Create a web form

Overview

A signable web form can be created to embed on your website (or send as a web link), allowing multiple people to easily access your form or document and create an agreement.

A web form can be configured to have one or more participants, multiple counter-signers, and multiple CC'd parties as well. The signature flow for a web form is:

  • An agreement is created once the first participant completes and verifies their signature/action
    • If the web form allows for multiple participants, all partricipants will complete their action on the agreement in the order they are listed
  • After the participants have completed their actions, the counter-signers are notified in the order they are listed
  • Once the agreement is completed, all parties (including CCs) are notified of the completed agreement


Create a web form

  1. From the Home page, click Publish a web form 

    Create Web forms

  2. Enter the Web Form Name

    • If you add a file without first setting the web form name, the web form will adopt the name of the file.
    • You can only edit the name of the web form while it is in a Draft status. Once the web form is created, the name value is locked.
  3. Configure the experience for the first participant:

    (The first participant is the person that initially interacts with the web form. In the case where multiple participants are allowed, the first participant supplies the email addresses for all subsequent participants.)

    • Participant Role:
      • Signer - Signers must apply a signature in addition to any other fields that are required
      • Approver - Approvers can fill fields, but are not required to apply a signature
      • Acceptor - Acceptors, like Approvers, can fill field content but are not obligated to provide a signature
      • Form Filler - Form Fillers can only fill fields, and may not have a signature field applied to them
    • Authentication:
      • None - This option uses only the email verification after the web form is submitted (If configured to do so)
      • Password - The password option requires that the recipient enter a password before they can view the document
      • Knowledge-based Authentication (KBA) - KBA can be enabled as an authentication method if your account is configured to allow unlimited KBA transactions. Keep in mind that KBA is only valid in the United States
    Note:

    Adobe Sign Authentication and Government ID are not supported for web form authentication.

    Roles and authentications

  4. (Optional) Add Participant

    Clicking the Add Participant link adds an additional participant to the web form.

    • Additional participants are defined by the first participant who will supply all email addresses for the subsequent participants
      • Instructions can be provided via the template to guide the first participant
    • Additional participants can be optional or required
    Add additional participants

     

    • Add Participant - The Add Participant link allows for the addition of one or more subsequent participants (Participant 2, Participant 3, and so on) that are to be defined by the first participant
      • Clicking the link adds another Participant line to the page
      • Additional Participant can be optional or required
        • If optional, Participant 1 is requested to assign the next participant. If no new participant is identified, the signature flow moves to the counter-signers (if any)
        • If required, Participant 1 is required to provide a name and email address for Participant 2 to progress the agreement. If they do not, the agreement stalls at this point
      • Participant 2 is configured the same as Participant 1
        • Participant 2 has two additional roles that can be assigned: Certified Recipient and Delegator

    When Participant 1 has completed their required actions and clicks Submit, they are prompted to Assign the next participant:

    • Participant 1 is requested to provide the name and email address of Participant 2
      • Adding Participant 2 then allows for the option to add Participant 3 and so on...
    • If Participant 2 is included, Participant 1 must first verify their email address before the system notifies Participant 2
    Request to identify Participant 2

  5. Add counter-signers and CC'd parties.

    If you want your web form to be counter-signed:

    • Enter the email addresses of the parties you want to counter-sign or approve the agreement under the Counter-Signers section:
      • You can include yourself (the creator of the web form) by clicking the Add Me link on the right.
      • Configure the appropriate Role for each recipient. All roles enabled by the admin will be available.
      • Define the correct authentication method for each counter-signer.
      • All defined counter-signers need to complete their signature/approval in the order you list them for the agreement to complete.
      • The counter-signer emails can be edited after the agreement is sent on the Manage page.
        • You can only edit the email address of the counter-signer. You cannot add or reduce the number of counter-signers.

    Add CC'd parties by clicking the Show CC link.

    • Enter the email address(es) that you would like to automatically be included in the agreement completion emails.
      • The CC emails can be edited after the agreement is sent on the Manage page.
        • You can only edit the email address of the CC'd paarties. You cannot add or reduce the number of CCs.
    Add counter-signers

    Note:

    Keep in mind, the counter-signers will always be the final signers. The process always starts with the individual who visits the web form.

