Managing web form data

Last update: 2023-08-04
  • Created for:
  • Intermediate
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    Admin

Learn how to track, manage, and export data from a web form. This tutorial shows an additional participant web form workflow, and how to consolidate multiple data entries into a single .csv file for viewing and analyzing.

NOTE

Only business- and enterprise-level plans have the option to configure web form access and signer options. Web form access and signer options are enabled or disabled at the account or group level under Account > Account Settings > Global Settings > Web Forms.

 Transcript

In this example, we can fully interact with the embedded form and play the part of the initiating signer who’s required to complete the required fields of this web form before they can identify the next signer and move the process along. The other option is copying and sharing the URL and hyperlinking on a site or sharing in another form of communication, which, when selected, will redirect the participant to a page that’s solely used to host the web form, which we’ll take a look at now, as we play the part of the first signer. Here, we’ll acknowledge that we’ve read and agreed to the terms before the document is displayed for us. We can see the options available for the signer. Now we’re able to go through the process of completing the document. I’ll enter in the name of our test participant, Ivanna Sign, select that Ivanna lives in Florida, which will make the selection from a predefined dropdown. Next, we’ll enter in her favorite color, red, and then specify if she has a pet or not. Selecting “yes” will make our conditional field appear where she’s then required to enter the type of pet she has, which will say she has a pet tiger. Okay, just one field left here, which is clicking to sign. She can either type her name or draw her signature. I’ll use the type option where Acrobat Sign chooses a signing font for her, and now that she’s applied her signature and completed all required fields, we’re now able to select Click to Sign. It is at this point where the first participant is asked to identify the second participant, and can see the message that was included as instructions when this web form was created. Ivanna will then enter in the first name, last name, and email address of the appropriate approver, and then enter in a private message that the participant will receive in the email notifying them to take action. Selecting Next will then ask Ivanna for her own email address so that she can receive a copy of the fully signed PDF as soon as all participants have taken action. This will also be the email address where Ivanna will receive a verification email confirming her address before the web form is sent to the next participant. After entering in her email address and selecting Click to Sign, she has just one more step to take, which is to go to her inbox to click the link in the email she just received, asking her to verify her email address. Switching to Ivanna’s inbox, we can see the email she just received, asking her to confirm her email address, and once verified, her part of the process is now complete and the agreement is now off to the second participant for their approval. Requiring the signer to verify their email address for web forms is a setting that can be enabled or disabled based on your preference. Next, we’ll play the part of the second participant where we can see the email that came through, indicating that it’s our turn to participate now that Ivanna has completed her part. Clicking into the link will allow us to view and approve the document, as well as see the message that Ivanna specified when defining the second participant. We can review the form in its entirety, including the fields completed by Ivanna, and then, finally, we’re able to approve and complete the process by selecting Click to Approve. All parties have completed signing at this point, and we now have a copy of the fully signed and approved PDF, as well as the audit report. All right, so now what If we wanted to manage and track these web forms that are being completed or in progress? What does that process look like? Well, if we come to the Manage page of our Adobe Acrobat Sign account, it’s as simple as going to web forms here. Here we can see our sample web form that we had set up earlier, and if we click into that, we’ll immediately see additional options on the right hand side where we can see some basic details, such as the status, which we see the web form here is active. We also see some actions that are available here that allows us to open the web form, get the code, edit the web form, download the PDF, or even the form field data, and then here we can see some additional actions available, such as downloading the individual files, sharing, identifying a new owner for this web form, hide web form, or add notes. Down below, we can see that three agreements have been initiated from this web form, two of which have been completed. The other, that is still awaiting the second participant. We also see some other high level details around the activity relating to this web form. Clicking into the agreements, we can now see all three of the transactions that we can view the details of individually, zero in progress, one awaiting my signature, and two that have been completed. Clicking into the transaction that Ivanna initiated, I can select Open to view the individual and fully signed PDF for this web form. I can download this PDF, the audit report as well as the form data. We can also see the recipient details for this agreement, including other details, such as the activity that shows us the sequence of events that took place. Let’s say we now want to export the form filled data for all of the agreements that have come from this web form where we’d want to view the data in a consolidated way, so that we don’t have to look at each individual file to get this information. In order to do this, it’s as easy as clicking into the web form, and then coming over to the right here to select Download Form Field Data. Doing so will download a CSV that will show us the status of our agreements, as well as the form filled data that’s been captured. Here in the CSV file, we can see the agreement name, the date the form was completed, the email address of each participant including the role they played, first, last name pet, pet kind, favorite color, and state, which were the input fields we included on our document when setting up the web form. We also see additional transaction details including the unique transaction ID for each agreement. Again, this provides us a convenient way to view the consolidated information that’s been captured with the web form without having to look at each completed form one by one. -

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