If your PDF needs to be filled out in multiple steps by different people then Workflow can help you with this process. For example, if the PDF requires the customer to fill in their information but also needs the manager as well as the company to sign off the form, it can become a tedious process to pass the form around and may result in loss of information. Workflow is designed to help break up this process into steps where the PDF is passed on to the different parties to fill out, resulting in a fully complete the PDF.
In this video, let’s build a simple workflow in 2 steps. To demonstrate, we already created 2 forms for a car rental PDF.
The first form is an online web form. It is used to collect the necessary information from the customer such as name, address etc.
The second form is a PDF online form where the only option available to fill out is the signature field. Let’s suppose this is where the manager’s signature is required for the form to be completed.
This is an example, we are only creating a workflow with 2 steps, however, it can have multiple steps to be completed by multiple parties if needed.
Ok. Click here to go to the workflow page. Click create the workflow. A workflow step dialogue pops up. In here, let’s select the customer information form as the first step. To add a second step, click the plus sign right here. The step dialogue will pop up again showing the available forms to add to the second step. Let’s select the signature form for this step.
Now we have a 2-step workflow. For each step, you can customise the workflow notification email by clicking this icon here. It will automatically send out an email to the other parties when this step is complete. For example, you can notify the manager or the company that the customer section of the form has been completed and is waiting for approval.
You can also click on this icon here, to customise more advanced settings.
For the purpose of this demonstration, we will keep all the options as default. Click the share icon and click publish workflow. Here we will get a URL that you can share to others or script which you can embed into your website.
Let’s open the shared URL to see a sample form. This is just the customer information form. Let’s fill it out. Once the form is complete, it can submit it. After customer submission, you will receive an email notification to let you know that the first step is complete and it will also contain a link to the second step. The second step link can also be found here in the workflow tab in submissions.
Here you can see that the first step has already been completed. From this menu, you can view the PDF from the first step. As you can see, the customer information has been filled out.
Now lets complete the second step. Click and open the form for the next step. Here you can see a PDF online form. The amazing thing about workflow is that it combines the form that the customers fill out with the PDF online form given to the manager, meaning that in step two, the form would already contain the customer information, which you can see here. This is very helpful as it allows the manager or company to inspect the form and all the information before approving and signing. Now lets act as the manager and sign the form here. You can submit the form when completed.
Here in the submissions page, your workflow has been completed. In the last step, you can download the completed PDF with the information completed together by both parties. You can see here that the customer information and the manager’s signature are both present in this PDF.
That’s all for this tutorial, thank you for watching.