What is an Online Form?
Use Online Form, also called Web Forms, to collect mass signatures. With an Online Form, you can select one or more templates and create:
A URL link to use as a hyperlink and email the link directly to your recipients, works well when you are using your own company email service.
An embedded link to upload your form(s) to a website or application. This will put the form(s) in an iFrame, embedded on the website or an application.
Draft URL Link
A Draft URL link to use internally to send templates to recipients without having to log in to an Foxit eSign account. By opening the template, they can fill out the recipient's information and even prefill some of the fields if needed. The recipients will receive an email invitation to the document.
The Draft URL is great to use for your temporary staff or employees that do not send documents often and therefore do not need to have their own Foxit eSign account.
Create an Online Form
If you are using roles on use multiple templates, and it is the same recipient, use identical names for the role, for example ‘Client’.
- Go to the Templates tab. Select the checkbox for one or more templates.
- Click Create Online Form at the top of the page to configure the settings for your form.
Settings and Preferences
- Change the order of document
On the first page of your Online Form Settings, you will see a preview of each template at the top. If you are combining multiple templates, you can change the order of which the forms will appear.
- Form Name
The Form name can be changed and will not affect the naming of the templates itself.
- Form Author
Form Author will let you change which user will be managing the documents from this form. By default, it will have your account selected. The Form Author will receive an email notification for each completed document. You can change the Form Author to another user by selecting another user from the dropdown list.
- Form Active
By clicking the Form Active-field you can select if the form should be active or inactive.
- Form Expiry Date
The Form Expiry Date will auto expire this form from being filled out on a certain date or you can leave it blank to never expire.
- Maximum Number of Folders
With Max Number of Folders you can limit the number of times the form is filled out by placing a number in this section. Leaving this field blank will set it to no limit.
Open in Preview Mode is by default already selected and will show a preview of the form behind a window, asking for the name and email of the recipient.
With Preview Mode
Without Preview Mode
Double Verify Signer Email
Double Verify Signer Email helps reduce email address typos by ensuring that the recipients type the identical email address twice.
Show Document Fields on Form
Show Document Fields on Form will allow the initiator to view fields in a list and can enter field values which will be prefilled with the corresponding data on the form itself. This option can help save time and will allow them to simply sign the document, instead of having to fill out the fields laid out across the document one by one. Name each field in the template (see Account Number in the example above) or they will not appear on the first page for them to fill out.
Enable Extra Document Information Panel
Enable Extra Document Information Panel will show the Folder Timeline on the right-hand side of the screen, such as recipients, comments and history. We recommend leaving this feature off, unless necessary.
Email the Online Form link to the Initiator
Email the Online Form link to the Initiator if the Document is Saved without Esignatures feature will send an email with a link to the document for the initiator, if they have initiated the document and clicked Save for later from the More Actions button. This will allow them to continue the document at a later point, from where they left off.
Allow Duplicate Online Form Creation
If the Allow Duplicate Online Form Creation-box is unchecked, you can block the initiator from creating a new online form, when an existing document in Shared Status created from the same form already exists.
Theme Color can be set here on a form level, or if you have already set your application colors and enabled Show Theme Colors in Embedded Mode in Settings, it will override this section.
Select Authentication Level for the recipient(s);
- No Authentication
- SMS Document Link
- Email Two-Factor Authentication
- Mobile Two-Factor Authentication
- Phone Two Factor Authentication
- User-defined Access Code
Display Mobile Phone Number on Form will display the Phone field when initiating the form.
Mobile Number Mandatory will force the initiator to add a value to the Phone number field when initiating the form.
Party one is always the initiator of the form, a recipient. If you are using the Draft URL link , the initiator is the sender of the document and will enter the recipient's details.
If you have more than one blank/open party, select these parties as Fixed Recipients or have their Details added by the Form Initiator.
A Fixed Recipient would typically be a person within your organization that always needs to sign as the second party. A fixed recipient can be added by clicking Add others, Add Me or selecting a recipient from your address book.
- Details Required by Form Initiator
Requiring the details of a party allows the initiator to enter the first name, last name, email address of the recipient when initiating the form.
- Document Permission
Select a Permission level for the role
- Allow Initiator to Add Comments for this Recipient
Adds a comment text box in the preview window for the initiator to fill in if needed.
- Auto Suggest Name from Account Users
If this party will always be someone from your company, you can select one of your users from a dropdown list.
