Getting Started with Web Forms in Acrobat Sign

Transcript

Okay, let’s go ahead and get started.

Good morning, everyone. Welcome to this webinar on getting started with web forms in Acrobat Sign.

Let’s go ahead and go to the next slide. I’ll bring myself on screen here. Hello, everyone. Nice to meet you all.

You’ll be hearing two voices today during this webinar. I will introduce myself on the right. I’m Dave Stromfeld. I’m a Principal Product Manager on Adobe Acrobat Sign. I’ve been at Adobe over 20 years in a number of product management roles. Today I’m 100% focused on sign, and I’m really excited today to share with you all of the great things that you can do with a web form and Acrobat Sign. And my co-presenter will be Chris Hughes. Chris, do you want to introduce yourself? Sure. Yeah, thank you, Dave. Yeah, so Chris Hughes. I’m a Technical Architect within the Professional Services team at Adobe. So I’m based in the UK, so if you’re coming to us from one of our Europe-based customers, you may have met me previously. But yeah, my role is to help customers use Acrobat Sign and integrate it into their broader portfolio of solutions. So yeah, thanks, David.

Great. Let’s go ahead and go to the next slide.

So this is our agenda today. We’ll go through these introductions and just kind of give you a little bit of an overview of how the webinar works. Then we’re going to get into the good part of the webinar. We’re going to talk about what are web forms and where do they really shine and where do they really, from our perspective, help your workflows and your productivity get boosted. We’re going to spend a lot of time with a hands-on demonstration of using web forms in Acrobat Sign, so how to create them, how to launch them. And then we’re going to transition over how to manage them, how to track them, how to extract the results from them. And then we’ll leave some time at the end for Q&A, and we will use our Q&A pod to do that. So Chris, you want to go to the next slide? Yeah, so let’s give you a little bit of logistics about how we run the webinar. So if you have any technical issues during this webinar, the best thing to do is to leave the Teams meeting and then rejoin the Teams meeting through the link that will usually resolve any video or audio issues that you are facing.

However, we are recording this and you are going to get a copy of this. So we’re going to send out the recording in an email after this webinar. You’re welcome to take screenshots as we go, but you are going to get a link to a recording so you will have the full webinar arrive in your inbox shortly after the webinar finishes. If you have questions, and we encourage you to ask us as many questions as you can during the webinar, we have a Q&A pod. We don’t use the chat pod for webinars just because of the volume of people who are attending.

However, we do have a Q&A pod, and in that Q&A pod, you can ask your questions. We will have to have a few people standing by to answer as many questions as we can during the webinar. You can also upvote questions, which is really helpful. If you see a question that someone else asked and you have the same question, then go ahead and give it an upvote, and then that will help us at the end of the webinar when we’re going through and trying to answer any remaining questions in our live Q&A portion to see which questions remaining have the most interest. So please use that Q&A pod and ask us your questions during the webinar. We have people standing by to help you. And then finally, we are going to be doing a couple of polls and surveys during the webinar just to kind of get a pulse check of where you’re at as an audience as we go through this.

And let’s go ahead and go to the next slide, Chris, and let’s sort of kick that off right now. So let me go ahead and find our first polling question. And let me go ahead and launch that. And it should appear on your screen momentarily. And this is a pretty basic question, which is basically how familiar are you with web forms? Anywhere from not familiar to very familiar. So if you can, everyone can please just go ahead and select an answer. I see answers coming in. Looks like all about 40% of you are not familiar with them, haven’t really used them or seen much about them. And then another 30% of you are somewhat familiar. Maybe you’ve heard of them, you’ve seen a demo, and then a smaller group of you, 25, 30% are more familiar. You’ve used them once, you’ve used them multiple times.

Chris is going to give you a really strong overview for all of you in that never used or somewhat used or somewhat familiar category. He’s going to give you a really strong overview of what you need to know. So go ahead and close that poll when you are done with it. Just click the X and we can go to the next slide, Chris.

And I will hand it off to you and take it away, Chris.

Yep, lovely. Thank you, Dave.

Yeah, so as Dave says, we’re sort of breaking our session down into sort of three parts today. The first of which is what are web forms? Where do they shine? The way I like to think about these is hopefully kind of everyone on our call today will be familiar with the idea that often what we are dealing with in Acrobat Sign is what we term agreements. So we send something out for signature, somebody applies their signature, they may fill in additional information as well. And it follows that path of if there’s one signer, then only one person needs to take action, there may be multiple people. And we end up with a completed agreement as long as everyone is happy with that. But the initial step with kind of the majority of agreements that way is that it needs somebody to prepare that agreement. So somebody logs into Acrobat Sign, or potentially you’re using an integration from another system, and you do something that initiates the agreement and sends it out to somebody. Web forms are turning that kind of upside down a little bit, if you like. It’s about self-service here. So I as a user know that I want to achieve something, and I can use a web form to do that. Now, the key thing here is that, you can publish web forms, and we’ll see how we do that. It can be a URL, it can be something that you embed into your own website, for example. But they are kind of requesting the same details from everybody. So it is this sort of classic example of kind of a static set of information that you want to capture, but the process is initiated by somebody that wants to submit that information. So if we think about examples for that, hopefully this will make it a little clearer. So if you think about sort of account management, for example, let’s say, perhaps I’ve got an account with a financial institution, something like that.

