Collecting information as part of the signing process

This guide describes a use case where additional information is collected from a contract signer as part of the signing process. The use case assumes that the organisation uses pre‑defined templates for creating contracts.

Preparations

1. Add the form and define its settings

2. Add a signature request template

1. Add the information‑collection form and define the settings

Forms are added in the form management section.

You may use either:

• a static PDF file

• an AcroForms PDF with pre‑defined input fields

If the form is part of a multi‑document signing process, select the following in the form settings:

“Show this form as the last file in the signing process.”

This ensures that the signer first sees the actual contract documents and only fills in the form afterward.

2. Add a signature request template

Templates allow you to pre‑define the signature request settings. This ensures that the signing process works reliably and consistently for all users.

When the form is added to the template, the system shows a checkbox:

“Invite your organization’s signers only after the external signer has signed.”

Select this option if:

• the contract requires signatures from both an external and an internal signer, and

• you want to collect information from the external signer via the form before internal signatures are made

Important! The signing order must be configured so that the first signer fills out the form. This is essential, because the form becomes part of the signed document package, and all signers must sign an identical version of the documents.

Creating a signature request from the template

Users should be instructed to create new signature requests using the template. With templates, all necessary settings are pre‑configured, making the process as smooth and reliable as possible.

The signing order is automatically set when the template option “Invite your organization’s signers only after the external signer has signed” is enabled. The external signer is invited first, and only after their signature are internal signers invited.

When this setting is enabled:

• There may be multiple internal signers

• There may be only one external signer

This ensures that the form is completed by the correct person before internal signatures.

Signing

When the signature request is sent, the documents included in the request are first delivered to the external signer.

The external signer:

1. Reads the contract

2. Completes the form

3. Signs the contract

First, the documents are displayed for reading. Then, the signer is asked to fill out the form.

After this, the entire document package is signed.

Once the external signer has signed—either using strong authentication or a code delivered by email— the internal signers receive an email invitation and can proceed with their signatures.