Question

External e-Signatures on a Laserfiche Form

Forms Version 11

Updated March 27

asked on March 27

Potential Forms Project: Use an LF form as a contract template that Purchasing will fill out and send to the vendor by email for their signature. Have contract drop to repository after vendor has signed.

Purchasing completes metadata (including external email address) on Contract Template LF Form and signs it
Purchasing reviews Final Contract Form from the Forms Inbox and clicks submit to send to vendor
Email is sent to external recipient (vendor) with a URL link to the form to sign and submit
External recipient signs contract at the URL and clicks Submit
Signed contract drops to repository as a TIFF
Workflow monitors repository folder to send email alert to Purchasing for any new arrivals

Struggling with step 4. I have played around with imbedding the variable for the task link, this is a link back to the task in the LF Forms Inbox. This is not meeting the need. If the form is attached, instead of a link to the form, it is in standard PDF and can't be eSigned.

Is something like DocuSign/Adobe Sign the only option here? And if so, instead of this being accomplished directly from Forms, the contract would need to drop to the repository first, then be sent out for an eSignature? Or is there a direct (free) integration with Forms?

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replied on March 27

If you are willing to user the signature field that is built into the LFForms functionality (that allows a drawn or typed signature) then many of us have done functionality like this by making a publicly available form include a hidden field that when populated does a database lookup to populate the other fields on the form. Have your earlier steps in the process store your form fields to the database table (via Workflow) with a unique ID number (usually a randomly generated UUID value). Then the email to the external party inviting them to complete/sign the form includes a link that includes that unique ID number as a URL parameter. Loading the public form from the link includes the hidden field being populated as that ID number which in turn triggers the lookup from the database to populate all the other fields.

If you absolutely need to be doing the signature via DocuSign or Adobe Sign, then you are likely right that you need to get the document into the repository first to manage that integration. That is unless you want to code you own solution using one of those provider's APIs (I've done this personally, making a LFForms process that coordinates with DocuSign's API, and it is not a small undertaking).

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replied on March 27

Adding to what Matthew already mentioned; it is also important to evaluate the legal and regulatory compliance requirements associated with the signatures, especially if this is a contract process.

In some cases, an "electronic" signature is sufficient, however, other scenarios require a true "digital" signature with a certificate issued by a qualified trusted services provider, and this is where something like Adobe or DocuSign would become more important.

I'd say the first step is to determine whether an e-signature is sufficient or if you need a certified digital signature, then you can better evaluate your options.

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External e-Signatures on a Laserfiche Form

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