And I want to make a change to my account. So maybe I’m changing address. Maybe I want to update some of the details about my account. The financial institution doesn’t know when that change is occurring to me, only I know.

And so the use of a web form here is that I can make use of a form, perhaps published on that financial institution’s website. And I can say, okay, I know that I have recently, kind of a change has happened, life circumstance, whatever, and I want to submit that information.

The idea of a web form is that I can initiate that as the person providing the information and kind of giving my authority, assigning the agreement, because I know when that situation has happened to me rather than needing to get in contact with the institution and for them to send me an agreement. So it’s that idea of the person that is submitting the information is also the person initiating the agreement. So that’s one example, but actually these occur in lots of different scenarios. So kind of student registration, things like that, employee onboarding, employee policy updates, so where you’re rolling out update to a policy, maybe you want people to go to a web form and sort of provide information there. Non-disclosure agreements are another good example where the content of the non-disclosure agreement doesn’t change based upon who is kind of signing that. So it’s another good candidate where you don’t have to say, okay, well, I need to send out a non-disclosure agreement to somebody. You can just have that hosted on your website and that way it’s very quickly available to whoever wants to make use of it.

So that’s the idea is a web form is it’s a way for the initiator to be the person that is supplying the information or signing off on their agreement rather than somebody having to prepare it and send it out for signature.

So let’s have a look at a very simple example here. Again, just so that people get familiar with the idea. So I’ve got a very simple kind of example here. So I’m on sort of my own personal website here. So, and I’ve got a few links to web forms. So if I click on one here, it’s gonna take me to a parental consent form. So those of you who are parents, be familiar and probably have filled in forms like this through one way or another previously. So if you have somebody under the age of 16 and somebody says, oh, okay, are you okay with me taking photographs or video of your child and using that as part of, can it be a school situation or a sports club or any other sort of organisation? You may well have filled in a form like this where I can say, right, okay, who is my child? Just putting some details here. So maybe I have that, yeah. And then I say, okay, where am I happy for this information to be used? Yes, I’m happy with that.

Maybe I don’t want video on social media pages, whatever it may be. And I can fill this in and apply my signature, yeah.

So all of our normal sort of things that we can do with an agreement, all apply here, so signature, so that we have our normal options that are available to us, yeah. So the web form behaves exactly like any other agreement. The key difference, as I say, is who starts the process, yeah. So if I go ahead and apply that, and I can go ahead, the ability to supply a contact number in this example is optional, so I don’t have to do that. And I can go ahead and say, click to sign, yeah. The nice thing about this is that it’s also gonna prompt me what’s my email address, and I can go ahead and do that. That serves two purposes, yeah. So it’s gonna give me, it’s gonna send me a completed version of that agreement so that I have that. But what it’s also gonna do is record that information to say, okay, that was the person who sort of completed that particular web form so that we know, okay, who was it that initiated the process? And that can be part of the information that is stored away inside Acrobat Sign, yeah.

Couple of things just to note here, yeah. So just for simplicity, what I’ve done is I’ve gone ahead and I’ve used a web form that doesn’t have any authentication. There are authentication options available, however, if you want to ensure that, particularly if you’re putting a format on a sort of public website, you know, kind of, you may want to ensure that, okay, I only want real people to be entering the information in here. So we can put authentication on that as well if we want to.

All right, let me just come back over here.

And yeah, so I think, yeah, so very quick, you know, sort of first look at what a web form is. I think we’ve got our first poll, David, if that’s right. Yeah, that’s right, Chris, thank you. So let me bring that up on the screen right now.

I am finding the poll and I am launching it. And given what Chris just sort of summarized for you about web forms, what are folks’ initial thoughts about what types of forms would most benefit from web forms in your organization? So you all come from a very diverse set of organizations. You have a lot of use cases in your mind of maybe where it may be useful to use a web form versus a more traditional agreement where you send a link via email. So if you could just go ahead and select and give us an indication of which types of use cases are you thinking about when you think about web forms. And as expected, given the diverse breadth of our audience, we’re getting a lot of really good broad answers here.

HR and employee onboarding is very popular. Education and students forms is popular.

Customer account or enrollment forms when you need to help your customers open, change, or close an account is popular. So really responses all across the board. And as expected, quite a few of you are choosing other, which is fantastic. We love to learn more about the breadth of your use cases. So that’s great. Go ahead and close that poll when you’re done. Click the X and Chris, why don’t you take it away? Yeah, thank you, Dave.

