Once you have Created a New Instance of a WebForm, you can fill and sign it within PICSWeb. To do this, either find the form in the WebForm List and select ... > Fill and Sign by it in the list or select Fill and Sign from the Form Details section of the WebForm Summary. This only will be available for form instances with the status set to Live.

Open

Before entering the necessary answers, you can specify the email addresses for anyone who is filling and signing the form remotely. The recipients available here will depend on the signature fields in the form. Fields will only be available for signatures that have not yet been captured in the form.

Open

Once you have completed your section of the form, when you submit the form emails will be sent to these addresses according to the specified Sequence with a link to fill and sign the relevant sections of the form.

Form fields for you to fill will be highlighted and available to edit. Some fields may have a default value, though you can still change these if necessary. 

Selecting any Initial or Signature fields will open a window where you can draw in your initials or signature as necessary. Select Save to add the initial or signature to the form.

Signatures in the completed form will be displayed with the following details:

• Form title and ID

• Role and IP address of the signatory

• Date and time of signing

Once you have finished, select either Actions > Submit or Actions > Send for Remote Signatures as necessary. If you have left any mandatory fields blank, you will be shown a list of the fields and they will be highlighted in red in the form.

Once you have successfully submitted the form, the instance will then be added to the Form Capture List with the appropriate status. You will be taken to the list after submission, though you may need to refresh the page before the new form instance is displayed.

Saving Forms

If you have partially filled out a form but are not yet ready to either Submit or Send for Remote Signatures you can save the form to be finished later.

Selecting Actions > Save Current will save any fields and signatures that you have already provided and return you to the WebForm List.

Selecting Actions > Validate and Save Current will first check that all mandatory fields for a certain signatory have been filled in where the relevant signature has been recorded. If any user has provided their signature but not filled out all mandatory fields assigned to them, you will be shown an error message and not be allowed to save.

Depending on your WebForm Settings, the option to Save Current without validating may not be available.

Remote Filling and Signing WebForms

If the form instance is then sent out for remote fill and sign, the form will be added to the WebForm List with the status set to Awaiting Remote Signing. 

Any people marked as 1 in the sequence will receive an email prompting them to complete the form.

Opening this link will open the form. The design of the form will depend on which Guest Theme you have chosen in the Form Capture List to apply to remote forms. Any fields that have been set for this particular person to fill or sign will be highlighted for them.

A toolbar is available above the form. Any fields that the user needs to complete will be displayed here, with the Back and Next buttons available to navigate between the relevant fields. Once the user has finished, they can select Submit to submit the form or Log Out to discard it.

The user will also have an option to Save and Continue. This will save any work that they have already done on the form in case they need to leave it and resume later. Once a form has been signed, it will not be able to save.

After successfully submitting, the user will be shown a completion window.

The form will then be updated in the WebForm List to reflect the signature. Any people who are marked next in the sequence will then receive an email to fill and sign the form.