Form Packages

A Form Package sends E-forms that are already on a Record to someone outside DocMgt, so they can fill them out and sign them. They get one link and a list of the forms. Each form they submit is saved back to its document on the Record, and you can see which forms are done and when.


A Form Package sends forms that already exist. To ask someone for new documents or new E-forms, use a Collaboration Portal instead.

If you do not see Send Form Package on a Record, ask your administrator.


Sending forms

There are two ways to start a Form Package:

  • In the document viewer, check the E-form documents you want to send, open the Checked Documents Menu, and choose Send Form Package. The checked E-forms are added to the new package.
  • Click Portals on the Record, then click Send Form Package in the panel's header. You then pick the forms with Add Forms.


Only E-forms marked as public can be sent. Other documents you checked are left out, and a note tells you how many.


The Form Package editor

Name is what the recipients see at the top of their list of forms.

Message is shown to the recipients above their list of forms and is included in the email. Use it for instructions, such as a date to finish by.

Expires sets the last day the link works. With its switch off, the link never expires.

Security chooses whether the recipients need a password. When you choose Password, type one or leave the box blank to have one made for you. The password is shown once, after you save, with a reminder to copy it. DocMgt does not keep a copy it can show you again, so if it is lost, use Reset Password to set a new one.

Options has two switches:

  • Go straight to the next form after each one is submitted opens the next open form for the recipient as soon as they submit one. When it is off, they go back to their list.
  • Email me when every form has been completed sends you an email, with a link to the Record, once the last form is submitted.

Recipient Emails lists the people to send the link to, one email address per line.

Forms lists the forms in the order the recipients see them. Drag a form by its handle to move it, change the name in its box to change what the recipients see, or click the delete button to remove it. Add Forms lists the E-form documents on the Record. E-forms that are not public are grayed out, and forms already in the package are marked Already added. The same document can be in a package only once.


Click Save to save your changes, or Save & Send to save and email the link to the recipients. The link reaches the recipients only by email, so a Form Package saved with Save is not sent until you click Save & Send, or Send Form Package in the Portals panel.


The email

The email tells the recipients who sent the forms and how many there are, and includes your Message, the link, and the last day the link works. When you send the package as you create it, or reset the password and choose to email it, the email also includes the password. Any later send cannot include the password, because DocMgt does not keep it, so the email asks the recipients to get the password from you.


Following progress

Form Packages are listed in the Portals panel of the Record, together with the Record's Collaboration Portals and marked with a Form Package badge. Each one shows when it was Sent, when it Expires, and how many forms are done, such as 2 of 3 forms. Click a Form Package to see each form, with the date and time it was completed and who completed it, or Open if it has not been submitted yet.


A form submitted by someone signed in to DocMgt shows their name. Otherwise it shows Public User and the address of the computer it came from.


Each Form Package in the panel has these buttons:

  • Send Form Package emails the link to the recipients, for the first time or again.
  • Edit Form Package opens the editor.
  • Revoke stops the link from working right away.
  • Delete Form Package removes the package and stops its link. Forms already submitted stay on the Record.


Changing a Form Package

You can change a Form Package until every form in it has been completed. A form that has been submitted can no longer be changed by the recipient, and you cannot rename or remove it.


To let the recipient change a submitted form, open the editor and click Reopen next to it. If the whole package was complete, it becomes open again, and you are emailed again when the form is submitted, if that option is on.


Expire the Link Now in the editor stops the link right away. To use the link again, set a new Expires date and save.


What the recipients see

When a recipient opens the link, they enter the password first, if the package has one. After five wrong passwords from the same computer, they must wait 15 minutes before trying again.


They then see the Form Package name, your Message, and the list of forms. They click Open to fill in a form, and Back to the list to return without submitting. When they submit a form, it is marked Completed on their list and cannot be opened again. When every form is submitted, they see a thank-you message.


If a form offers Save for Later, the work they have done is kept on the computer they are using, and is there when they open that form again on the same computer.

A recipient can fill in two forms at once in two browser tabs.


If the link has expired, been revoked, or the package was deleted, the recipient sees that the link is no longer available.


Form Packages Report

The Form Packages report, under Document Reports, lists Form Packages across all Records. You can filter it by Record ID, Created By, State (Open, Completed or Expired), and the date the packages were Created.


The report shows each package's Name, Record, when it was created and by whom, when it was Sent, when it Expires, how many Forms are done, and when it was Completed. Click a row to see each form. Use Download to save the report as a CSV file.