As our workflows become increasingly digital, solutions that enable self-service and automation become essential. With DocuSign’s PowerForms, you can simplify and accelerate the process of collecting electronic signatures by allowing recipients to access and complete forms independently. This guide provides a step-by-step overview of creating PowerForms to help you streamline document management efficiently.
What is a DocuSign PowerForm?
A PowerForm is a reusable, self-service URL generated from a DocuSign template. Unlike traditional e-signature workflows, PowerForms allow recipients to initiate the signing process on their own. This is especially useful for scenarios where you need forms signed repeatedly or by unknown recipients, such as for enrollment, onboarding, and event registrations. With PowerForms, you can publish the form on a website or email it, making it accessible anytime for users.
Steps to Create a PowerForm in DocuSign
1. Start with a Template
Every PowerForm begins with a DocuSign template. A template is the foundation of your form, containing the document structure, recipient roles, signing order, and designated fields for signatures and other data. Before creating a PowerForm, make sure your template is prepared and saved in your DocuSign account. This ensures a smooth setup and consistent format for each use.
2. Navigate to the PowerForms Feature
- Log in to your DocuSign account.
- Go to the ‘Agreements’ tab.
- Select ‘PowerForms’ from the menu on the left side.
- Click on ‘Start’ and then choose ‘Create PowerForm.’
3. Select and Add Your Template
- In the ‘Select a template’ window, locate the template you want to use.
- Click ‘Add selected’ to proceed with this template.
4. Configure PowerForm Settings
After adding the template, you’ll need to configure your PowerForm settings. Here are some key options:
- Name: Give your PowerForm a clear and descriptive name.
- Email Subject: Define the email subject that recipients will see when they open the form.
- Instructions for Recipients: Provide specific instructions to guide the recipient, such as any details they need to fill out or attach.
You can further customize the experience with additional options:
- Email Validation: For security, you may require email validation for recipients.
- Message to Signers: Include a message that will appear at the top of the PowerForm for any important notes.
- Usage Limits: Set a maximum number of uses or define a minimum interval between uses if needed.
5. Create and Deploy the PowerForm
- Once your settings are configured, click ‘Create’ to finalize the PowerForm.
- DocuSign will generate a unique URL for your PowerForm.
- You can share this URL via email or embed it on a website, enabling users to access and complete the form independently.
Best Practices for Using PowerForms
- Test First: Before deploying, test your PowerForm to ensure everything functions correctly.
- Secure Sensitive Data: Enable security measures like email validation for forms that handle sensitive information.
- Monitor and Review: Regularly check your PowerForms’ status and review completed documents to maintain oversight of your workflows.
By following these steps, you can create and deploy PowerForms in DocuSign to streamline document collection and improve your document management process. Whether for routine requests or high-volume, repetitive tasks, PowerForms provide an accessible, user-friendly solution for all your signing needs.
A Note on Comments and PowerForms
Some features such as comments and reasons for declining to sign only show up on a traditional envelope. If you enable email validation on the PowerForm, you retain those benefits.
When you use email validation on a DocuSign PowerForm, it essentially creates a “traditional” envelope in the sense that the recipient will receive an email with a link to access the document and sign, requiring them to verify their email address before proceeding, even though the form itself is initiated through the PowerForm interface; meaning the PowerForm functionality (like self-service access) remains, but with an added email verification step to ensure the signer’s identity.
When using your SMU e-mail address to use e-mail validation, use @smu.edu, NOT @mail.smu.edu!
For additional guidance, check out DocuSign’s guide on PowerForms or view their video tutorial here.
Using PowerForms can transform how you manage documents, bringing flexibility and efficiency to your digital workflows. If you have any questions or need assistance setting up PowerForms, feel free to reach out to the IT Help Desk.
Happy signing!