- Make Optional
Make this role optional. The initiator of the document will select if this party will be signing or not. The optional role feature is unique for Online Forms and very useful in a Authorized Representative/Patient or Student/Guardian situation where the number of signers fluctuates.
- Default Value for Optional Recipient
Select the Optional Recipient to be Required or Not Required. The initiator of the form is allowed to select the availability for the role.
Patient is an Optional Role in the above Online Form with Default Value Required
The initiator of the Online Form will enter the information of the Patient, if the Patient should sign
- Add Additional Parties
Add a recipient to receive an email notification (with or without the PDFs, depending on your settings) after the document is completed by all parties. The recipient may open the View Document link in the email to view the completed documents.
- Enforcing a signing sequence
Enforcing a signing sequence forces the recipients to sign this folder in order.
- In-person signing
In person signing can be enabled if needed (if the recipient signs documents electronically in person and does not have access to an email). In person signatures are done in front of the signing admin belonging to the company.
- Boardroom signing
Boardroom signing can be selected if you have multiple recipients that are in person signers, allowing the recipients to give control of the screen to the next person in the order to sign, without having to give the control back to the admin in between signatures.
Instructions and Success URL
Instructions for the initiator
Instructions for the initiator are customized instructions displayed when the form is initiated.
Form Success Message
A Form Success Message is a customized text displayed after the document is completed by the initiator.
Form Success URL
Form Success URL redirects the initiator to another page that may have more information or a video for them to watch immediately after completing the document. For example, add your own website URL or www.foxit.com.
Delay until recipient redirects
Set a delay using the “Redirect to Form Success URL after displaying the "Form Success Message" for __ seconds”. Set the delay to 0 to redirect immediately after completion. To give your initiator the opportunity to read your customized Form Success Message, add a longer delay.
💡Did you know? You can set up a Kiosk Mode using Online Forms. Complete the creation of your form, copy the Online Form Hyperlink and paste it into the Form Success URL. After a document is completed, it will automatically redirect to a new form.
Kiosk Mode redirects an Online Form to a new form after completion
Draft URL Options
- Generate a Draft URL for this form
Draft URL allows you to create a draft version of the form to be initiated internally, without having to login or having an Foxit eSign account. For example, you might have sales people that do not need to create or manage forms or documents, but they do need to initiate them on your company's behalf.
The Draft URL can be bookmarked or added to their desktop to quickly allow your company to send a form to recipients. This option only requires that they know the names and email addresses of the signers.
- Draft mode for Draft URL
Prefill fields before sending to recipients with the Draft Mode for Draft URL by initiating the form and click Preview and Send. Prefill the field as required and click Send.
Validate form author password when using this form via Draft URL
If you want to add additional security for the senders using the Draft URL, you can force the initiator of this form to enter the author's account password before being able to send using the Draft URL.
Send a notification mail to the form author whenever a new document is sent via Draft URL
A notification will be sent to the form author whenever a Draft URL link has been used to send a folder.
Get the Online Form Links
If you enabled and generated a Draft URL you will see three sections in the next step:
- Distribution link for having a signer initiate and add their own details
- An Embed code for an iFrame on your website or application
- A Draft URL for internal use
Testing your Online Forms
To test the Distribution link or Draft URL link, open an incognito window or private window so our system will not log you out and you can see exactly how the form will look to your signers. By using Draft URL you can either fill out and send the form directly to recipients or press continue to prefill field data for the clients before sending.
Managing your Online Forms
Manage Online Forms easily and edit them when needed.
Navigate to Online Forms
- Click on the Documents tab. Navigate to the left side panel. Click Online Forms.
- From the list, select the form you would like to manage by clicking on your Online Form name.
💡Did you know? Adding, removing or updating fields on the Template(s) used for the Online Form will automatically update the form.
The Bulks Dashboard provides a quick insight into the status of your bulk sends.
- Signer Name
- Signer Email
- Folder status (shared, partially signed, or executed) for each recipient and diagram displaying folder status statistics.
You can download the documents and all their statuses at any given point using the 'Export to Excel'-button . All completed envelopes with their individual field values can be downloaded using the Excel export icon above the table showing all the recipient parties.
Reminders can be easily sent to all recipients who have not yet signed the document by clicking the Remind All button above the table showing all the recipient parties.
The sender can cancel one or all of the folders sent for the signature.
Customize Folder Information
By clicking View Folder, you can organize documents by adding labels, notifications for agreement renewals, or important information about the Envelope for each recipient.