(10) Unlock a Form 4 after appraisal is completed

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There are two possible scenarios where you (the local admin) might get asked to unlock a signed off Form 4:

• To allow the appraiser to amend Form 4 or
• To allow the appraisee to add further documents to the appraisal (MSF, PSQ etc)

Both will require the unlocking of Form 4 in the first instance.

However, following the system changes in January 2025, it is strongly recommended that no appraisals before then are unlocked.  Due to the GMP changes to the Form 4 layout, all unlocked Form 4s will be reopened in the new GMP domains.  If old appraisals from before January 2025 were unlocked, they will open in the new domains and reference the wrong areas and we have no functions to change this back.

if unlocking of Form 4 is definitely required, please follow the below steps.

Unlock a Form 4

• Click on 'Appraisees' from the menu
• Search for the appraisee by name or GMC number
• Click on the 'Appraisals' tab
• Click on the notepad icon on the corresponding appraisal
• On the appraisal details page, click on the 'Form 4' tab
• On the 'Form 4' page, click on the unlock button near bottom of the page
• Enter reason for unlocking when prompted
• Click "Unlock"

The system will send an automated email to the appraisee, appraiser and yourselves to confirm the unlock.

Enable Additional Documentation

The unlocked Form 4 allows the appraiser to make changes as required. However, to enable appraisees to add more documents to the appraisal, there is one more step:

• On the bottom of Form 4 (from previous step) – click on the "Enable Additional Documentation" button
• This creates a new tab, allowing the appraisee to add further documents to their appraisal as required

The reason for this is because once a Form 4 has been signed off, the submitted appraisal forms are archived and cannot be changed, so the "resubmit" function is therefore disabled.

That is all you (local admin) need to do.  You will not be able to view any documents uploaded to the appraisal - that will remain confidential between appraiser and appraisee (same as submitted forms).

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If you are at all unsure about any of the above please liaise with the SOAR helpdesk for assistance.

If you are unable to unlock the Form 4, check the status of the appraisal... you can only unlock a Form 4 if it has been signed off.

This page was last updated on: 08/08/2025