The Digital Forms feature in Compliance is a great tool to send and receive signed documents electronically. In our platform, Admins and Security Managers can create custom forms, dictate required fields and formatting, and request completion and signatures from employees. This eliminates the back and forth of requesting information from employees and allows for this information to be stored in one location.
In this article we will go over how to upload a form, assign it to employees, and review the status of the form.
How to Upload a Form
Ensure that you have your file available from your computer. When ready, follow the steps below:
Log into Compliance and click the Administration icon in the left side panel. Select Digital Forms.
Click + Add a Digital Form in the top-right corner.
3. Type the Title for your form, then click Upload File to then browse your computer for the file. Please note: the valid file types are: .csv, .docx, .pdf, .ppsx, .ppt, .pptx, .jpg, .jpeg, .png, .xls, .xlsx, .tct, ?, and .gif
4. Optionally, you can also add signing roles by clicking the Add Roles For Additional Signers button at the bottom, then naming each role that you add. This is handy if you require signatures from multiple people within your document, such as the supervisor of the main signer. These signers will then be assigned to the document at a later step.
5. Click Save.
Editing A Form
The next page is where you can add the elements that will be filled into the form. There are a number of tools available which is outlined in detail below:
Signer
If you've added multiple signers, you can choose which signer is responsible for which fields. Choose the signing role from the dropdown list that you've created. Otherwise, if you only have one signing role (i.e. the main employee you will assign the form to), choose that role.
In the example below, I've named my primary signing role as Main Signer, and all their fields will appear in blue in the document.
If I choose to add my second signing role, named Supervisor 1, their fields will appear in orange.
Signature and Initial Fields
Signature and Initial fields will prompt the signer to draw their signature or initial using their computer.
To add these fields, simply drag and drop them directly into the document. Then, you can click each field to open the properties panel on the right-hand side. From there, you can edit different settings such as the Required Field checkbox.
Auto-fill Fields
Auto-fill fields will automatically add the signer's information to the document, depending on the existing properties. The signer does not need to interact with these fields. They include:
Date Signed
Full Name
Email Address
Company Title
Standard Fields
Standard fields involve a little bit more customization as they ask your signers to provide custom info based on your requirements. The different fields include:
Textbox
This is a standard text field where a signer will type their answer into the document. You can add Placeholder text to make it more visible to the signer.
Checkbox
This is a standard checkbox where the signer will click directly onto the document to stamp a checkmark.
If you have a group of checkboxes and require a certain number of them to be selected:
Add each checkbox into the document.
Click and drag your mouse across all checkboxes within that group.
In the properties panel to the right, select Group Checkboxes.
Under Group Requirements, set the minimum and maximum to your desired amount.
Note: If you only require one of them to be selected, use a Radio Group instead. This is explained in a section below.
Dropdown
Dropdowns will prompt a signer to choose their answer from a list. Drag the dropdown field into the document. Then, from the properties panel, add your options in the Dropdown Options field. They must be separated by commas, semi-colons, or line-breaks.
Radio Groups
A radio group allows the signer to select one option from a predefined set of options. This is handy for Yes/No fields and any other field that only allows you to select one option. By default, there are two options, but you can add more by following the steps below:
Drag a Radio Field into the document.
Click the + icon to add more fields.
Drag each circle into your desired spot in the form.
If you'd like to make this selection mandatory, select Required Group from the properties panel to the right.
A Note on Conditional Logic
Each Standard Field has a Conditional Logic Section within their properties panel. This allows you to create a rule that will hide or show another field depending on the answer.
For example, if someone answers Yes on a radio field or checkbox, you can make it so that another text field is hidden or shown.
To create conditional logic:
Click the field that you would like to trigger a rule from.
In the properties panel, select Create rule.
From the dropdown options, create the rule based on the answer given by the signer.
Choose whether to Show or Hide the field that will be affected by that answer.
In the form, click the field that will be hidden or shown.
After you've finished adding your fields for all signers, click Save Template to complete the process.
How to Assign and Request a Form to an Employee
Once you have the document uploaded, the next step is assigning it to employees so they can review, sign and return. The steps below outline how to assign a form to an individual. You can do this from the Administration or People section:
From the Administration Section
Click the Administration Module, then click Digital Forms.
Click SIGNATURES > + Request Signature
3. Select the Digital From from the dropdown list.
4. Choose the signer(s) from the user list.
5. Select a Due Date for the form.
6. Optionally, choose to Send Email Notification to the signer immediately.
From the People Section
Click the People module and choose the user to assign the form to.
Click Forms.
Select Request Signature.
Choose the digital form, assign any additional signers if necessary, and choose the due date.
Optionally, choose to Send Email Notification to the signer immediately.
How to Review the Status of a Form
Now that you have assigned the form to an employee, you can check its status at any time. The best method is to go to the individual's profile and open the Forms section. Here you will be able to view the form, status, date requested, and due date.
For all completed forms, click into the form and click the link under the Signed Documents section. You can then download it directly from there.