So our next kind of phase then is how do I go about creating a web form and kind of launching a web form? So I’m gonna go across into the Acrobat sign sort of web application itself here. I’ll see if I’m still logged in or not. Let me just try clicking somewhere and see if I, okay, my session hasn’t timed out, so that’s good. Okay, so let me walk you through the process of kind of what it means to create a web form. But before I do that, I’m just gonna highlight kind of one area. So I’m logged in as an account administrator to the account that I’m showing you here. I should also highlight, so this is a kind of ETLA style account. So if you see options in my accounts that you perhaps don’t have in your account, it may be that you’re on a different sort of license plan, and that may well explain the difference, yeah.

But if I click on so, I clicked on the admin link at the top there, and in the global settings area, we’ll see that there are some settings covering web forms our question mark there gives us a link to some good documentation around kind of around the options here. But let me just kind of very briefly go through some of the high level options we have, we can enable or disable the use of web forms entirely, if we want to. We’ll see when we are creating a sort of an example web form that I can specify if I want to have CC’d parties as part of that. I can specify I want to allow PDF preview, which means kind of reading the agreement in line, yeah. Do I require an email address in the signature block of a web form? Do I require the signers to verify their email address? I can allow additional participants and we’ll cover what that means as we sort of go through the creation process. Let me highlight this one however. So first signers must validate their email before accessing web forms, yeah. I touched upon the idea that, okay, this is a form that we’re potentially putting on your public website, yeah. That means that it is available for whoever wishes to, to come along and enter information, yeah. So I mentioned authentication. This option is another good way of avoiding, you know, kind of just some random, you know, kind of bots out there, you know, kind of coming along and entering information into a form randomly. If you say a first signer must validate their email before accessing the web form, it basically walks them through a process where they go to the web form, they enter their email address, they get sent a link, and then they use the link in the email to sort of complete the web form. And that’s the fact that kind of, we sort of put a break in the process there is a good way of kind of bots not sort of coming in and entering just random information that isn’t useful to us, yeah.

Also, we can allow recipients to save their progress, yeah. So in my example that I just showed you, yeah, it was a pretty simple web form, yeah. So it doesn’t take me long to enter that information. However, there may be examples where, you know, kind of actually you’re entering, you know, kind of a more diverse range of information. Maybe you need to gather some documentation as part of completing the web form. So if it’s a sort of longer process and you think that your users might need additional time, it’s good to give them this option to say, okay, allow them to go ahead and save their progress so that if they get, you know, halfway through filling in the form and they realise, oh, I need a piece of information that I don’t have to hand, they can save their progress, go away, find that information and then come back to it. And again, that will send them a link to their email that they can use to sort of go back into the process.

Okay, let me come back to the home screen then, yeah. So if I want to create a brand new web form, yeah, so on our home screen, we can see that kind of we have our action here to publish a web form and that’s the link that we use to do this, yeah. If I do that, it’s gonna take us to an interface that is very similar to what you may be familiar with when it comes to just creating an ad hoc agreement, yeah. So similar things that it’s asking us for here, yeah. So if you have the idea of multiple groups within your account, yeah, you can specify a group. We give our web form a name and in my case, I’m going to say, okay, I’m gonna create a web form that is for system admin access, yeah. So I’ve got a document on my desktop here. I’ll just open that up so that we can see it. Again, in my case, this is a simple example. So I’m saying I want to have a form where somebody can request access to one of my, one of the systems that we have within our organization. Again, because it’s the person that is requesting it knows kind of when they want it, it’s good for this to be a web form and agreement that somebody needs to prepare and send out. And what you’ll see is that I’ve got some text tags in here already, yeah, just to simplify kind of the process in terms of our sort of creation of the web form. But again, we’ll see that in process here. So I’ve given my web form a name. Now, participants, yeah. So our traditional types of roles that we can have, so we can have signers, we can have approvers, acceptors, form fillers, yeah. So approvers, acceptors means I may be signing, yeah, and filling in information, I don’t necessarily have to. Form filler is I’m filling in information and I’m not signing, yeah. So the traditional options there and authentication options as well. Touched upon this already, yeah, but the idea that we can have no authentication or we can use kind of one of these options here. You can also use our digital identity gateway, so I don’t have that option enabled on this particular account, but that’s another good option here, yeah. So if you want to have some sort of barrier for our first participant, that they need to have that information before they can progress or just that we verified that they are kind of an actual person rather than a bot that’s sort of accessing our web form, yeah.

