Creating Documents to Collect Electronic Signatures with Formstack Documents and Adobe Sign

This article provides a guide on creating documents to collect electronic signatures with Formstack Documents and Adobe Sign.

Overview of Formstack Documents

Formstack Documents is a document automation service designed to create electronic documents efficiently and at scale. This service integrates with Formstack Forms and various other platforms, automating the generation of documents based on specific triggers, like form submissions.

Formstack Documents utilizes automated workflows to streamline the creation of documents. This is particularly useful for generating large volumes of documents quickly and accurately. It seamlessly connects with Formstack Forms, allowing for smooth data transfer and document creation based on form submissions. Beyond Formstack Forms, this service integrates with a range of other systems, facilitating the automation of document generation from various data sources.

Utilizing data from form submissions or integrated systems, Formstack Documents can dynamically generate a variety of documents. This includes contracts, invoices, reports, proposals, and more, tailored to the specific data provided.

Once created, these documents can be distributed through several channels. They can be sent directly to cloud storage solutions, uploaded to Customer Relationship Management (CRM) systems, or forwarded for electronic signatures using Adobe Sign or Formstack Sign.

Creating a Document Template

Creating a template in Formstack Documents can be accomplished through five distinct methods.

  1. Go to Formstack Documents (webmerge.me) and log in with your credentials.
  2. Once logged in, click on the Documents menu located at the top of the page.
  3. Select the New Document button to create a new document. This can be done either in the root folder or within any sub-folder that you have access to.
  4. In the Name your Document Template box, enter a suitable name for your new document.
  5. Choose a method to create your template:
    • Upload a pre-built template: You can upload an existing template with merge fields. This template can be in formats such as Microsoft Word, Excel, PowerPoint, or a fillable PDF document.
    • Use pre-built Templates: Formstack Documents offers a variety of pre-built templates to choose from.
    • Build from scratch: Alternatively, you can create a new document from scratch using the Formstack Documents builder.

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Merge Fields

Merge fields are essential components for constructing your documents in Formstack Documents. They specify the locations within your templates where information should be merged.

Importing Merge Fields from a Formstack Forms Form

If you are building a document from scratch, you can import merge fields from a Formstack Forms form:

  1. Go to the Document Builder tab and select the Insert button > Web Form.
  2. In the Insert a Web Form box, input the live URL of the form from which you wish to import merge fields. The URL format should resemble 'https://ithacaedu.formstack.com/forms/example_form'

Using Merge Fields with Formstack Forms Integration:

If you are working with merge fields from Formstack Forms, you can use the Formstack Documents integration.

  1. In your Formstack Form, click on  Settings.
  2. Select Integrations in the left-side menu.
  3. From the list of available integrations, select Documents and then select Add.
    Formstack integrations screenshot
  4. Select Log into Formstack Documents. This action will fill in your Formstack Documents API key and secret.
  5. On the Formstack Documents integration setup page, decide whether to import an existing document or create a new one using your form.
    Documents integration setup screenshot.
    1. Create a new document using this form: Automatically generates a document in Formstack Documents with your form's HTML, setting up the integration and automatically mapping all fields.
    2. Choose document: If you opt to use a pre-existing document from your Formstack Documents account, you'll need to align the merge fields with your form's fields.
  6. Turn on the Data Route toggle under Type to send incoming data to multiple documents. Before using this feature, create a Data Route in your Formstack Documents account and configure the Rules and Settings. This setup determines how form-submitted data will populate in your Formstack Documents.
    Data route toggle screenshot.
  7. Select Customize your document in Formstack Documents to personalize your document template and delivery preferences. If using a Data Route, choose Customize your data route in Formstack Documents for further personalization.
    Customize screenshot.

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Collecting Signatures with Adobe Sign

In Formstack Documents, you can collect electronic signatures for your documents using Adobe Sign. This process involves customizing the document template and setting up the delivery of the document through Adobe Sign.

Adobe Sign Tags

  1. Incorporate signature tags in the document to designate areas for signatures, initials, and other relevant information. These tags include:
    • A signature field for the first signer: {{Sig_es_:signer1:signature}}
    • An optional signature field for the first signer: {{OSig_es_:signer1:optsignature}}
    • An initials field for the first signer: {{Int_es_:signer1:initials}}
    • An optional initials field for the first signer: {{OInt_es_:signer1:optinitials}}
    • A read-only date field, with optional formatting (e.g., dd-mm-yy): {{Dte_es_:signer1:date:format(date,dd-mm-yy)}}
    • A read-only field for the signer’s email address: {{Em_es_:signer1:email}}
  2. After adding these tags, append the document or upload a revised document to Formstack Documents and adjust the settings as necessary.

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Setting Up Delivery

  1. Configure Document Delivery: Once your Formstack template is ready, configure the document delivery to Adobe Sign.
  2. Choose Adobe Sign Integration: In the Deliver tab, select Adobe Sign from the list of integrations. Follow the prompts to authenticate and connect your Adobe Sign account.
  3. Complete Setup Screen: Fill out the setup screen, including the signer's information. Use merge fields for the name and email address of your signer and customize further according to your requirements.
  4. Send Out for Signatures: Upon completing the setup, the completed documents will automatically be sent out for electronic signatures through Adobe Sign.

Further Reading

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