Originating a webform (By External Users)
Webforms in emSigner allow documents to be initiated and signed by external users who do not have an emSigner account. This is useful when the signing journey needs to start outside your organization—such as customer agreements, declarations, or consent forms—while still maintaining structured workflows and auditability.
In this flow, the external user begins the signing process through a secure web link and provides required information before reviewing and signing the document.
How External Webform Signing Works
An external signer receives a webform signing link, typically shared via email, SMS, or embedded on a website. No emSigner account is required.
The signing journey progresses through three stages:
Stage 1: Accessing the Webform Link
When the external user opens the webform link:
A web page opens prompting the user to enter basic identity details, such as:
Name
Email ID
These details are used to:
Identify the signer in the workflow
Populate predefined fields in the document
Record signer information in audit logs
Once the required details are entered, the user proceeds to the next step.
Stage 2: Providing Additional Information
In the next screen, the user may be asked to provide additional inputs defined by the form creator, such as:
Department
Designation
Custom text inputs
Other mandatory or optional form fields
These inputs are:
Captured as part of the webform submission
Automatically mapped to corresponding fields in the document
The external user does not see or edit the document at this stage—only the form inputs.
Stage 3: Reviewing and Signing the Document
After completing the form:
The user is redirected to the Review and Sign screen
The document is displayed with:
All previously entered form data already populated
Signature and form fields assigned to the external user
At this stage, the external user can:
Review the document content
Complete required signature and form fields
Sign and finish the process
Once signed, a confirmation message is shown indicating successful completion.
What Happens After the External User Signs?
After the external signer completes signing:
The document automatically progresses to the next participants in the defined signing workflow
Remaining participants receive notifications as per the signing order
The completed action is recorded in the document audit trail
The Signer Order Diagram reflects:
The external signer’s name and email
Their position in the signing sequence
Completion status alongside internal users
This ensures full transparency and traceability, even though the signing was initiated externally.
When to Use Webforms
Webforms are ideal when:
The signing process must begin outside your organization
You need structured data collection before signing
Customers, vendors, or partners should not be required to create accounts
Documents need to flow seamlessly into internal approval or signing chains
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