When creating a new Form Template, you can add more advanced options.
In this article, we will go through the different settings and options you can enable on your form template
Where to find the Advanced Options
You can find and enable them right after the Form Template Fields section, under the buttons Add form field and Save and continue.
Click on Show Advanced options, and additional available settings will appear.
Advanced Options
After clicking on Show Advanced options, the available options will appear.
You will see two categories of additional options that can be set up here (Template Settings and Signing options) and a final section where you can Set a Custom Document title and Set a Custom Casefile title to make it easier to find the filled-in forms in your archive.
Template Settings
Under Template Settings, you will see:
Allow Co-Signer:
If you enable this option by checking the box next to it, there will be an option within the final form to set a Co-signer. This option will be visible for the person filling in the form in the menu on the right. The person will be able to set up the Name and Email address fields for the Co-signer, and the Co-signer will be signing the form too. If you enable the Allow Co-Signer option, a new option will appear called Require Co-signer. If you check-mark the box next to it, the presence of a Co-signer will be mandatory for successfully filling out the form. Therefore, the person filling in the form will not be able to complete the form and sign it without setting up the Name and Email address fields for the Required Co-signer.
Allow Attachments:
If you enable this option by checking the box next to it, the person filling in the form will be able to upload one or more optional files as attachments to the form (note that the files attached cannot be larger than 2 MB each). You can then find the attachments to the form in the same case file containing the filled-in form in the folder selected as the storage folder. If you enable the Allow Attachments option, a new option will appear called Require Attachments. If you check the box next to it, uploading an attachment will be mandatory. Therefore, the person filling in the form will not be able to complete the form and sign it without attaching a file.
Sensitive Information:
If you enable this option by checking the box next to it, the filled-in and signed form will not be attached to the finalisation email sent to the parties (the form's owner and the person who filled it out) after it has been signed. The form's owner will be able to access it in their account. The person who filled it out will be able to access it in the private archive that is automatically created when signing a document via Penneo (if you filled out a Penneo form and signed it via eID, you can access the document by logging into https://app.penneo.com/ with the same eID used when signing). Note that you cannot enable Simple Electronic Signatures as an option (see below) if you enable the Sensitive Information option as the two options are mutually exclusive.
Signing Options
Under Signing Options, you will see the Enable Simple Electronic Signatures option. If you enable this option by checking the box next to it, the signer will be allowed to sign the document with the Simple Electronic Signature method.
However, note that you cannot enable the Enable Simple Electronic Signatures option if you enable the Sensitive Information option as the two options are mutually exclusive.
Set a Custom Document title and Set a Custom Casefile title
After clicking on Show Advanced options, the final section allows you to Set a Custom Document title and Set a Custom Casefile title.
The customization of document and case files' titles is important to make it easier to find the filled-in forms in your archive.
After the form has been successfully filled in and signed, it will appear as a case file in the chosen folder (the storage folder you selected during form template creation).
The case file will contain one document, which will be the filled-in form, and possibly attachments.
The name given to the case file and the document inside it (containing the filled-in form) will depend on the settings you choose here. If you don't edit these advanced settings, the case file will be automatically named after the person who filled it in and signed it.
You can customize these settings by typing in the fields under them, where you see Enter the Title Template (or select variables with the Add field button).
In these fields, you can insert static text and/or a merge field (that reproduces one of the fields you created for your form template); if you add a merge field, the value will change according to what gets typed in the corresponding template field.
The drop-down menu next to the text input field will list all the available template fields, that are the ones you created for the template form (if you have not created additional fields, you will only see the two mandatory fields in the drop-down menu - Recipient Name and Recipient Email).
To add a merge field, simply select a field in the drop-down menu and click on Add Field. You will now see the selected merge field in the Custom title that will look something like {{NAME_OF_THE_TEMPLATE_FIELD}}.
Consequently, the title of the case file will depend on the information that the person filling out the form will type in that specific template field. Have a look at the image below to see an example of how this setting works:
In the example shown in the above image, the Custom Casefile Title has been set as Employee information for {{RECIPIENT_NAME}}.
Employee information for is the static text that will be included in all case file titles, while {{RECIPIENT_NAME}} is the merge field that will vary depending on the recipient's name (as typed by the recipient in the corresponding field). Therefore, all the case files containing the filled-in forms based on this form template will have a title starting with Employee information for. Thus, it will be easy to gather together all the case files containing employees' information.
Moreover, the title will include the name of the person who filled in the form - i.e., the employee whose information can be found in the form. Therefore it will also be easy to find the case file containing the information relating to a specific employee.
We recommend customizing at least the Casefile Title and adding at least one merge field to make it easier to find the needed case file in the archive.
If you do not add merge fields in the Custom Title and only use a general title such as Employee information, you will end up with a bunch of case files with the same name, and you will have no way of knowing who filled in and signed the form without opening and viewing it.