4 signatures one PDF- Signature workflow not showing

  • Profile Image
    Asked on April 02, 2022 at 06:17 AM

    Hi team.

    I am trying to create an Approval Workflow where:

    1. 4 members of a committee are sent an email concurrently, and all 4 need to sign
    2. Once completed by all 4, a PDF is generated showing a simple email, followed by the signatures and positions/names of each person.

    Can you advise how this can be done? I have attempted this, but am hitting 2 problems:

    1. The signature workflow is not appearing in the emailed PDF (which is triggered by the button in the submission view)
    2. I cannot assign a position below the specific signature e.g. Charity President {insert President signature} etc

    Thank you kindly!

  • Profile Image
    Answered on April 02, 2022 at 07:41 AM

    Hello antiochian,

    Thank you for reaching out to Jotform support. Adding a split element to the approval flow can make separate emails sent to the approvers when the form is filled out. To include the positions of the approvers, the field for each approver's signature must be added to the form in order for the PDF copy of the form to be created according to the fields the form has. If the requirement is only to show the approver's signature on the PDF document, it's possible using the Approval Activity History element in the PDF Editor.


    Please follow the steps and screencasts below to create the approval flow required on your form:

    1. Add 4 signature fields to the form.
    2. Create Approval flow.
    3. To create the Approval flow, delete all the existing elements first.
    4. Add the Split Element. After that, pull 4 links from the Split Elements.
    5. Add Approve and Sign elements to each link.
    6. Add the {edit link} to the email the approver will receive. This is to collect signatures from the approvers into the form.
    7. Pull links from each Approve and Sign element, on the end of it, add the Email element.
    8. Enable the PDF attachment on the Email Element.

    Creating the form


    Creating the Approval flow


    Adding Edit Link to Email


    If you need further assistance, please let us know.

  • Profile Image
    Answered on October 04, 2022 at 04:45 AM

    Hi antiochian,

    Thanks for using Jotform. We have great news for you. We’ve recently launched Jotform Sign, a powerful e-signature product that allows anyone to collect legally binding, E-Sign- and UETA-compliant signatures. Jotform Sign’s easy-to-use user interface and automated workflows differentiate it from other e-signature tools.

    We’ve created a short guide that explains the main aspects of Jotform Sign.

    1. Creating a Signable Document

    • Go to your My Documents page and click on Create Sign Document.
    • Next, you can upload your own document, or you can use the Demo Document to test it out.
    • Then, you can add more documents, or you can continue by clicking on the Create Signable Document button.
    • You’ll be redirected to the Jotform Sign Builder page.


    Please note that, after creating your document, you can let the system detect fillable fields automatically by clicking on the Detect Fields button, or you can manually add fields from the menu on the left after dismissing the popup message.


    2. Adding Fields Manually

    • In the Jotform Sign Builder, click on the Add Fields + button on the left side of the screen.
    • All you need to do is drag and drop elements from the menu that opens on the left into your document. Although there’s no limit to the number of elements you can add, having too many fields might negatively affect the performance of your document.


    3. Editing Fields

    • In the Jotform Sign Builder, select the related field and click on the gear icon below the field.
    • In the menu that comes up, you can make changes to the field. For example, you can change the Field Name, and you can set options based on the element you’re using.


    4. Assigning Fields

    • You can easily assign, edit, add, and delete roles just by clicking on the Assign Field To button.
    • After clicking on it, a window will open. When it does, you can make your changes.


    5. Changing the Document Title

    • In the Jotform Sign Builder, click on Settings in the green navigation bar at the top of the page.
    • Under the General Settings tab, you can edit the document’s title in the Document Title text area.


    6. Customizing the Email Settings

    • In the Jotform Sign Builder, click on Settings in the green navigation bar at the top of the page.
    • Then, click on Email Settings.
    • In the Email Settings section, you can edit both the Email Subject and Email Message.


    After completing the steps above to customize the email settings, your email will look like the one below:


    7. Publishing the Document

    • In the Jotform Sign Builder, click on Send in the green navigation bar at the top of the page.
    • In the Send To Sign section, you can easily send your document so people can sign it.
    • All you need to do is enter a name and email address in the related fields.
    • Then, click on Send To Sign.


    You can also see a list of your Sent Documents as well at the bottom of the Send section:


    In addition, you can send Reminder Emails, set an Expiration Date, add a CC recipient, and enable signer delegation under the Options tab:


    8. Tracking Documents

    • Go to your My Documents page and select your document.
    • Then, click on Signed Documents.
    • This will automatically redirect you to the Jotform Sign Inbox.
    • In the Jotform Sign Inbox, you can see all of your documents. They may be listed under several tabs, such as Waiting for My SignatureWaiting for OthersCompletedCanceled, and Declined.


    Give it a try and let us know how it goes. We’d love to hear your feedback about Jotform Sign.