Just for simplicity, I’m gonna keep this as none, yeah. If I add additional participants, so this link here, what I’m doing is I’m specifying, okay, do I need other people to be part of this, this particular form completion, that only I as the initiator of a web form, you know, kind of know those details. And in this case, I’m thinking of the initiator as the person using the web form, yeah. So is it, for example, that, you know, somebody is changing details on an account, but maybe it’s an account that’s shared with a group of directors, and I want them to also kind of provide their signature. It might be that I would, in that case, say, okay, I need two, three, however many participants to be part of that, and I can specify whether each of those participants is required or not. If they’re not required, our first participant can specify, you know, kind of the additional ones if they need to, but if they don’t need to, yeah, so there aren’t any, you know, kind of co-account holders or anything like that, then they can skip over that, yeah. Again, just for simplicity, I’m gonna keep this just to a single initial participant.

The idea of a countersigner then is somebody within our Acrobat sign account who is gonna receive this web form, yeah, so somebody’s gonna fill in the information to probably request something or provide some piece of information.

Do we need somebody within our organization who is countersigning that, yeah? So particularly if it’s, you know, kind of account changes, this might be somebody that you want to have say, okay, well, I want to review exactly what information is coming in here, so, you know, kind of, it might be that you say, okay, I’m gonna approve it or accept it, or equally sign it if we want to, yeah? So we can specify our, so again, traditional sort of use of recipients, yeah, I can specify an individual’s email address, I can also specify a recipient group, yeah, so in my case, and again, just for my example, let’s say I’ve defined a recipient group that is our IT system approvers, yeah? So again, just example values here, yeah? But the purpose of this, yeah, so in my example, a person is gonna come along and request administrator access to a system, yeah? This is a good example of where we want to have a countersigner, because we want somebody to review that and say, okay, is this appropriate for, you know, is the request something that is justified? Does it make sense? And potentially for them to action that also, sort of when they go ahead and complete the agreement itself, yeah? I can also have CC’d participants here, yeah? So they are just receive notification, yeah, so they get an email notification about the agreement when it’s completed, yeah? So just if I want to CC somebody to say, oh, I just want to keep you informed that, you know, kind of this request has come in, you know, kind of just a heads up that that is happening, yeah? As for any sort of agreements, yeah, so what files am I wanting to act upon? So we can sort of make use of templates if we wish to, yeah? I can access my cloud storage. Just for this example, I’ll choose that document that’s, let me just start that again, yeah? So you saw the word document that’s on my desktop, I’ll just use that one just for this example, yeah? And note that, again, similar to kind of sign generally, I can specify recipient language. I can also specify if I want password protection on the final PDF that I get from the completed agreement itself.

Okay, so got my participants, my counter signer. I click on Next, having checked my preview and add signature fields, it’s going to take me to the authoring experience, yeah, where I can, you know, kind of make use of my standards, drag and drop features to position kind of whatever fields I want to have entered in here. And as I say, I used some text tags in the original documents just to kind of speed this along, but the interface is exactly what you will be familiar with for sort of creating other types of agreements, yeah? So I can drag and drop fields in here if I want to, and I can do sort of all of my standard kind of adjustments and alignment type work. I can just select that one. I can edit it and say, okay, this field is assigned to my IT system approvers in this case, yeah.

And, you know, kind of so I’m sort of defining the fields that I want filled in, positioning them as I want, assigning to the appropriate people. So again, my recipients in this case, my web form signer, so that initiator, yeah, that we saw as our first participant. In my case, the next person in the process is going to be our IT system approver, and they were the counter signer, yeah? If I’d added in additional participants, I would see them listed here.

Okay.

Once you’re happy with that you have all of your fields assigned to the right people, positioned where you want them, defined how you wanted them, go ahead and click on Save.

And at that point, yeah, our web form is saved, it’s ready for use, and I’m presented an interface which allows me to see a couple of things here, yeah? So I can see what is my web form going to look like, yeah? So I can see that sort of from the sort of initiator’s perspective, yeah? I also get a couple of pieces of information appear at the top here, yeah? So I have a URL, which is a URL that I can use so it’s a link directly to the web form, yeah? So I could supply that link to somebody, or can I have it perhaps on an intranet site where I can say, okay, just put that as the HREF to my anchor and say, okay, click on this if you want to request administrator access to one of our systems, yeah? You can also embed, and that was how I had it in kind of my first example, yeah? We give you the HTML code that you can use to embed into kind of your site, and that can be either in sort of HTML form or we can give you a JavaScript version of that, yeah? So both of those are available to you. So the idea being that you can take that and you can use it to embed into an existing web page kind of within your site, whether that’s a public-facing site or an intranet site, yeah? Okay.

So if I just copy that web form URL, if I open up a new browser window, just to make sure I’m not…

If I paste that in there, we’ll see that, yep. So this is my IT system administrator access form, yeah? So the one that I’ve just created, and I have an interface where, you know, kind of I can go ahead and say, okay, yes, I want administrator access to Acrobat Sign, yeah? Give the justification, yeah? Please let me in, yeah? I didn’t say that I’m gonna sign it, yep. So let’s pretend that I’m Dave Stromfeld doing that, yeah? So again, just drawing attention to, if I don’t have any authentication here, yeah, then I potentially can, you know, kind of fill this in as anyone. So it’s a good idea to have authentication in place. Again, I haven’t done that just for the simplicity of our demonstration here, yeah? And I go ahead and say, click to sign. Again, it’s gonna ask for my email address, yeah? So just to make sure, I touched upon that previously, just to make sure that I receive something. So I’ll just put in an email address here.

