Introduction

With SmartForms, you can simplify data collection by creating an accessible, self-service system that allows users to provide information effortlessly. SmartForms ensure a seamless and efficient experience for both submitters and recipients.

For example, your company is organizing a skills development workshop open to all employees, with no predefined attendee list required. To streamline the registration process, you create a SmartForm that allows employees to sign up for sessions that interest them.

You share the SmartForm link via email, post it on the company website, and announce it through internal messaging channels. Employees can easily access the form, enter their details, select the topics they want to attend—such as leadership, public speaking, or technical training—and submit their registration in seconds.

As sign-ups come in, all data is automatically collected and organized. Once the registration period ends, you download a CSV file with participant details, helping you allocate resources, assign trainers, and ensure a well-organized event—without the hassle of managing registrations manually.

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.

   
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.

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.

View your SmartForms

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

2. Your SmartForms will appear in a tabular format.

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. See the table below for a description of the fields.

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

2. Select the SmartForm you want to edit and click the "Edit" button in the information panel.

3. On the "Edit SmartForm" screen, edit the required details and make the necessary configurations.

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.

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

2. Select the SmartForm for which you want to copy the URL, and click on the "Copy URL" button appearing in the information panel.

3. 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.

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 download the responses, and click on the "Download responses" button appearing in the information panel.

3. 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.

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

2. 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.

3. In the confirmation dialogue box, click on the "Delete" button.

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.