How Optional Roles works

The initiator of an Online Form will add the information for the Optional party if required. The Optional Role feature is unique for Online Forms and very useful in an Authorized Representative/Patient or Student/Guardian situation where the number of signers fluctuates. The form example below allows usecases with both one signer and two signers, without using multiple forms.

Test a form with Optional Roles

The form allows the initiator to select one signer (Student) or two signers (Student and Parent/Guardian) depending on the situation.

How to set up Optional Roles using Online Forms

Optional Roles in an Online Form

NOTE: The below steps requires you to have an existing form your can edit, or you can create a new Online Form.

1. The Optional Role is added in Step 4 Signers/Recipients when creating or editing an Online Form.  Click on Step 4 Signers/Recipients.
   
   
   
   
2. Click 'Details Required by Form Initiator'.
   
   
   
   
3. The Optional Role is by default set to 'Not Required' and the initator can select if the optional party is available to sign or not. Select 'Not Required' or 'Required' depending on the most common use case for your forms.
   
   
   
   
4. In the example picture below we have added instructions to guide the initator when the optional party is needed or not. 
   
   
   
   
5. Once you have completed these steps, click Save and Next and Submit to save your Online Form edits.

Test the example form

Add Optional Roles to an existing Online Form

1. To edit an existing Online Form, navigate to Documents tab>Left hand side menu>Online Forms.
   
   
2. Click on the name of your existing form>Edit Forms.
   
   
   
   
3. Click 'Details Required by Form Initiator'.
   
   
   
4. The Optional Role is by default set to 'Not Required' and the initator can select if the optional party is available to sign or not. Select 'Not Required' or 'Required' depending on the most common use case for your forms.
   
   
   
   
5. In the example picture below we have added instructions to guide the initator when the optional party is needed or not. 
   
   
   
   
6. Once you have completed these steps, click Save and Next and Submit to save your Online Form edits.