RForms® is a convenient RSign™ feature enabling multiple signers to access and sign a template document using a static link in a website or a web application. This article covers the following sections, linked below.

• Overview of RForms
• RForms - Sender Experience
• RForms - Signer Experience
• Authenticating Signers in RForms

Overview of RForms

RForms®, also known as Templates with Static Links, allows you to capture signatures within your application conveniently. RForms® may be embedded in your web application or accessed via a hyperlink; therefore, they provide a seamless in-app experience to users who need to apply their signatures digitally. The steps to create RForms® are like standard templates. However, RForms® differs from standard templates in many ways. First, you cannot embed RSign™ Templates in your application. Second, while using a Template, the sender must know all the recipients in advance and control who signs the document. Therefore, you cannot use RSign™ Templates when emails of all the recipients are unavailable in advance while sending an e-Signature request. Lastly, RSign™ Templates does not support multiple signers applying their signatures while sharing the same browser session.

RForms® overcomes these limitations. It empowers the signer to capture signatures from multiple signers and decide who should sign the document, sign in person, or be invited to sign later. 

While RForms® allows the signer to choose who they can invite to sign the document, the signer operates within the boundaries defined by the creator of the RForms®. For example, if the creator of RForms® has added four roles while creating it, the first signer cannot invite any additional signers beyond the other three signers. RSign ensures that all mandatory signers are invited to sign the document.

Optional signers may choose not to sign the document and remain observers. If they don't sign the document, their signature controls and signatures won't appear on the final signed document. If an optional signer accesses the RForms® before other signers do, they may choose not to sign but decide who should participate in a transaction. This capability allows you to nominate the point of contact in your legal department to coordinate multi-party agreements by making them optional signers. Therefore, the RForms® multiple signer feature is highly flexible and adapts to your specific business requirements.

Creating RForms® with multiple signers: Senders Experience

The steps to create an RSign® Template and RForms® are the same. Learn how to create a template here. Note that to create an RForm, the corresponding setting must be enabled. Learn how to enable RForms here.

Signers Experience: Using RForms®

The first signer accessing RForms® needs to enter their email address, select their role and accept the terms and conditions on the "Confirm to Begin" popup to view the document. RSign® auto-populates the Signer's Role if the Template contains only one signature.

If the first signer signs and clicks the Submit button without inviting optional signers, RSign will remind the first signer that they can invite additional optional signers to sign the document

If the Template contains multiple required signers, if the first signer clicks on the Submit button without inviting the remaining signers, the following warning message will appear:

When the first signer invites the other signers by clicking the Invite Signers button, RSign® displays the Invite Signers popup. In the example below, there are two additional pending signers.If the pending signers are required, an asterisk symbol (*) will appear on the right-hand side of the screen. If the signers are optional, a trash bin icon is displayed instead, for the first signer to remove them if applicable. If the additional signers are co-located, the first signer is to select the Sign now option, whereas if the signers are not co-located, the first signer is to select the Invite by email option.
Additionally, a section for the first signer to add their details is displayed, as well as a field to enter a message to the additional signers.

Signing on the document and clicking the Submit button completes the workflow. RSign sends an email to other signers to sign the document.

The sender can track the status of all e-signature requests from the ENVELOPES tab. In addition, both the signer and the sender can download the signature certificates and other artifacts from the envelopes tab.

The transaction is completed when all the signers sign the document. Then, both sender and recipients receive an email from RSign to retrieve the final signed copy. They can also access the final signed document from the Completed folder on the RSign homepage.

The next section describes how you can authenticate the signers and protect your documents from unauthorized viewers.

Authenticating signers in RForms™

The creator of the RForms™ can configure how the signers should authenticate themselves. In addition, RForms™ offers multiple settings to authenticate the signers, which work independently of each other, can be enabled simultaneously, and offer different ways to authenticate the signers.

For example, you can disable authentications for all the signers; require the first signer to authenticate after they view the document and apply their signatures or authenticate themselves before signing on the document. Moreover, when multiple settings are enabled simultaneously, you can require the first signer to authenticate their email address when they invite other signers and authenticate other signers before signing the documents.This section explains various options to enable user authentication and how the application behaves when the values of these settings are changed.

Authenticate the first signer before they invite other signers

When you set the value of the setting 'Send confirmation email to validate first signer' to Y, RSign sends an email to the signer to verify their email address before sending the email invitation to other signers. The user journey of the signer is as follows:

1. The signer accepts the terms and conditions displayed on the document signing page.
2. The signer signs on the document.
3. The signer may invite other signers.
4. The signer clicks the Submit button.
5. RSign sends an email to the signer to confirm their email.
6. The signer clicks the Confirm Email button in the inbox.
7. RSign redirects the user to the confirmation landing page and sends a signature request to the additional signers

Learn how to enable this first signer authentication setting here.

Learn about additional applicable Access Authentication Settings here.

Note: The Signer Verification method of the Access Authentication setting is not compatible with RForms.