Okay.

So just illustrating that, as soon as we have created that web form, yeah? It is available as soon as I clicked on save and displayed this page, yeah? The URL that we have here is live immediately, yeah? So which raises, you know, obviously a couple of interesting questions, yeah? So it’s great that it’s available as soon as I want it to be available, yeah? But there might be scenarios where I want to do a number of things, yeah? And let me come back to kind of our sort of presentation deck here, yeah? So we’ve talked about these options, but let’s think about how do we want to use web forms effectively, what’s our sort of best practice for using some of these, yeah? Now, hopefully you will be familiar with the idea that you can have groups within your Acrobat Sign account. We find it generally useful to put our web forms or to create them within a dedicated group, because web forms, not always, but it’s not uncommon that you want a different set of options to be sort of in effect for your web form, yeah? You might want, for example, a different set of security settings or sender settings, yeah, sort of governing recipient authentication. You might want that to be applying sort of for your web forms than for other agreements, yeah? Or perhaps you want other settings to be slightly different. So the flexibility that groups give us is that we can have a dedicated area where we can define kind of that different behavior and very commonly used by, particularly our customers that use web forms as a significant part of their sort of processing within Acrobat Sign, they will very often have one or more dedicated groups that kind of these are created within, yeah? A recommendation that I normally like to give people is kind of just, you have the ability to use a template as part of, as your source document for your web form. And I think just kind of putting that together within a template, making sure that kind of the agreements that is going to be created acts in the way that you intend. I think sometimes it’s convenient to do that within a template first and then create the web form once you’re happy that that’s acting how you want it to, yeah? You can also, so you saw that I sort of, in my examples, yeah, I’ve filled in information manually. You can also pre-fill fields via URL parameters and kind of I have an example of that if I just come back to my sort of other browser here, yeah? So I’ve got an example here where it’s saying, okay, our parental consent form that we saw first of all, yeah, so the idea that I can pre-populate that with information, if I just go ahead and do so, yeah? We basically have this convention of, I specify kind of field name, field value using sort of a key value pair type syntax, yeah? So the name of the field equals the value I want to apply to it. And you’ll see in this example here, yeah, I’ve just said, okay, I will place, you know, kind of my name of child value. I’ve defaulted a value in there for that, yeah? Now, the point here being that if you’ve got a web form sort of sitting sort of as part of your site, it may be that your site, you already know something about the user who is accessing the web form, yeah? So maybe they’ve logged into your portal and a web form is one of the things that you have available within that portal, in which case you may have information about that current user, you know, kind of to hand. And being able to pre-populate a form with that information, again, just makes the experience that much nicer for our person using the web form. If we are populating appropriate values for them into a form, just makes their life that bit easier that they aren’t having to repeat information that, you know, kind of they may say, oh, surely you already know that about me, yeah? And you’re asking me to enter it again, yeah? If you do already have that information, make it easier for your users and do populate it, and you can use this syntax to do so.

Okay.

So we’ve got our web form created.

How do I track the agreements that I have going through here, yeah? So the agreements that get created sort of via a web form are like any other agreement that we have within the system, yeah? So as the person that creates a web form, you essentially become kind of what we term the owner of the web form. So agreements that are created by somebody initiating a web form, I will see in my sort of manage area within Acrobat Sign, I will see those within my sort of part of the system. Yeah, so if I’d come along, oops, sorry. Let me just come back here for a moment, yeah.

So in the manage area, I can see my in-progress agreements, yeah? I can see that this example, yeah, IT system admin access, yeah? So the one that, so the web form that I created and then filled in as Dave, yeah? So intentionally showing that if there isn’t any authentication, I can pretend to be Dave, yeah? I can see that that’s in progress as if I had created that agreement myself from scratch, yeah? I didn’t in this case, or at least I didn’t as kind of the web form creator, I created it wearing the hat of my web form initiator, so the person filling it in, yeah? So the point being that our agreements, yeah, sit in alongside any other agreement that we create, yeah? So kind of just because an agreement got created from a web form, it doesn’t have kind of, it doesn’t appear completely in its own area. We’ll see in a moment that we do have some convenience features that allow you to kind of filter things out, yeah? But it is an agreement like any other.