  6. Drag and drop the files you want to use as a the base for your web form into the Files section, or click Add Files, and navigate to the document on any networked drive or integrated file storage.

    Note:

    Existing Libary templates can also be imported (with authored fields intact).

  7. Configure the Options 

    • Password Protect - If you would like to apply a password to open the final PDF produced by the web form signing, check this box.  You will be prompted for the password
    • Recipient's Language (Business and Enterprise service levels only) - This setting will dictate the language used for the on-screen instructions, as well as the email notifications related to the web form
  8. Check the Preview & Add Signature Fields option, and then click Next.

    Create a web form page - exploded

  9. The page will refresh and display the uploaded files in the Authoring environment.

    Drag the necessary fields from the right side of the page, on to the document as needed.

    Make sure that you place at least one signature for each signer, including the initial participants and all counter signers.

  10. Once all of the fields are placed, click the Save button in the bottom-right corner. Saving the document at this point will launch the web form as an active, public URL.

    Note:

    If you leave the authoring window without Saving, the web form is saved as a Draft on the Manage page

    Place fields

  11. You'll arrive at the web form post creation page. Here you can get the URL to the web form, and the iframe/JavaScript code you can use to embed it.

    You can also test sign your web form.


Edit an existing web form

Web forms that are still in Draft status can be accessed on the Manage page by selecting the Web forms filter on the left rail.

  • Mouse over the web form in question to expose the Edit quick action.
  • Or click the web form record to expose the action panel on the right side of the window, and click the Edit Web Form action
Access a Draft status web form

Draft web forms allow:

  • the Web Form Name to be edited
  • the email address of the counter-signer(s)
  • the email address of the CC'd parties
  • the attached files to be edited
  • access to edit the fields on the web form
You can not edit:
  • the group the web form is related to
  • the number of recipients, counter-signers, or CC'd parties
  • the participant roles
  • the selected authentication methods
Edit options for a Draft web form

Edit the web form name and/or files, then click Next to open the authoring environment.

After adding your fields, click Save to launch the web form.

Escaping from the authoring environment will save the web form in Draft status.

Existing web forms can be modified at the document level.

The owner of the web form can update:

  • The attached files
    • The old file can be removed, and new files can be added
  • The fields on the attached files
    • Fields can be added and/or removed from the original files, or any new files that are added
Values that can not be changed after the web form is generated are:
  • The group the web form is sent from
  • The web form name
  • The Participant Role
  • The Authentication method
  • The counter signers
  • The CC'd parties
  • The Options
Note:

The URL of the web form does not change when the web form is edited, so existing links will continue to work with the updated content.

Edit the web form

To edit an existing web form:

  1. Click the Manage tab 

  2. Select the Web Forms filter

  3. Single-click the web form you want to enable

  4. Click the Edit button 

    Enable

  5. The configuration page loads, allowing you to add or remove files from the web form.

    Click Next when the files are correct

    Enable

  6. The in-app authoring environment opens, showing the files that are attached, and ready to accept field addition/manipulation.

    Existing fields from files that were already attached will persist.

  7. Add/edit the fields as needed.

  8. When the field configuration is complete, click Update

    Update

    Note:

    Updates to the live web form take place in real-time.

    Once you click Update, the next party to access your web form will have access to the net files/fields.

Counter-signer and CC email values can be edited once the web form is Active.

  • Draft and Disabled web forms do not allow editing these values.
  • Only the email value can be edited. The number of counter-signers/CC'd parties can not be altered.

To edit the counter-signer or CC'd email:

  1. Navigate to the Manage page and select the Web forms filter in the left rail

  2. Single-click the web form to be altered

    • Or mouse over the web form in question and click the Open quick action
    • Or click the Open Web Form action
    Open the web form

  3. Mouse over the counter-signer or CC'd party to open a pop-out ballon with the Replace Signer link.

    Click Replace Signer.

    Mouse over the counter-signer

  4. Enter the new email address and click Replace

    Mouse over the counter-signer

  5. A success message displays when the new value is accepted.


Disable a web form

When you disable a web form, it is longer accessible by signers, but is visible in your account. You can re-enable the web form under your authority at any time.

