Back to Docusign.com
Have you ever wanted to collect information from multiple recipients using a single Web Form? How about sending a Web Form directly to a recipient, rather than making it simply available via a public link. Both are possible, and can greatly improve your experience with recipients!
When you create Web Forms in Docusign eSignature, you are creating an experience for your signers and recipients that makes filling out complex agreements easy and straightforward. By default, a Web Form is only fillable by one of your recipients, and is accessible only by a publicly available URL. But you can create a segmented, multi-recipient Web Form experience sent directly to their inbox, just like an envelope notification. This has several benefits:
- It will make filling out complex agreements easy and straightforward for multiple parties in your workflow
- It reduces the risk of a link being accessed by someone whom you did not intend to fill out a particular Web Form
- Your recipient will receive the Web Form invitation directly from you, a trusted source
- It will speed up the turnaround time of your envelopes and help ensure all data entered is accurate
Example Use Case
Perhaps you have a template for customer intake or service requests that requires a primary client to provide a portion of information about themselves or their business. This request then needs to be routed to an Account Representative for them to fill in some internal details about the new account. Because the experience of filling out a Web Form is preferential for both parties, you want to create one Web Form, and each of them will be responsible for filling out their own section.
How to Send a Multi-Recipient Web Form directly to a signer’s inbox
If you have a template that you need data entered into by multiple recipients and you would like each of them to have the Web Form experience sent directly to them in the form of a Docusign email notification, follow these steps:
- Step 1: Go to the Templates page, and Select Start>Web Forms>Create Web Form
- Step 2: Select Use eSignature Template and select Next
- Step 3: Select a Template with more than one Signer
- Step 4: Place a check mark next to the Recipient Roles who you wish to fill out your Web Form
- Step 5: Select Create Form. You will be brought into the Web Form builder and the signers you selected will be displayed in the left hand panel. For each signer, there may be a different set of fields assigned
Video: Watch a walkthrough of the creation and sending process
Follow along in this quick video to see this steps in action.
Best practices:
- Be careful when removing any recipients after creating the Web Form. If you remove a recipient, the form fields for that recipient are permanently deleted and any customizations you made for the recipient will be lost.
- Set an explicit recipient routing order at the template level
- Test out your Web Form experience before making it available by sending the Web Form to yourself after development. You can use the same email address as both recipients as long as you change the name.
- As of today, Multi-Recipient functionality is only available for plans with Advanced Web Forms. If you do not see this capability in your own account, talk to a member of your account team and ask them how you could obtain Advanced Web Forms.
Additional Resources
- Web Forms User Guide on the Docusign Support Center
- Get Started with Docusign Web Forms Instructor-Led Training Course on Docusign University
- Create Forms to Enhance the Signing Experience Self-Paced Course on Docusign University
Join the Conversation
Have you created Web Forms for your in-house agreements? What use cases are you currently employing? What benefits or struggles have you encountered? Drop your experience or questions in the comments—I’d love to hear from you.