If I come over to the web forms area here, yeah? I can see all of the different web forms that I have created, yeah? So I am the owner of all of these web forms, yeah? And we can see some of the options that we have available to us, yeah? So as I said, our IT system access web form, it was active as soon as we created it, yeah? However, there may be scenarios where you say, okay, I’ve created it, but actually I don’t want it to go live yet. So we have this capability of disabling a web form, which essentially means all of the definition of it, you know, kind of remains intact, but we don’t want that URL that we have to be something that, you know, kind of responds to creating sort of agreements just yet. So either you’re not quite ready for it to go live, or potentially if you have seasonal types of information that you’re sort of capturing, so maybe you want to capture information during a particular, you know, three month window, then you could say, okay, I’m gonna disable it until I’m at the start of that window, then enable it, and then at the end of that three month window, disable it again, yeah? So very easy to, I can disable this, yeah, and I can, gives us a couple of options here. I can either redirect people to another sort of webpage, yeah, or I can give a custom message to the user to kind of explain, you know, kind of either why this isn’t live any longer or anything else that I want to say to them, yeah? So the idea of disabling and re-enabling a web form, something that’s very useful and very powerful, yeah? If I want to make a change to a web form, yeah, so perhaps I want to make an adjustment to the underlying document itself, I can go ahead and do that, yeah? So the one I’ve just created here, our pencil icon here, if I go ahead and click on that, what you will see is that, okay, some of the information here is locked down, so my participants, my counter signers, yeah, these locks down, but if I just wanted to update some of the information that’s the document, perhaps there was some language in there that I wanted to update, or maybe I had a 2025 version and I wanted to update it with the 2026 version, you can go in and do that, so you can remove any existing documents and sort of add additional documents in here, yeah? The nice thing about that is that those changes happen on exactly the same URL, yeah? So the URL that you’ve been using, yeah, and as it notes here, so any changes will apply to the web form on its original URL, so if you just want to update something, but not have the underlying URL change, then you can go ahead and do that through this interface, If you want to do something more significant, so if you want to change the participants or the counter signers, then you would need to create a new web form, but if we just want to change the content of our documents and also the fields upon it, yeah, so if I was changing something and click on next here, I’d reposition fields, that sort of thing, yeah, you can do that without needing to change kind of where you’ve sort of linked to the web form or where you’ve embedded the web form, yeah, you don’t need to make any changes there, which is a nice thing, yeah.

Let me just come back to my options here, okay, so extracting data, yeah? So I’ll just come back to our web forms options here, so the parental consent form that you saw me complete at the start of today’s call, yeah? I can, so if I click on that here, so all of the different options that I have over on the right hand side here, a nice sort of additional thing that I get when I’m using a web form is I can also see, okay, here are the agreements that were created specifically by somebody initiating this web form, yeah? So if I look at my completed agreements, yeah, I can see all of these here, but I can, but also if I had, if my set of agreements included a variety of different things, in this case, I’ve got just parental consent forms, yeah, but if I had other agreements as well, it might be difficult to filter those out. So it’s a nice sort of additional feature here to say, okay, I can see which agreements just relate to this particular web form, and I can click through on that and sort of see those details sort of in place there, yeah? I can click back on the web forms link at the top here as well.

And the nice thing, so particularly if you come thinking again about that parental consent form that we were filling in, it may be that I want to say, okay, actually it’s useful for me just to capture that raw data so that I know, okay, which children, you know, kind of their parents have given consent and which ones haven’t. If I just click on the option here to download form field data, yeah, that will download for me a CSV file, yeah, where I can see, okay, and if I just open that up in Excel, yeah, apologies if it’s a little difficult to see this, let me just zoom in a little, yeah. But I get the raw data from my web form so that I can see, great, okay, who, you know, kind of who, for example, doesn’t want video in social media to be used, okay, I know that it is, you know, kind of this person, this person, this person. So I can very easily get at the raw data itself and use that however I want, yeah, so collate it, you know, kind of for other purposes, whatever it may be. And again, remember, this is an agreement like any other. So some of our other capabilities within Acrobat Science are the idea of defining a webhook, for example, that captures this information, perhaps populates other systems based upon this, yeah. So that has access to the same field data as well, but having quick access to it through the sort of web interface here, being able to download that data and quickly review it, again, very convenient.

Notice also a couple of options that I’ll highlight here before we go to Q&A. I mentioned that when I create a web form, I am the owner of the web form, yeah. If you want to transfer ownership of that web form to somebody else, you can do so by clicking on the new owner option, yeah, and it will just ask for the email address of the person who we want to be the new owner.

I can also share this, yeah. So again, if we click on that option, again, as it says here, allows others to view and access the web form along with its current status from their account, yeah. So that way, if I want to provide access to, perhaps it’s a team of us that, you know, kind of I’ve created the form, but actually it’s a team of us that are looking at the data, then we can do that sort of through the share web form option here. Also, again, for those of you that are familiar with it, with this, the idea of kind of the advanced sharing capabilities within Sign, those also can be used to sort of give access to others because as I say, the agreements that get created from a web form are agreements like any other agreement, yeah. So any sharing settings that you do through kind of the advanced sharing options apply equally to agreements created from web forms.

Okay, so I’m conscious of time and that we want to give a little bit of time for Q&A at the end here. So Dave, I think back over to you for our final poll.

