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Docusign as pre start vehicle

  • August 4, 2025
  • 4 replies
  • 99 views
H
New Voice
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Hi there. I'm trying to understand the right structure for our Docusign workflow. We want to use Docusign as a pre-start vehicle before people join the business, specifically to collect data, get documents signed, and receive documents from new hires.

We're currently subscribed to the Business Pro plan for one month, and that's what we intend to use. We've already created a web form for people to enter their personal data, and we also have a PDF document that needs to be completed and signed with their personal details. Additionally, we need to have documents uploaded so that we have some information before their starting date.

Could someone please provide some pointers on the expected structure for this workflow? I'm feeling a little overwhelmed with the amount of information available and would really appreciate some guidance. Thank you.

Best answer by Melanie.Panguito

Hi ​@HSEQ,

Thank you for reaching out, and a warm welcome to the Docusign Community! Glad you're here, and we're happy to share knowledge with you.

I understand that navigating the creation of Web Forms can be overwhelming, and you're looking for specific guidance to help you move forward. Absolutely, here to help!

For your use case, where you need to collect data, get documents signed, and request documents, creating an eSignature template and then importing it into a Web Form is indeed the recommended approach. Let me clarify this process for you:

First, you'll create an eSignature template in Docusign with the fields you need. To make sure recipients can attach necessary documents, you'll need to add attachment fields within your eSignature template so that your recipients can upload the documents you've asked for. Next, you'll import this template into a Web Form, allowing for efficient form and envelope signing.

Since you've already created your Web Form, could you please describe any issues or challenges you faced during that process, if there are any, to provide you with the most accurate advice?

📌Heads up: Docusign University offers recorded webinars and 1-hour live instructor-led webinars where you can ask questions with a live instructor, free of charge. 

Looking forward to your update. We're here for you!

 

Regards,

Melanie | Docusign Community Moderator
If this helped, feel free to click "Best Answer"

4 replies

M
Community Moderator
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  • Melanie.PanguitoCommunity Moderator
  • Community Moderator
  • Answer
  • August 6, 2025

Hi ​@HSEQ,

Thank you for reaching out, and a warm welcome to the Docusign Community! Glad you're here, and we're happy to share knowledge with you.

I understand that navigating the creation of Web Forms can be overwhelming, and you're looking for specific guidance to help you move forward. Absolutely, here to help!

For your use case, where you need to collect data, get documents signed, and request documents, creating an eSignature template and then importing it into a Web Form is indeed the recommended approach. Let me clarify this process for you:

First, you'll create an eSignature template in Docusign with the fields you need. To make sure recipients can attach necessary documents, you'll need to add attachment fields within your eSignature template so that your recipients can upload the documents you've asked for. Next, you'll import this template into a Web Form, allowing for efficient form and envelope signing.

Since you've already created your Web Form, could you please describe any issues or challenges you faced during that process, if there are any, to provide you with the most accurate advice?

📌Heads up: Docusign University offers recorded webinars and 1-hour live instructor-led webinars where you can ask questions with a live instructor, free of charge. 

Looking forward to your update. We're here for you!

 

Regards,

Melanie | Docusign Community Moderator
If this helped, feel free to click "Best Answer"

H
New Voice
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  • HSEQNew Voice
  • Author
  • New Voice
  • August 8, 2025

Fantastic Melanie.

I was trying to create a form “start from scratch”, not from a template. The recorded webinar was very useful. 

I’ll now give it a try.

Thank you.

H
New Voice
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  • HSEQNew Voice
  • Author
  • New Voice
  • August 8, 2025

Hi again,

I have a couple of additional questions that I couldn’t find answers to. Can I create a template based on a “start from scratch” form that also allows users to sign and upload documents? Or do I always need to have a pre-existing document uploaded to create a template?

Additionally, can I have multiple fields across different documents filled in by a single field in the form? For example, I have two documents that both require the "complete name" field, and I want to prevent recipients from filling it out more than once in the web form. 

Thank you!

M
Community Moderator
Forum|alt.badge.img+15

Hi ​@HSEQ,

Thank you for getting back to me. Glad you found the webinars helpful! 😊

When starting from scratch, you're building a standalone web form. These forms, while not associated with an esignature template, are designed to be independent forms for collecting data and do not have signature functionality.

Additionally, the attachment feature is not available for standalone web forms. However, when you create a web form from a template with attachment fields, the fields are imported into the web form 👉 Add or Edit Properties for a Web Forms Attachment Field

📌Note: This functionality is only available in Advanced Web Forms. Advanced Web Forms is sold as a separate add-on to Business Pro or higher DocuSign eSignature direct plans.

Even though your account is on the Business Pro plan, which doesn't include advanced webforms, you can still achieve the desired document attachment functionality. By adding an attachment field directly to your template, you enable your signers to attach the requested documents during the envelope signing process.

Regarding your inquiry about populating multiple fields across different documents from a single form field, this functionality is achievable by utilizing the replicate data label feature. When fields within a template share identical data labels, the webform will prompt for input only once, and this single entry will automatically populate all other fields in the envelope that possess the same data label  👉 Advanced Properties for Fields - Data Label

I hope I was able to answer your queries. Let us know if you have questions. Thank you!

 

Regards,

Melanie | Docusign Community Moderator

 

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