Forms functionality

With forms, the initiator of a signature request can complete the necessary information in a standardized contract before sending it for signing. Forms can also be used so that the signatory is asked to fill in the desired fields before signing the contract.

When a contract created in an external system according to a form template is attached to the signing process via the SignSpace Easy integration, its content is automatically read based on the fields defined in the form, and the information is pre-filled into the signature request. The signatories are assigned the necessary details from the form, such as email address, name, personal identification number, and phone number.

The contract's metadata can be automatically read from the document, and this information can be utilized, for example, in automatic archiving integrated into an external system or to facilitate the discovery of contracts in the SignSpace service.

How to create a new form

Open the Forms section from the top menu's form icon

Create a new form by selecting "+ New Form".

Start by uploading the PDF form template you want to use as the basis for the contract.

Building the form

Building the form is done in the preview area by dragging fields from the right sidebar onto the form. Fields can be moved and edited as needed.

Actors

Next, add an actor to the form. Actors are parties who perform actions in the signing process. The options are:

• Creator

• Signatory

• Robot

You can add actors by clicking the "Add Actor" button and selecting the actor type from the dropdown menu.

The table below presents the actors and their actions.

Robot as an actor

The robot is set as an actor when you are using the SignSpace Easy extension and need to read signatory information and/or metadata from a PDF document filled out in an external system according to a form template.

Reading and automatically filling in signatory information

When the action type is selected as "Read signatory information," the robot reads the signatory's information from the specified locations in the PDF file and automatically brings them into the signature request's signatory information.

First, select what information you want to bring into the signature request:

• Email

• Personal identification number

• Name

• Phone

Then, drag the fields that appear over the form template to the locations from which the robot reads the information.

Other definitions are made in the settings of the SignSpace Easy extension.

Automatic reading and saving of metadata

When the action type is selected as "Read metadata," the robot reads the texts of the fields from the specified locations in the PDF file and automatically saves them to the metadata of the signature request.

Select from the dropdown list the metadata fields into which you want to save information and place the fields on the form in the locations from which the information is read.

Signatory as an actor

When the signatory is set as an actor, the signatory is asked to fill in the information defined in the form before signing. Information can only be collected from the first signatory, as no changes can be made to the contract once signing has begun.

Fields can be added and removed through the edit menu.

Creator as an actor

The creator is set as an actor when you want to collect information from the initiator of the signature request before sending the contract for signing. The necessary fields are added to the form and placed in the locations where the information is to be presented in the document.

The form is available on the signature request creation form for those users to whom it has been shared.

Adding a form to a signature request

You can add forms to a new signature request like a file.

Click "Add Form" on the new signature request and select the desired form from the list:

If data entry into the fields is required, the form opens in the data entry view.

All mandatory (*) fields must be filled in before sending is allowed.

Updating the form file

When changes are made to the content of the form's template file, it can be updated to a new version by selecting "Update File".

Form in a template

Forms can be added to templates like other files.

Font definition

The text type and size can be defined in the form settings (once the first actor is added). The setting applies to all fields in the form.