Yeah, thank you, Chris. Let me bring that up right now. Give me a couple of seconds here.

I will bring up our final poll.

I’m launching that now on your screen and this one’s going to be a two-parter. There’s going to be poll question number one, and then it’s going to have a next button in the lower right and it’s going to be poll question number two. So poll question number one is given everything Chris just demoed for you about web forms, which of these capabilities do you think are going to be most impactful or solving the biggest pain points for your organization? Go ahead and check any or all boxes that you think, given what you saw, will be helpful for your organization. And then poll question number two is overall, what kind of impact would you expect web forms to have on your workflows? Would you expect it to have a small impact, a large impact? So go ahead and answer those two questions as soon as you can. I’ll leave those up for a few seconds. I’m seeing the results come in.

A lot of folks are valuing just the general value of web forms, collecting signatures without having to send out links, which makes a lot of sense. That’s sort of the core value of web forms.

A lot of folks are valuing pre-filling and signer information, which is a great feature. And then extracting that information out into, extracting out the form field data and being able to kind of report on the form field data after it’s submitted.

And yeah, as far as impact to the organization, all across the board, a lot of folks are seeing some larger medium impacts, and then some folks need to do some further exploration, which makes a lot of sense. So go ahead and close that poll when you’re done. And Chris, why don’t you go to the next slide, if you don’t mind, and then we’ll come back to Q&A. So this is a survey, and you can fill this out anytime, but we’d really appreciate it if you’d fill this out during or immediately after this webinar. This will really help us understand not only what did you like and not like about this webinar, but also what future topics may be of interest to you. So I’m going to go ahead and fill out the Q&A pod, and I’m going to put this URL into the Q&A pod, and I’m going to pin it at the top right now.

There we go. So that survey URL should show up at the top of your Q&A pod. So go ahead and fill that out either during or immediately after the webinar when you can. We’d really appreciate your feedback, and tell us what future topics you’d like to see webinars about. So let’s jump to Q&A, Chris. There’s been a lot of really great questions. The folks in the Q&A pod have been helping me answer those, and let me just highlight a few things.

So number one isn’t a question, but I just did come up a couple of times, and so I just want to repeat it for the broader audience. Folks were asking about when they’re done with a web form, what are their options to delete versus disable versus hide? And the experts in the chat pod summarized this, but just for the benefit of the broader audience. Currently, we don’t allow you to actually delete the web form once it’s been completed. We have two options. One is to disable the web form, as Chris highlighted, where if you want to pause new submissions coming in, you can choose the disable option. And the other option is to hide, which hides it from your manage page. So if the web form is no longer in use, we recommend using the disable option.

And there were some more links, just some more information in the chat pod. But that’s the status of delete versus disable versus hide. But let me get to some other questions, Chris. So maybe you covered this, but some folks were just asking about any limitations in the volume of web forms that can be submitted.

What’s your feedback on any volume limitations? No, no. So I guess the thing to be mindful of, obviously, is that remember when somebody sort of uses a web form to create an agreement, as I’ve mentioned, it’s an agreement like any other agreement. But that does also mean that it ticks off one of your transaction counts also. So just be mindful of that. And again, I just want to kind of reemphasize the point here. For our demonstration today, I have intentionally kind of avoided kind of authentication, because I wanted the demonstration to flow kind of nice and smoothly. When it comes to web forms in the real world, it makes sense to have some sort of authentication step involved here. So be it either that they verify email address at the start, or kind of any another form of authentication, so that you aren’t getting random submissions, kind of that don’t equate to actual real usage. And I think that’s the kind of key thing to be aware of that. In terms of limitations, now we can have as many participants as we want, we can have as many countersigners as we want, kind of within a single agreement. And obviously, you can have as many agreements as you’re licensed for.

Great, thank you so much.

I’m just going back to the questions here.

There was questions about sort of, and I apologize, Chris, if you’ve covered this, but could you just repeat again, when you are embedding a web form in your website, sort of what are your options to customize sort of how that web form is sized or how it appears? Yeah, great. Yeah, good question. Yeah, thanks for that, David. So, we’ll just come back to our option here. So when we’ve created a web form, we want to get back to those links that we saw kind of immediately following completion. That get code option gives us the ability, so here’s the URL for our web form, here’s the iframes sort of option also. So if I come over to, so where you saw me use kind of this example previously, so I’ve got, so this is on my own website, but I’ve embedded our web form within here. If we show, and apologies for those of you who aren’t super familiar with HTML, but essentially if we look at this, I just want to highlight something. So the only line that I added in here to create our, to embed our web form in is this single line, the iframe that I got, and actually Sign gave me that code, yeah.

