The RForms solution, also known as Templates with static link is a convenient RSign feature enabling multiple signers to access and sign documents using a static URL embedded in a website, button, or a web application.
RForms are a special type of templates. Besides all the benefits standard templates offer, they have additional advantages that are unique to this solution:
- No action from the sender is required: The URL to the signature request can be embedded in a website, an email, or a web application, for the signer to access when applicable.
- When multiple signers are required, they can be co-located, sharing the same browser session.
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This article covers the following topics:
- Enabling this feature
- Creating an RForm
- Identifying and managing RForms in the Templates page
- RForms signer experience
- Requesting access to an RForm
- Verifying first signer
- Verifying Each Signer for Static Templates
Enabling this feature
RForms are enabled with the Create static link for templates setting.
Creating an RForm
To create a template, follow these steps:
1. Make sure the Create static link for templates setting is enabled.
2. Click on the Templates option from the top navigation bar press the Create button and select the Create Template or Rule option.
3. Set the template name and description.
4. In the Settings panel on the left, set the Static Link Expiry Date, after which access to the contents of the static template will be restricted.
Note: If you don't see the Settings panel, click the expand icon next to Basic Information.
5. Attach the applicable files: Multiple documents may be added to a single template. You may do so by dragging and dropping the documents you wish to upload onto the whitespace under Add Documents, or by clicking on one of the available drives.
6. In the Add Roles section, specify the role for each signer, such as Landlord, Tenant, etc. If you know the same person will always sign this template, you can also enter their name and email address. Otherwise, leave those fields blank.
7. If the Request Attachments section is enabled, you can configure the template to require the signer to upload a document during the signing process.
8. Add a message: Complete the subject and email body, or select an already created message template. Once finished, press on the Next button.
Note: You can select and add an already created signature to your message. Learn how to create message signatures here.
9. Prepare the document by dragging and dropping the fillable control fields onto the desired location. When done, click on the Save as button and select the Template option. Once finished, the created template with static link will be visible in the Templates page.
Identifying and managing RForms in the Templates page
All your created RForms and standard templates will be visible in the Templates page. In order to tell RForms from standard templates, look for those templates with the green chain icon.
Once you click on that icon, a pop-up will appear displaying the link to share the RForm. Copy the link and share it as you see fit.
Learn how to share an RForm with other members of your company here.
Learn how to unshare an RForm here.
Learn how to edit an RForm here.
Learn how to copy an RForm here.
Learn how to delete an RForm here.
RForms signer experience
RForm with one signer
Once the signer clicks on the link you shared, they will be directed to the Confirm to begin window. Here, they must enter their email address and accept the terms and conditions to proceed.
After completing these steps, the signer will gain access to the documents and can review and sign them.
RForm with multiple signers
Once the signer clicks on the link you shared, they will be directed to the Confirm to begin window. Here, they must enter their email address, select their role, and accept the terms and conditions to proceed.
If the first signer signs and clicks on the Finish button without inviting optional signers, they will be reminded that they can invite additional optional signers to sign the document.
Once the first signer has finished completing the document, they need to click Invite Signers.
The Invite signers interface will display all pending signer roles for the first signer to fill out their names and emails. Additionally, it must be indicated whether each additional signer is to be invited to sign via email, or sign now, using the same browser session as the first signer.
- Required signers are identified with a red asterisk symbol (*).
- Optional signers can be removed by clicking on the red trash icon.
Lastly, a section for the first signer to add their details is displayed, as well as a field to enter a message to the additional signers.
Note: If the Enable sending messages to mobile setting is enabled, the first signer can invite other signers to sign on their mobile phones, provided that any or all of the other signers have been configured to receive notifications via mobile at the time of RForm creation.
Once all required control fields are filled, and the Finish button is pressed, the remaining signers entered in the Invite signers interface will be invited to sign the document. Learn about the remaining invited signers experience here.
The envelope will be considered completed when all the signers sign the document. You can track status and manage envelopes in the Envelopes page.
Requesting access to an RForm
If an unauthorized recipient attempts to access an RForm and has the Auto-Lock feature applied to them, a pop-up will appear notifying them that they are not authorized to access the document and offering the option to request access.
To learn more click on this article about requesting access to a document in RSign.
Verifying first signer
When the Send a confirmation email to validate first signer setting is enabled, an email is sent to the first signer of the RForm for authentication purposes.
The user journey of the first signer is as follows:
1. The signer accepts the terms and conditions to access the document signing page.
2. The signer signs the document.
3. The signer invites other signers.
4. The signer clicks on the Submit button.
5. RSign sends an email to the signer to confirm their email.
6. The signer clicks on the Confirm email button in the email they receive.
7. RSign redirects the user to the confirmation landing page and sends a signature request to the additional signers.
Verifying each signer for static templates
When the Re-verify Each Signer for Static Template setting is enabled, an email is sent to all signers of the RForm for authentication purposes, ensuring the authenticity of their email addresses before submitting the document.
When the setting is enabled the following workflow occurs:
1. Once the signers click on Submit, a pop-up window will appear, prompting them to enter the code sent to their email.
2. Enter the code and click on Continue to complete the submission of the document.