Create a contract from an initial form submission

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    Jacques_jacques_jacques749
    Asked on October 30, 2021 at 10:41 AM

    Hi there,

    I have a form which serves as an application for a service that I provide. Once we approve the application we would like to pre-populate a contract for the client to sign. We would like to find out how we go about doing this in the most efficient way so as to simplify our workflow.


    Please can you help by pointing us in the right direction?


    For example, could we populate certain pieces of information in the contract (name, email address, physical address and today's date) so that the resultant contract is as simple as possible and only requires a signature for example?


    Thanks and kind regards.

    Jacques

  • Profile Image
    John
    Answered on October 30, 2021 at 12:51 PM

    Hello Jacques - To clarify the requirement, you will be sending the form to the applicant, right? And the applicant will be the one to input their information e.g. name/email?

    If so, how would you like the contract to look like? Would you like it in a PDF format that gets sent to the applicant after approval? Or just a plain email will do?

    Basically, you can use the Approval Flow Feature for the approval process you mentioned. Here's a guide for that: https://www.jotform.com/products/approvals/

    As for the contract, you can create it using the PDF Editor of the form: https://www.jotform.com/help/384-how-to-customize-pdf-submissions-report/

    Then you can attach it to the email that can be sent to the applicant: https://www.jotform.com/help/503-how-to-include-submissions-as-pdf-attachment-in-the-email-notifications/

  • Profile Image
    Jacques_jacques_jacques749
    Answered on October 30, 2021 at 02:33 PM
    Thanks. I think I did not explain the problem in enough detail:
    There is an application form in terms if which the potential customer fills
    in details and supplies various documentation. Included in the ibformation
    they supply in the submission of the form would be fields such as their
    name, phone number, physical address.
    Then upon submission that information is provided to us. We then check and
    if the information is acceptable we approve or otherwise decline.
    Here is where things become tricky for me (everything above I can already
    do and do not need help with). What I would like to do next is to send a
    contract to the client which they need to sign. BUT: there are certain
    fields of the contract (the CLIENT’s name, telephone number, physical
    address etc) which forms part of the contract but which I would like to
    pre-populate the legal contract with. I am unsure of how to do this.
    Does this help and make sense?
    Jacques
    ...
  • Profile Image
    Niko
    Answered on October 30, 2021 at 04:18 PM

    Greetings Jacques,

    Thanks for providing additional details.

    To achieve that, you can use the following approach:

    You can create a separate form for your contract. You can also directly use our PDF contract templates and easily customize them:

    https://www.jotform.com/pdf-templates/contract

    Then, you can use the prefill feature and prefill the contract form fields from the submission data of your initial form where the user will submit all the details:

    How to Prefill Form Fields With Data From Other Tables with Table Prefill?

    In other words, the user will fill out the first form with all the required fields, then you will have a prefilled link to the contact form that will automatically have contract field details filled using the data from the first form.

    Thank you!

  • Profile Image
    Jacques_jacques_jacques749
    Answered on October 30, 2021 at 04:33 PM
    Thanks Niko, this sounds like a good suggestion. We will try it and revert.
    Thanks very much for your help.
    Much appreciated.
    Best regards
    Jacques
    ...