The e-signature document that generates after a client submits the CRM web form may be sent out to more than one signer if needed.
In this article we show how to set up a web form with two merchant owners using the following easy steps:
- Add signature and email fields in the PDF form for two owners
- Convert the lead Owner tab to a record set tab (if it's not already set up as a record set)
- Map the owner record set fields to PDF fields
- Add a cloneable owner section to your web form
Once you complete the above steps, your clients will be able to submit the web form with up to two owners.
1. Add E-Signature Fields for the Owners
When you're setting up an e-signature application for multiple owners you will need to add a signature field and an email field in the PDF document for every owner.
The signature and email fields must be named using Adobe's naming conventions for e-signature fields.
To add the signature and the email field for the first owner simply add two text fields to the PDF document and name the fields using the below examples (in bold):
- Signature field: signer1_es_:signer1:signature
- Email field: signer1_es_:signer1:email
Repeat the above steps to also add the signature and the email field for the second owner, and name the fields using the below examples:
- Signature field: signer2_es_:signer2:signature
- Email field: signer2_es_:signer2:email
Once you're done, your signature fields should appear similar to the example below:
Once the document has been updated upload it back to the CRM. Your e-signature document is now set up for two owners!
For more information on managing signature fields for multiple signers please see our guide on Adding Signature Fields.
2. Convert the Lead Owner Tab to a Record Set
In order to enable your web form for multiple signers, your Owner tab must be configured as a record set.
If your Owner tab is currently configured as a regular tab, you can convert it to a record set tab from the Administration page.
Navigate to Leads > Manage Lead Fields, locate the Owner tab, click Edit Tab, change the tab Type to Record Set, and save your changes:
You can now add multiple owners to your lead so that each owner's information is saved in a separate record set, as shown in the below example:
For more information on managing lead record sets please see our guide on Lead Record Sets.
3. Map the Owner Record Set Fields
Now that we have the new e-signature fields and the record set tab set up, we need to create the field mappings for the first and second owner.
Navigate to the Administration page in the CRM, open the E-Signature > Import PDFs menu, and click the Mappings button on your e-signature document:
On the mappings page, open the Owner tab on the left side of the screen and click Add New Owner.
This will add a new record set for the second owner, and you can map the fields for both owners by dragging them from the PDF on to the appropriate record set.
The below examples shows the Owner 1 and Owner 2 fields properly mapped to the owner record sets on the lead:
Note: The first signer's email field (signer1_es_:signer1:email) must be mapped to the Owner 1 email. Mapping the second signer's email field (signer2_es_:signer2:email) is optional.
Once you're done click the Save button in the top-right corner to save the mappings.
For more information on mapping e-signature documents please see our guide on the Visual PDF Mapper.
4. Add a Cloneable Owner Section to Your Web Form
As the final step in the web form set up, we need to add a cloneable section to your web form.
A cloneable section is similar to the lead record set. It comes with a set of fields and a button that allows the signer to clone (i.e. duplicate) the section:
To add a cloneable section to your web form, open it for editing from the Administration page, and drag the Section widget to the web form:
Next, click on the new section in the web form to show its properties on the left side of the screen.
In the properties window change the Section Title to 'Owner', select the Clone Button checkbox, change the Clone Button Title to 'Add Owner', and set the Max Copies field to '1' (as we will have a maximum of two owners signing the document—the primary signer plus one copy for the optional second signer):
Next, expand the lead sidebar on the right, open the Owner tab, and drag the required fields from the sidebar and onto the new Owner section:
Make sure to add at least one email field which will be used to send e-signature notifications to the owners.
Below is an example of the Owner section with the lead fields added to it:
Note that you only need to map the first record set to the primary owner section. The system automatically matches every owner section in the web form with the corresponding owner record set on the lead when the form is submitted.
Once you've added the owner fields to the form, click on the owner's Email field to open the field properties window on the left, and then select the E-Signature Signer Email checkbox:
This step is required for the system to know which who the signers are, and where to send the e-signature notifications and the completed document.
Note: If the E-Signature Signer Email checkbox is disabled, remove the other primary email field (email special) from your web form, and the E-Signature Signer Email checkbox will then be enabled.
After you finalize the settings for the new owner email field, you can add the primary business email field back to the web form.
After you save the changes you can proceed to test the web form by opening it in the web browser. Click on the Add Owner button to add a second signer to the form:
The second owner fields are now shown and can be filled in:
Once the web form is submitted the first owner will be able to sign the document immediately.
After the first owner signs the document it will be routed to the second owner by email.
Finally, after the second owner signs the document too, the process will be completed and all parties will receive a copy of the signed document by email.
A copy of the signed document will also be automatically attached to the new lead that was created after the form submission.