Manage your SmartForms
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SmartForms are a powerful feature that enables users to generate and sign documents on-demand through secure, shareable links. This eliminates the need for sending documents to each signer individually or requiring them to have a SigningHub account. By providing a unique, confidential link for each document, users can easily distribute forms to recipients via email, allowing them to sign without any additional login requirements. The link leads to a secure page where signers can complete the signing process, offering flexibility and efficiency for capturing signatures from people you may not know in advance.
With SmartForms, SigningHub provides a simple, secure, and scalable solution for collecting digital signatures and data from various recipients. This feature enhances the document signing process, making it faster and more efficient for businesses and individuals to obtain signatures without the need for manual intervention.
Administrators can control access to the SmartForms feature at both the Service Plan and Role levels.
Click "Configuration" from the Navigation panel, then click "SmartForms" under the Documents options in the Personal Configuration section.
Your SmartForms will appear in a tabular format.
Click "Configuration" from the Navigation panel, then click "SmartForms" under the Documents options in the Personal Configuration section.
Click on the "Add SmartForm" button appearing in the grid header.
On the "Create SmartForm" screen, enter the required details and make the necessary configurations. See the table below for a description of the fields.
Click on the "Save changes" button. A dialogue box will appear prompting the user to copy the SmartForm URL. You can choose between two options based on your needs: the URL, which is a direct link that can be copied and shared, or the Embed option, which provides a clickable hyperlink that can be embedded within a webpage.
Name
Specify the name of the SmartForm. This is a required field.
Instructions for first recipient
Specify the instructions for the first signer to complete the SmartForm, which are displayed below the SmartForm Signer Information when the form is initiated. This field is optional and comes prefilled with default instructions, which you can keep, remove, or replace with custom text.
Active
This toggle is used to activate or deactivate the SmartForm. Only the active SmartForms can be accessible upon sharing.
Template
Click on the "Select" link to choose a template for the SmartForm from a list of all personal and allowed enterprise templates. Only templates that meet the SmartForm requirements can be selected. Once a template is selected, it will be displayed, and the user will have the option to replace it if needed. Clicking Replace Template allows the user to select and replace the existing template for the specific SmartForm. Once a template that meets the SmartForm requirements has been selected, the recipients of the template will be displayed below, along with their respective roles.
Require email validation
When the "Require Email Validation" toggle is enabled, the signer must verify their identity through email before accessing and signing the SmartForm. The first recipient provides an email address and receives a validation code for the SmartForm. The recipient must retrieve and enter the code to proceed with signing. If the first placeholder is replaced with the SmartForm owner, the email validation process will be skipped.
Message for all recipients
"Message for all recipients" can be used to set a custom message for all recipients in the workflow. This message will be displayed in a popup when the recipients open the document. This is an optional field.
Set usage limit based on quantity
When the "Set a usage limit based on quantity" toggle is turned on, a field named "Maximum number of responses allowed" will appear. Enter a number to specify how many documents can be generated from the SmartForm. The SmartForm will be disabled once the response limit is reached. If you change or apply the limit to an existing SmartForm, the system will add the new limit to the responses that have already been received.
Set usage limit based on time between responses
When the "Set usage limit based on time between responses" toggle is turned on, a field named "Time interval between responses" will appear along with a dropdown where you can select the time period: Minutes, Hours, Days, Weeks, or Months. Enter a number and select a period to specify how often the SmartForm can be used to generate an envelope by the same person. This limit controls how often the same person (email) can sign the same SmartForm. The SmartForm will remain disabled for a user until the specified duration has elapsed since their last response.
Click "Configuration" from the Navigation panel, then click "SmartForms" under the Documents options in the Personal Configuration section.
Select the SmartForm you want to edit and click the "Edit" button in the information panel.
On the "Edit SmartForm" screen, edit the required details and make the necessary configurations.
Click on the "Save changes" button.
Click "Configuration" from the Navigation panel, then click "SmartForms" under the Documents options in the Personal Configuration section.
Select the SmartForm against which you want to view the responses, and click on the "View responses" button appearing in the information panel.
You will be redirected to the "Documents" screen, where all the responses against the selected SmartForm will be displayed.
Click "Configuration" from the Navigation panel, then click "SmartForms" under the Documents options in the Personal Configuration section.
Select the SmartForm for which you want to copy the URL, and click on the "Copy URL" button appearing in the information panel.
The "Copy SmartForm URL" dialogue box will appear prompting the user to copy the SmartForm URL. You can choose between two options based on your needs: the URL, which is a direct link that can be copied and shared, or the Embed option, which provides a clickable hyperlink that can be embedded within a webpage.
The SmartForm can be embedded only if no CSP (Content Security Policy) is set or if the frame-ancestors directive in the CSP includes the parent URL.
Click "Configuration" from the Navigation panel, then click "SmartForms" under the Documents options in the Personal Configuration section.
Select the SmartForm against which you want to download the responses, and click on the "Download responses" button appearing in the information panel.
The "Download SmartForm Responses" dialogue box will appear, where the user can define the period for which they want to download the SmartForm responses. Additionally, the user can select the format in which they wish to download the responses, with options including CSV, XML, or JSON.
Click "Configuration" from the Navigation panel, then click "SmartForms" under the Documents options in the Personal Configuration section.
Select the SmartForm you want to delete and click the "Delete" button in the information panel. You can also select multiple SmartForms and delete them by clicking the "Delete all" button in the information panel.
In the confirmation dialogue box, click on the "Delete" button.
When deleting the SmartForm, the system will display a confirmation popup with information stating that all documents associated with the SmartForm will be unlinked.
Template requirements for creating a SmartForm:
The first recipient must be a placeholder role, though the template can include additional placeholder and named recipients.
Document Access Security must not be configured for the first recipient.
The first recipient must not have the "Send a copy" role.
The template should have a "Serial" or "Custom" workflow. However, in case of a custom workflow, the first signing order should have only one recipient.
A user can create a SmartForm using all allowed personal and enterprise templates.
If you delete a template which is associated with a SmartForm, the associated SmartForms will also be deleted.
