You can send Secure Forms to your customers in bulk using a CSV file to pre-populate relevant fields for each individual. To get started, you will need a CSV file containing columns for Name and Email Address, along with any other fields you want to pre-populate in your form. Go to the Inbox tab of the Team Hub and navigate to the Secure Forms section.
Click “Create Secure Form”.
You can use an already existing template for your form or upload a new PDF form to get started. Click on the option you need. If uploading a new PDF, your file must be less than 5 MB.
Give your form a title and choose the folder that you would like to store this form in. Set the expiration for the form. You can choose for the form to expire after 7, 14, 21, 30, or 60 days. Once the period of time that you set has passed, the recipient will no longer be able to complete the form.
To bulk send your form, select the “Autofill from a CSV” checkbox.
Once you select this checkbox, you will see an option to import your CSV that contains your pre-populated data.
Note: Your file MUST contain a column for Name and Email.
Once your CSV is imported, you will see a new drag and drop form field option allowing you to select where your auto-filled CSV data should go.
After placing your Autofill form field, a modal will appear asking you to map this field to a column in your CSV. The options you will see here will correspond to your CSV column headers. Repeat this until you have all the columns you need mapped to a form field.
If you need to change the mapping you have selected for an autofilled field, click on the purple field and then click on the settings button. Use the red trash can button to delete a field and the plus sign button to duplicate.
You can use the blue form field options to place fields for your recipient to fill out once they receive the form. You can place a text box, checkbox, or signature field. On the blue form fields, you can mark any field as required for the recipient, duplicate, edit the label, or delete a field by clicking on the field and using the action buttons that appear.
Note: After you send the form, you will be able to export the completed form data to a CSV. The labels you set for the form fields will be used as the column header for this field. Click the settings button to edit the field’s label.
You can also pre-fill any of these fields before sending if necessary. Once a field is pre-filled, the recipient will not be able to edit the field. To pre-fill, simply drag and drop your form field and double-click into it to type or place your checkbox or signature.
Use the drop-downs in the Column Mapping section to select which columns you want to use for the Name and Email. Email addresses that match portal client accounts will append the Secure Form to the client’s Inbox. The name you select here will be used to address your recipients in notifications about the form.
Choose if you would like your recipients to include attachments when filling out their form. You can require attachments or make this an option for your recipients to include.
At the top of your screen you will see an option to save your form as a template. If your form is already a template, you will be able to save changes you’ve made to the existing template, or save as a new template.
When your form is ready to go, click Next to continue. You can also click Save Draft to save your work and come back later.
After clicking “Next” , you will be taken to a preview screen where you can see how the data from your CSV will appear on the form for any of the recipients in your list. Use the drop-down selector at the top of the page to switch between different recipients. If you want to make any edits, you can click “Go Back” to adjust positioning or add anything you forgot. If you are happy with your form, click “Send Forms”.
You’ll see a confirmation message on your screen.
Click “Done” to exit. You will be taken to the folder your form is stored in. Here you can see how many have been completed as well as reorganize the form into a different folder, archive the form, or void the form.
Once any recipients complete the form, you will see a new option in your action menu to “Download CSV”. This will export a CSV file of all of the completed forms with each form field in its own column.
You can click on the form name in blue text to open up individual forms for each recipient of the bulk form. Here you can view the status of each individual form as well as resend the form to any recipients that lost their notification or need a reminder to complete their form.
Voiding a Form
Voiding the form will revoke access any recipients had to the form so no new forms can be completed and will also send a message to all recipients notifying them that the form has been voided.
You will enter a reason for voiding the form that will only be shown internally. And then you can enter a message to your recipients that will be shared externally in the notifications about this voided form.
Your recipients will receive an email notification letting them know that the form has been voided. They will no longer be able to fill out the form or access their previously completed form.
The status of your form will update to “Voided” and your action options for the form will only be to move the form to another folder or to archive the form.
Best Practices for Bulk Sending Secure Forms
Your CSV form must contain a column for name and email address for each recipient.
We recommend sending a bulk form to a small group of customers or internal users first to ensure everything looks the way you want it to. Keep in mind, you can also review the form before sending.
Keep the text in each column short so that it fits within the width of the text box on the form. If the text is too long for the field, the text will run past the text box and be very hard to read.
User Roles and Permissions
| Role | Able to send forms to... | See record of sent forms | Create templates | Create and delete folders | Access to completed forms | Void Forms |
| Admin/Super Admin with 'Secure Forms Admin' permission | All clients, prospects, internal users, themself, and new contacts | Yes | Yes | Yes | Yes | Yes |
| Super Admin | All clients, prospects, internal users, themself, and new contacts | Yes | Yes | Yes | Only those they sent | Yes |
| Admin | Clients & Prospects at their assigned locations. All internal users, themself, and new contacts | Only clients at their assigned locations | Yes | Yes | Only those they sent | No |
| Associate | Clients & Prospects at their assigned locations. All internal users, themself, and new contacts | Only clients at their assigned locations | No | No | Only those they sent | No |
| Salesperson | Assigned Clients and Prospects, all internal users, themself, and new contacts | Only their assigned clients | No | No | Only those they sent | No |
Notifications
If you send a form to a customer, you will receive a notification when that form has been completed. You will also need to configure an email address to receive notifications and completed forms anytime a form is completed for a particular template.
- On Inbox > Secure Forms, click “Create Secure Form”.
- Click the three dots on the template you want to edit and choose “Edit Email for Completed Forms”. The email address listed here will receive a copy of every form filled out of this template.
Customers can opt out of receiving Secure Forms notifications by toggling off the notification options on the Contracts to Sign category in their Notification Settings.
Use Cases
You can bulk send secure forms for many different scenarios. A few examples include:
- Internal Forms
- Photo release forms
- New hire paperwork
- Liability waivers
- Grain Forms
- ACH setup forms
- Deferred payment contracts
- Speciality agreements
- Liability forms
- Warnings to sellers
- Agronomy Forms
- Equipment leases
- 24-hour access release forms