A form can send each response out for signature as soon as it is saved. Who signs and sending after approval are on Foldr Cloud now and on appliances from 11.3.
What you need
- The Sign feature. See Setting up Sign.
- Permission to create envelopes on the destination folder’s share. Without it the step is skipped.
- A destination folder for responses. See Choosing where form responses go.
Add the step
- Open the form, choose Settings, then the Responses tab.
- Under On submit, choose Add an action and Send for signature.
- Choose what to sign:
- A signature template: a Sign template you choose.
- The responder’s answers (PDF): a PDF the form makes of the answers.
- The filled document template: the result of Fill in a document template. Choose that output first, or nothing is sent.
- Choose Who signs:
- The person filling in the form: a signed-in person goes straight to signing. Anyone else is emailed a link.
- A specific email address.
- An email from an answer: the address in a question’s answer.
- For a template with several roles, Who signs each role takes one of those choices for each role. Each signer is asked in the order the template sets.
- Optionally use Pre-fill fields from answers. A pre-filled field is locked and already completed for the signer. Leave for the signer leaves it open.
- Set Days until it expires, from 1 to 365. Blank uses the template’s default.
- Publish the form.
Anyone but the responder gets an email asking them to sign. The responder is not taken to the document.
Wait for approval
Switch on Send only after the response is approved to hold the request until the form’s approval is approved. If the form has no approval, or none is raised for a response, nothing is sent. Settings warns No approval applies to this form: nothing will be sent. See Form approvals and decision fields.
On a public form, the signer’s email is whatever the respondent typed. The approval is a person checking before it goes out. It does not prove the mailbox is theirs.
If something does not work
- Nothing was sent. Check the envelope permission on the destination share, and that the output you chose to sign exists.
- You want to know when it is signed. Envelope Completed fires when every signer has signed.
Other actions on the same menu
Add an action also offers Request approval (see Form approvals and decision fields), Email notification, Run an automation and, where Disclose is licensed, Create a disclosure case, which turns a response into a draft disclosure case. Setting Disclose up is covered in Setting up Disclose.