While You Build

Overview

Form-Level Configuration

This section walks through the essential form-level configuration settings you’ll use most often. Following these recommendations helps keep your form structured and functioning smoothly.

Name / Type Settings 

• Form Name / Display Name / Description - Must be clear, unique, and meaningful for users and designers.

• Duplicate E-Signature Check - Set to ignore duplicate submissions, unless the form must prevent the same individual from submitting more than once.

• Reminder Email Frequency (up to 90 days) - Set appropriately to prompt participants without overwhelming them.

• Owner notification email options – Most commonly set to When Completed; adjust as needed based on workflow and notification requirements. 

• Custom opt-out notification – Provide the message participants see if opting out of the e-signature.

  NOTE: The suggested Standard Text is available on the Name/Type page under E-signature Opt-Out Notification

• Form Timer - Turn OFF (default is ON; should only be used if the form requires timed completion).

• Welcome Screen - Default is OFF, not commonly used. 

• Recaptcha Validation - Not used; suggested if external users are allowed.

• Automatic Activation - Optional; use when the form is only available during specific dates each year. If the open/close dates are the same annually, set the “From” and “To” dates here so the form activates and deactivates automatically without manual updates.

• Prompt Before Submitting – Optional but suggested for signature widget or no signature forms; use if there is a default or customized prompt you would like the user to acknowledge before submitting the form.

  NOTE: Enabling this option displays Use Custom Prompt Text. To edit the message, Use Custom Prompt Text must be enabled

• Notify Users When Rejected Over – Optional; Enable to notify applicants when their form is rejected due to a rule, condition, or exceeded quota.

• Allow External Users - Only enable when necessary and approved in the Requirements Document; validate Recaptcha Validation is enabled to reduce risk of spam or bots.

Admin Notification - Optional

• Notification Frequency - Determine how often admins are notified to avoid email overload.

• Email Recipient List - Ensure addresses are accurate, separate multiple emails with semicolons.

• Custom Email Option - Recommended so the email content is specific to those receiving it.

  NOTE: Custom email must be enabled to edit the email details.

Custom Text

• Inactive Text – Required; message shown when the form is deactivated. Must explain why the form is inaccessible or provide alternative instructions.

Participants

• Form Workflow Type - Most commonly Route Sequentially; other options can be selected if more applicable.

  NOTE: See the Workflow Type page and related subpages for detailed guidance, including conditional workflows when applicable.

• Hide Unused Signature Lines - Strongly suggested; Ensure it is enabled to hide irrelevant signature fields. 

Participant 1 (Form Owner/Initiator)

NOTE: As shown below, the Owner option should be set to Yes for the first participant (Form Owner), which is the default.
 

• E-Signature - Enabled by default; should remain enabled unless the participant is not required to sign.

  NOTE: For more information related to configuring a participant’s signature in the form, visit the Add Signature(s) page

• Requires Authentication - Not editable when E-Signature is enabled.

  NOTE: Selecting No Sign allows authentication to be disabled. If authentication is disabled, the Allow Saving Drafts option is removed.

• Preferred Name at E-sign - Should be enabled; not editable if ‘No Sign’ is selected.

• Allow Saving Drafts - Toggle to NO; only enable when necessary (long forms, info gathering, or regulatory reasons).

• SSO Link in Notification - Required in the notification email for internal participants who access the form using Single Sign-On (CAS login).

• Confirmation Email – Sent to participant to acknowledge completion. Suggested for form owner so they are aware their submission went through.

Customize Confirmation Email (subject + body) - Strongly recommended if Confirmation Email is enabled.

• Carbon Copy - Optional; designate recipients (emails, participants, or groups) and tailor the notification’s subject line and body as needed.

  NOTE: Carbon Copy must be enabled to access Add Email, Get Email from Form, Participants, and Groups. Enable Custom Email to edit the subject line and message body.

• Instruction Text (only an option for editing participant 1) - Optional; provide necessary guidance to complete the form.

• Confirmation Text - Required; must include plain-language confirmation, department logo, and next steps. 

  NOTE: Suggested default wording is available at Form Level Settings – Other 

Additional Participants - Includes all settings from Participant 1 unless noted above. Only unique or different settings are explained here.

NOTE: Both Owner and School should be set to Off unless the School option (circled in red below) has been validated and approved prior to the build.

• Allow Repeat Signatures - Only enable if the participant may need to sign more than once.