Watch this video tutorial to learn how to create your own form template, or scroll down to read more instructions.
Find the Forms
Once logged in to app.penneo.com click on Forms in the left side menu.
How to create a new Form Template
- To create a new form template, click on Create New Template in the top right corner.
- Name the Template. We suggest choosing a unique name related to the purpose of the form template to make it easier to recognize and re-use when needed.
- Select the language for the template. Penneo will use the chosen language for the form recipient when they fill out the form (e.g., the button "Save and continue" will be shown in the selected language). Please note that the language selection does not affect the actual form (i.e., the content of the PDF used as a template for the form). If you need the PDF to be in a specific language, you will need to translate it yourself (i.e., use a PDF written in the language relevant for your recipient).
- Select a folder where the form will be stored. After the form has been successfully filled in and signed, it will appear as a case file in the chosen folder. The case file will contain one document, which will be your filled-in form, and possibly attachments.
- Add a PDF that will be used as the body of your template form by clicking Select a PDF File and uploading the document from your computer. Note that you can only use PDF files as templates (other file formats are not supported).
- In the section Form Template Fields, you can select the fields that will appear in the form for the recipient to be filled in with their information. Two fields have to be always present in a form: Recipient Name and Recipient Email. Still, you can add more fields by clicking the button Add form field. Read more about it here: How to add fields to a Form Template (2/3).
- If you want to add more advanced options, you can find and enable them under Show Advanced options. Read more about them here: How to set up Advanced options for Form Templates (3/3).
- Once you're done adding the form fields, you can click Save and continue to proceed to the next step of building your form template. You will now see the PDF you chose as the body of your form template.
- You can now insert the template fields in your PDF as set up in the previous step. Place the fields in the PDF by dragging and dropping them in the right spots so that they match the content of the document. To help you place the fields more precisely and in the correct order, you can also activate Show grid lines and Show field order by check-marking the boxes next to those options in the top-right menu.
- After placing all the fields and setting their size, click on Done to save the changes and to be able to publish the form template.
- Locate your new form template in your Template list. Click on the Make public button next to it. You will see a link appearing on the right-side field. That URL/link is your newly created form. You can now copy-paste the link into a browser to check out your new form. If everything looks correct, you can start using your new form and collecting data securely via Penneo.
To use your new form, you need to use its URL. You can set it up on your website or send it to recipients in an email, for example.
Note that every user in your company with access to Forms can use form templates, regardless of who created them.
Every time a person fills in the form, you will find the filled-in form as a case file in the folder selected as the storage folder when creating the form template. Moreover, the person filling in the form will receive a copy of the filled-in form at the email address that they typed in the form.
Read more here: How to access Form Templates, filled-in Forms, and attachments.
Edit and Update a Form Template
If you want to edit and update a template form, click on the cogwheel next to the form template you want to change and click on Edit.
Note that every user in your company with access to Forms can edit form templates, regardless of who created them and who is their owner.
If you edit a form that you don't own, the owner of the form will remain the same (as you cannot change the owner of the form template unless you are an administrator). Read more about Forms access and template ownership here.
You do not need to revoke public access to the form while editing it, as the changes will take effect immediately. If you revoke the access and then make the form public again after you've edited it, a new link will be generated for the form.
Check out this article to learn more about managing and editing form templates or watch the video below.