To disable a web form:

  1. Click the Manage tab

  2. Select the Web Forms filter

  3. Single-click the web form you want to disable

  4. Click Disable

    • An options window pops out
    Disable

  5. Select the experience that you want to provide for any user that attempts to access the web form URL

    • Redirect signers to another web page - You can redirect the signers to another web page, like a current version of the web form
    • Enter a custom message to signers - You can enter a message that will be displayed in place of the web form
      • You can add hyperlinks to the message by enclosing them in brackets [ ]
      • You can add labels by using the | (pipe) symbol after the URL

    e.g: [https://www.sign.adobe.com/ | Adobe Sign] displays as Adobe Sign.

  6. Click Disable

    • A success message is displayed
    • The status changes 
    • The redirect method is inserted under the status
    • The ability to edit the web form is removed


Enable a web form

Disabled web forms can be re-enabled at any time and resume function.

 

To enable a disabled web form:

  1. Click the Manage tab 

  2. Select the Web Forms filter

  3. Single-click the web form you want to enable

  4. Click the Enable button 

    Enable

  5. Click Enable when you are challenged 


Hide a web form

If you would like to remove a web form from the Manage page view, you can hide it.

Hiding a web form only hides it on your view, any other users that have access (via share) will still be able to see it.

  1. Click the Manage tab scroll down to the Web Form section. 

  2. Select the Web Forms filter

  3. Single-click the web form you want to hide

  4. Click the Hide link located in the right rail options.

    • If the web form is still enabled, you are presented with a screen warning you that the web form is still enabled and can be signed by signers.
    Hide

    Caution:

    If you do not disable the web form before hiding it, people can still access and sign it.


How to enable/disable user access to web forms

Business and Enterprise service levels have the option to configure the web form access and signer options.

Web form access and signer options can be enabled or disabled at the account or group level by navigating to Account > Account Settings > Global Settings > Web Forms

Controls on the Global page

Configuration options

Web forms have four optional configurations:

  • Allow CCs within Web Forms:
    • When enabled, email addresses can be added as CC'd parties to the web form. Otherwise, the option to add CC'd parties is removed from the creation process
  • Allow PDF preview of Web Forms:
    • When enabled, a PDF link is exposed on the web form, allowing the recipient to view the web form as a PDF
      • Be aware that the PDF is a document the recipient can save to their local system
  • Require an email address in the signature block of Web Forms:
    • When enabled, an Email address field is required for each signer within the bounds of the document
      • Adobe Sign will automatically place a signature block for any recipient that does not have an email field on the document
    • When false, the recipient is prompted to provide an email address on an interstitial page
  • Require Signer to verify their email address:
    • When enabled, the recipient is required to verify their signature before the agreement is completed (Signed)
    • When disabled, the recipient does not need to verify their signature, and the agreement progresses to the next recipient or completes
      • If an additional recipient is included by the first recipient, then an email verification must be completed before the second recipient is notified (regardless as to this setting)
      • Unverified signatures are subject to repudiation
  • Allow additional participants
    • When enabled, the web form interface exposes the option to add additional participants
    • When disabled, the interface does not permit adding additional participants, and web forms will only allow one external signer
Caution:

If you disable the email authentication of the signature, and you require a legally binding signature, ensure that you are using some form of authentication that identifies a unique person (eg: KBA, Password).


Find the URL and Embed Code for your web form

If you need to access the URL code for your web form:

  1. Click the Manage tab

  2. Select the Web Forms filter

  3. Single-click the web form to select it

    • This opens the Action rail on the right
  4. Click the Get Code action

    Navigate to Get Code

  5. The page refreshes to show the web form with the URL code at the top of the page:

    Get Code


Use URL parameters to fill web form fields

To insert values into a web form field, there are two things you need to know:

  • How to mark a field as available for URL parameters
  • How to construct the URL parameters to be inserted

 

How to mark a field as available for URL parameters

  1. Create or edit a web form to gain access to the fields

  2. Add the text field you want to populate through the URL

    •  Only Text fields can accept values
  3. Open the properties of the field by double clicking it

