS), so requests submitted through e-Forms can be sent directly to those systems without extra steps.
Overall, e-Forms make it easier for staff and offices to manage processes in a faster and more organised way.
Free
24/7,
Maintenance Information: System maintenance may take place during non-office hours.
You have three convenient ways to access the e-Forms for handling your own tasks:
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e-Form Portal (https://admms66.ust.hk/index.aspx)
You can also access the e-Forms portal directly to view all your authorised e-Forms for submission and approval. -
My Admin Intranet (https://my-ai.ust.hk/)
My Worklist will centralise all your pending approval including e-Forms, you may find your overall tasks from "My Worklist". -
Office Web Sites
Various offices, such as CSO and CMO, also publish direct e-Form links on their websites to make it easier for end users to access and submit forms.
We encourage you to explore these options to maximize your use of our e-Forms resources!
The University places the highest priority on protecting the confidentiality, integrity, and security of all personal and employment-related data. Our e-Forms portal are safeguarded by robust security protocols, including user authentication, role-based access controls, and encrypted data transmission.
Discover helpful tips for using e-Forms
How do you find an e-Forms for submission/approval/review?
Submission
1.Locate the department of form owner
2.Locate the e-Form according to your need
3.Click on the e-Forms name to initiate a new e-Form for submission
Approval
1.My Worklist will centralise all your pending approval including e-Forms
- Even if you missed the email notification, you may still find your overall tasks from "My Worklist"
2.Click on the “Decision” button will re-direct you to the e-Forms approval page
3.You may also access the e-Form approval from the link provided by notification from eform-system@ust.hk
Review - All accessible vs Worklist
Only available when you access via e-Form portal
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You can search for e-Forms using keywords, process names, or submission dates. The search will return both active and completed processes that you have access to.
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The Worklist displays only active processes that are awaiting your action. You can also search for your tasks using various keywords for easy access.
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