Towards the end of this line, if I just scroll over, yeah, you will see that you can specify sort of height and width style information, yeah. So if you want to size it appropriately for kind of your particular website, you can specify minimum height, minimum width. There are percentage options here also, yeah. So you have control over kind of the size of kind of the web form and how it’s embedded into your site using standard HTML techniques, yeah. So the tag here. Similarly, if you’re using the JavaScript option, yeah, the way that that works is it embeds within a div element within the HTML page, and again, you can control the size of that div using standard HTML CSS style techniques, yeah. So you have control over it, but it does mean that you’re sort of just adjusting sort of one or two values within the HTML itself.

Great, fantastic, thank you, Chris.

And could you summarize again, as far as editing the web form, you covered kind of what edits could be made while the web form was still in draft versus what edits could be made after the web form has gone live. Could you just kind of re-summarize maybe what are the edits that are possible in one scenario versus the other? Yes, good point, actually, Dave. I’m not sure I did show it in draft. So if I, let me just kind of show that briefly. So I’ll go ahead and create another web form, yeah. Let’s say demo two, and I’ll just add in our same document that you saw me use previously, yeah.

I’ll go ahead and say next there.

If I, so it’s just uploading the document at the moment. If I navigate away from this web form, before I click on save, so let’s say I go back to our manage page here.

Acrobat Sign does a really nice job in that it’s, yeah, so even though I didn’t explicitly say save, it has actually sort of kept that information for me. But notice that the status is in draft status rather than active or kind of disabled or anything like that, yeah. At this point, if I come back in, so if I’ve got a draft agreement, yeah, I can come back in here and I can make changes to the web form name and also the files and also any other fields, things like that, yeah.

Once I have saved a web form and I’ve said, okay, yeah, I’m happy with that, yeah, I can’t make, the only change I can make is to the files and to the fields kind of sort of upon those documents, yeah. So the difference between the two is that when it’s draft, I can still make a change to the web form name, yeah, but I can’t change participant, counter signer style information, yeah. So that’s the thing to sort of keep in mind is kind of make sure that, okay, make sure that you think about who your participants are, so who is it that’s sort of completing the form, what are you expecting of them, is there a potential for there to be more than one person involved in that, yeah.

So potentially give that flexibility. And then does it require some sort of counter signature, so do I need somebody to be reviewing that and kind of completing that information before the agreement itself is complete, yeah. So those are the things that you can’t change once a web form is both in draft sort of all active, yeah. But up until, you know, kind of until it’s active, you can change the web form name. And then once it is active, we can still come in here and change the documents and the fields on those documents, yeah. So a small difference between the two, but yeah, as I say, think about your participants and counter signers upfront, make sure that you’re clear on that so that you don’t have to kind of create multiple web forms with the one that you actually want to use. Although it doesn’t do any harm, you can always disable ones if you have created them and realize, oh, that’s not quite what I wanted.

Great, thank you so much, Chris. Another good question that came in was, could you summarize again, when you disable a web form, what kind of experience is the user going to get if they go and browse to that URL? Yeah, so you can redirect signers to another web page. So this is potentially useful, particularly if you have, so it might be, for example, that you say, you know what, I’ve got a new version of this web form, yeah. That I, you know, kind of, I was using the web form for, you know, a period of time, and I’ve actually enhanced the web form. When you decide, yeah, if you’ve got an enough web form, an enhanced version of it, you may just want to redirect signers directly to the new version of your web form. And that’s what this Redirect option does, yeah. Equally, it may be that you want to redirect and show them, you know, kind of a dedicated page, you know, kind of on your website or something like that, that kind of really goes through the details of, you know, kind of perhaps it’s, you know, kind of, you want to give them explicitly some other information, yeah. The other option here is just that we can use a custom message, yeah, to say, okay, when I’ve disabled it, we can just say very simply, okay, we can show some text to the user just to let them know that this is no longer available to them, yeah. But it’s a lower fidelity experience, if you like, yeah. So this is convenient as a quick way of sort of disabling something and saying, okay, let me just show a message, but, you know, kind of either redirecting signers to a new version of a web form or to a higher fidelity page on your website, yeah. Kind of, those are kind of the options available to you via the redirect.

Great, okay. Well, in the interest of time, we weren’t able to get to all the questions. I apologize if we didn’t get to your question, but in the interest of time, I think let’s wrap it up here. Chris, if you wouldn’t mind going back to the survey slide.

If we didn’t get to your question and you still have a question, again, please feel free to contact Adobe Support and feel free to contact your Adobe account representative. We would be happy and we would love to continue the conversation with you about how you would like to use web forms, if there’s anything about web forms that isn’t meeting your needs. So please direct your questions to Adobe through support or through your account rep, but let’s wrap it up here. The survey link is on the screen.

It’s also in the chat pod. Chris, thank you so much for this webinar, super useful. And thank you everyone for participating. Your questions were great and we really look forward to joining you at the next webinar to help you get the most value out of Acrobat Science. So let’s end it here. And Chris, thank you very much. And everyone else have a great day.

Yeah, thanks all. Bye everyone.