**Available for eSign Pro & Enterprise plans
Online Forms Overview
Online Forms, also called Web Forms, can be used to collect mass signatures and utilize unique features such as Optional Roles and Boardroom Signing. Online forms are available for eSign Pro and Enterprise Plan.
Online forms are created from an existing template on the Foxit Sign account. The template used will be tied to the online form, and changes made to the template will be reflected for any online forms created from the generated URL after the change has been saved.
With an Online Form, you can select one or more templates and create:
Direct Link: Distribute a link by email or send it via text message directly to recipients. Works well for businesses with their own email service.
Embedded Link: Embed a link to capture e-signatures from a website or application. Forms are displayed in an iframe.
Draft URL link: Draft URL link for internal use to give access to template sending to non-Foxit eSign users of the account. By opening the template, senders 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 easy to use for temporary staff or employees that do not send documents often and therefore do not need to have their own Foxit eSign account.
Dynamic link: Dynamic URL link to prefill Online Form automation. Add prefilled values to the initiator's details and displayed form fields (max 2) using the URL.
Jump to Online Form Topics
• How to Create an Online Form
• Customize an Online Form
• Get Online Form Links
• Managing Existing Online Forms
• Online Form Dashboard
• Downloading Online Form Reports
• Sending Reminders
• Document Cancellations
How to Create an Online Form
- Go to the Templates tab and select the checkbox for one or more templates.
💡Tip!
If you use multiple templates, and a party role appears on multiple documents and they are the same recipient; use identical names for the role, for example, ‘Client’. Roles with different names (or no role name) will be treated as separate recipients.
2. Click Create Online Form to start the Online Form creation process.
Customizing an Online Form
The Online Forms workflow (Steps 1-5) allows you to configure the settings for your form.
1. Overview
On the first page of the Online Form Settings, a preview of each template is displayed at the top. If multiple templates are being combined, the order in which they appear can be changed by dragging and dropping the templates in the desired order.
A form name, expiration date, and limit for how many forms can be created may also be set in this step.
Selecting a Form Author from the dropdown list will change which user will be managing the documents from this form and will be set as the sender. By default, it will have your user account selected.
2. Display Features
Preview Mode is set by default and will show a preview of the form behind the initial pop-up window, asking for the name and email of the recipient.
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 will allow the initiator to view fields in the initial information prompt when initiating the form and 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.
💡Tip!
Make sure each field in the template is named in field properties or they will not appear on the first page for them to fill out
Enable Extra Document Information Panel will show the Folder Timeline on the right-hand side of the screen, such as recipients, comments, and history. It is recommended to leave this feature off, unless necessary. If Allow Duplicate Online Form is unchecked, online form initiators will be blocked 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 on a form level, if application colors and Show Theme Colors in Embedded Mode are enabled in Settings, it will override this section.
3. Security
Authentication Level for the recipient(s);
- No Authentication
- SMS Document Link
- Email Two-Factor Authentication (2FA)
- Mobile Two-Factor Authentication (2FA)
- Phone Two Factor Authentication (2FA)
- User-defined Access Code
- Knowledge Base Authentication (KBA)
Mobile Number Mandatory will force the initiator to add a value to the Phone number field when initiating the form.
4. Signers/Recipients
The initiator of the form will always be a party, they will enter their own information when they access the Online Form link and enter their details to initiate the form. If more than one blank/open party is added to the recipient list, they will have the option to be set as either Fixed Recipients (recipients with details entered by the form author) or have their details added by the form initiator.
When selecting Details Required by Form Initiator for a recipient, they may be set as optional, allowing the initiator of the document to select if this party will be signing or not- Allowing one template to be used for different signing processes!
💡Tip!
The Optional Role feature is unique for Online Forms and can be useful in an Authorized Representative/Patient or Student/Guardian situation where the number of signers fluctuates. Click here to learn more.
In-person Signing can be enabled if needed (Such as when a recipient signs documents electronically in person and does not have access to an email). In-person signatures are done in front of the signing administrator belonging to the company.
Boardroom signing
Boardroom signing can be selected if there are 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 giving the control back to the admin in between signatures.
Learn more about in-person signing
5. Instructions and Success URL
Messages or instructions may be added after the signing process is completed.
The instructions are displayed when the form is initiated.
The down arrow may be clicked to expand the edit window to see all the options for customization.
- The Form Success Message is an optional customized text prompt similar to instructions but displayed after the document has been completed by the initiator. The down arrow may be clicked to expand the edit window to see all the options for customization.
- 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.
💡Tip!
Redirect to a new form after completion with the Kiosk Mode feature for Online Forms. After a document has been completed, the form will automatically redirect to a new form for a new initiator to begin.
To set up Kiosk Mode
- Complete the creation of a form
- Copy the Online Form Distribution URL
- Click Edit This Form and paste it into the Form Success URL on Step 5
- Click Submit.
Delay until the Recipient Redirects allows a delay before a recipient is redirected to be set.
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 the initiator the opportunity to read a form's customized Form Success Message, a longer delay can be added.
Click Submit to finish the Online Form creation process.
Get Online Form Links
Once an Online Form is generated, a Distribution link, Embed link, and if selected in Step 5, a Draft URL link will be created and accessible via Get Links.
- The Distribution URL is used for a signer to initiate an online form.
- Embed URL can be used for an iframe on a website or application.
- Draft URL for internal use, more information can be found below.
The links to the form are always accessible by clicking Get Links and click Copy.
Testing Online Form links
To test the Distribution link or Draft URL link, it is recommended to open an incognito window or private window to see exactly how the form will look to the initiator.
Draft URL
The Draft URL option only requires that they know the names and email addresses of the signers.
By enabling Draft URL generation in step 5, Instructions and Success URL, a draft URL will be generated. Draft URLs allow a draft version of the form to be initiated internally, without the need to log in or have a Foxit eSign account. For example, a business might have salespeople that do not need to create or manage forms or documents but need to initiate them on the company's behalf. Making the Draft URL link accessible to a team allows members to quickly send forms to recipients.
Prefill fields with Draft URL
By using the Draft URL feature, fields may be filled out and the form sent right away or continue can be selected to prefill some data for the clients.
Click Preview and Send, prefill any required fields and click Send.
Managing your Online Forms
Online Forms can easily be managed and edited when needed.
- Click on the Documents tab. Navigate to the left side panel. Click Online Forms.
- From the list, select the form to manage by clicking on the Online Form name.
💡Tip!
Updating fields on the template you used for your Online Form will automatically update your form.
Online Form Dashboard
The Online Form Dashboard provides a quick insight into the statuses of generated envelopes from the form. Statistics and diagrams are displayed to give an overview of information including;
- Signer Name
- Signer Email
- Date
- Envelope status for each recipient and diagram showing a percentage for each folder status.
Downloading reports
Reports can be downloaded for the envelopes and all their statuses at any given point using the Excel export icon 
on the dashboard. If field data is required for a report, click 
to download an Excel Report for all envelopes and their individual field values.
Reminders
Reminders can be easily sent to all recipients who have not yet signed the envelope by clicking the Remind All button 
, above the table showing all the recipient parties.
Edit Reminder Email
To edit an email for a specific document:
1. Click View Envelope 
2. Click Review Documents 
.
3. Depending on the status of the document, Remind 
or Resend Invite 
can be sent from the Envelope Timeline. The reminder can also be sent from More Actions by clicking 'Send Signature Reminder(s)' in the top right corner when viewing an online form document.
The content of the signature reminder email may be edited, once completed, click Send.
Envelope Cancellations
The author of the Online Form can cancel one or all of the envelopes that are not yet in EXECUTED status.