  4. Edit the field name to something meaningful. The field name is the first part of the parameter you will use, so shorter is usually better

  5. Check the box that says Default value may come from URL

    • Optionally check the Read Only box if you don't want the value to be editable
  6. Click OK to save the parameters

  7. Repeat for all fields that will need to accept a parameter from the URL

  8. Click Save to save the web form

URL

In this example we are creating two fields to be filled by the URL:

  • Branch_Office - A field that accepts the branch office string (shown above)
  • Emp_ID - A field that accepts the employee ID

 

How to construct the URL parameters to be inserted

  1. Copy the URL from the web form. The easiest way to do this is to:

    • Edit the web form from the Manage page
    • Click the Copy Web Form URL link
    URL

    Web form URLs are very long, so an abbreviated one is used here for an example (yours will look different):

    Example URL:

    https://secure.na1.adobesign.com/public/esignWidget?wid=CBF2s*

  2. Paste the web form URL into a text editor (like Notepad)

  3. Add your parameters  

    • The start of the parameters are identified by adding a hash (pound, #) symbol at the end of the web form URL.
    • Then add the parameters in the format of  {field_name}={value} 

    Example URL with one parameter

    https://secure.na1.adobesign.com/public/esignWidget?wid=CBF2s*#Branch_Office=San Jose #621

    • Multiple values are added by inserting an ampersand (&) between field values.

    Example URL with two parameters

    https://secure.na1.adobesign.com/public/esignWidget?wid=CBF2s*#Branch_Office=San Jose #621&Emp_ID=429939

  4. Once all of the field=value pairs are added to the URL, copy the full string and paste it into your browser.

    The web form will render with the fields populated:

    URL

 

Properties and Limitations

  • You only use the hash mark once to define the beginning of the paramater(s)
    • Using a subsequent hash mark in a value does not negatively impact the result
  • Using spaces in values is acceptable
  • Using spaces in the field name is only acceptable if you explicitly insert %20 as the space character in the URL
    • This will work: https://secure.na1.adobesign.com/public/esignWidget?wid=CBF2s*#Branch%20Office=San Jose #621
    • This will not work: https://secure.na1.adobesign.com/public/esignWidget?wid=CBF2s*#Branch Office=San Jose #621
    • It is generally recommend that an underscore be used in field names instead of spaces. It will ultimately save you time
  • There is no space allowed between the Field Name, the equals mark, and the beginning of the value (Fieldname=Value)
  • No space to either side of the ampersand if you have multiple values
  • There is no limit (other than perhaps URL length limits) to the number of fields that can get their value from URL parameters
  • Calculated text fields can not be overridden and do not have the checkbox displayed in their field properties.
  • URL parameters do not work with authenticated web forms. Due to the use of URL Hash Fragments, if a web form is protected via a password or other authentication, the URL parameters are not passed back to the client after authentication is complete (the server never sees that part of the URL). 

 

Error handling

  • Any URL parameter that does not match a form field name exactly is ignored
  • Any URL parameter that tries to assign a value to a non-text field or a text field that does not have Default value may come from URL enabled is ignored


FAQ & Known issues

Only when the web form is in a Draft status.

After a web form is created, the name of the web form can not be updated.

The web form creator always receives the completed agreement (unless settings are in place to suppress the notification).

If another party is required to be notified when the web form agreement is signed, the CC field can be used to ensure that party is automatically included.

CC Field

Yes.

After a web form is created, you can edit the CC'd parties on the Manage page.

Yes.

Templates in the Adobe Sign library can be used as the base for a web form by attaching them through the Add Files link.

Yes.

Instruction for disabling the email verification process can be found in the Configuration section.

Disabling email verification does not remove the requirement for the signer to supply an email address.

Caution:

If you disable the email authentication of the signature, and you require a legally binding signature, ensure that you are using some form of authentication that identifies a unique person (eg: KBA, Password).

Second factor authentications for a Web form

Yes. 

The URL to a web form is just a URL like any other.

Adding the URL to a web form as a hyperlink does not logically link any agreement generated by the web form to the source agreement.

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