Using SmartForm for routing

Introduction

You can use SmartForms to collect information efficiently and ensure it reaches the right person for processing. Unlike traditional forms that require manual forwarding, SmartForms allow you to configure placeholders and recipients, ensuring that once a form is completed, it is automatically routed to the appropriate individual or department. This eliminates unnecessary delays, enhances accuracy, and streamlines workflow automation.

For example, when a customer wants to open a bank account or apply for a financial service, they receive a SmartForm link via email or the bank’s website. The customer fills out the required details, uploads any necessary documents, and submits the form. Upon submission, the form is instantly sent to a designated bank employee for verification and processing. This automated flow reduces administrative workload, ensures timely handling of requests, and provides a seamless experience for both customers and employees.

This use case outlines the fundamental steps for pre-defined routing with SmartForms to optimize workflow automation.

How it works?

1. Add SmartForms to a Service Plan in SigningHub Admin.

2. Allow SmartForms against a User Role in SigningHub Web.

3. Create a Template for SmartForms in SigningHub Web.

4. Create and Share a SmartForm in SigningHub Web.

5. Sign a SmartForm via URL.

6. View SmartForm responses in SigninHub Web.

Add SmartForms to a Service Plan in SigningHub Admin

Make the following configurations to a service plan in SigningHub Admin:

1. In the "Basic Information" section, add "SmartForms" in the "Features" field:

   

Allow SmartForms against a User Role in SigningHub Web

Make the following configurations to a user role in SigningHub Web:

1. Against your user role, in the "User Access Preferences" tab, allow the user to manage SmartForms.

Create a Template for SmartForms in SigningHub Web

Make the following configurations to a template in SigningHub Web:

1. Set the first recipient as a "Placeholder".

Creating and Sharing a SmartForm in SigningHub Web

1. Click "Configuration" from the Navigation panel, then click "SmartForms" under the Documents options in the Personal Configuration section.

2. Click on the "Add SmartForm" button appearing in the grid header.

3. On the "Create SmartForm" screen, enter the required details and make the necessary configurations. (To learn more about the available SmartForm configurations, click here.)

   
4. Click on the "Save changes" button.

5. From the "Copy SmartForm URL" dialogue box, 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.

   

Sign a SmartForm via URL

To sign a SmartForm, follow the below-mentioned steps:

1. Open the SmartForm URL received, in a browser tab. The user will be presented with a signer information page.

2. Enter your name and email address in the placeholder information field. The user can, optionally, update other recipients in the workflow (if available).

   
3. Click on the "Start signing" button.

4. The user will be redirected to the document viewer screen. Left-click on the signature field assigned to you, and click on the "Sign" button from the drop-down.

   
5. Click on the "Sign" button to sign the document.

   

View SmartForm responses in SigninHub Web.

1. Click "Configuration" from the Navigation panel, then click "SmartForms" under the Documents options in the Personal Configuration section.

2. Select the SmartForm against which you want to view the responses, and click on the "View responses" button appearing in the information panel.

3. You will be redirected to the "Documents" screen, where all the responses against the selected SmartForm will be displayed.