Eastern Michigan University

Building a Multiple Participant Form Guide

Name/Type Tab (Multiple Signature)

The Name/Type tab is where you name the form and define the workflow/signature requirements.The flow for a multiple signature form starts the same way as a single signature form. The participant completes the form and is then presented with the Signature page. The participant can then 1) review the Consent and Disclosure Statement and 2a) opt-in and electronically sign the form or 2b) opt-out by printing and signing a hard copy (PDF) of the form.

Subsequent participants are presented with the same process. For each participant that opts-in, their signature is represented at the end of the form. Each new signature is represented under the previous participant's signature.

Login to the NextGen Dynamic Forms and then visit the Form Name/Type page for more information on the Name/Type tab.
  1. Type the form name in the Name field.
  2. Type the form purpose in the Description field.
  3. Select the desired electronic signature type from the Esign Requirements field.
    Note: To create a multiple participant form, select "Multiple Signature":
    • None - Submitter is not required to log in.
    • Single Signature - Submitter is required to log in and sign the form prior to submission.
      Visit the Building a Single Participant Form page for more information.

      When this option is selected, the following options are displayed:
      • Duplicate E-signature Check - This allows a submitter to submit a form more than once.
      • How often should reminder emails be sent to form participants - Select the frequency with which notifications are sent to participants when a form has been rejected back to them.
      • Custom opt-out notification - Notification that is displayed if the submitter opts-out of e-signing. Opting out of requires the submitter to print, manually sign, and then submit the form through alternate means of delivery.
    • Multiple Signature Requires multiple signatures from multiple workflow participants. In addition to the options displayed when Single Signature is selected, the following options are displayed when Multiple Signature is selected:
      • Owner notification email option - Select the frequeny with which notifications are sent to the submitter.
  4. Click the Save button.

Participants Tab

The  Participants  tab is displayed when "Multiple Signature" is selected in the  Esign Requirements  field. A Participant is anyone who must sign the form before it can be processed. An Owner is the participant who is the originating submitter. A Cosigner is  any participant  who signs the form, including the Owner participant. A School participant is a processor. Once the participant list is defined and set up, the form designer can set up the workflow details.

Login to the NextGen Dynamic Forms and then visit the Adding the First Participant page  and the Adding Additional Participants page for more information on adding participants.
  1. From the Participants tab, select the desired workflow type from the Choose your form workflow type list.
    Visit the Workflows Supported page for more information.
    Workflow Types:  Workflow functionality supports the business process flow (or route) of a document between people and departments.
    • Broadcast The defined cosigners are notified simultaneously to take action.
    • Sequential - Each participant is notified sequentially, based on a predetermined route.
    • Let Participant DecideThe next step in the route is determined by the participant.
    • Conditional - The document is routed to the next participant based on a condition.
  2. Select "Yes" from the Hide Unused Signature Lines field.
  3. Click the Add New Participant button.
    The Participant page is displayed.
  4. Type the participant role (e.g., Student, Advisor, etc.) in the Name field.
  5. Select the participant type (i.e., None/Cosigner, Owner/Originating Submitter, School/Processor) and then use the attributes listed in the  Participant page  to define the participant.
    Note: The participant type will determine the available functionality. 
    • Payer (Y/N) - Yes, If TouchNet is enabled and the participant is a payer.
    • SSO Link Notification - Yes, provides an SSO URL in notifications sent to the participant.
    • Send Confirmation Email?Yes, sends a custom *confirmation* email message.
      Visit the  Custom Email Editor page  for more information.
    • Instruction Text - An on screen message related to the Let Participant Decide workflow.
    • Confirm Text - An on screen message that is sent to participants upon submission.
    • Allow Repeat Signatures - Allows the owner to provide an additional signature.
    • Allow Reject - Allows the participant to reject back to previous participant.
    • How will this participant be designated -
      • Previous Participant - Specify a person or choose from a list.
      • Current Participant - Specify a person.
      • Developer - Specifiy
        • a person or multiple people assigned to the ORG.
        • participants via API integration or a Dynamic Forms group.
          The Organization owner will need to submit an  Online Form Build Request form  to request assistance.
    • Customize Cosigner Email Yes, sends a custom *action required* email message.
      Visit the  Custom Email Editor page  for more information.
    • Customize Owner Email   Yes, sends a custom *in process* email message.
      Visit the  Custom Email Editor page  for more information.
    • Cosigner Can End Form - Yes, moves the document to the Pending queue.
    • Hide School Processed Details on PDF - Yes, hides the processor details on the PDF.
  6. Click the Save button.

Workflow Tab

Having a solid understanding of the business process that will be supported makes building it in Dynamic Forms much easier. Once understand the business process, the next step is to build the form and add the participants. Once the participants are entered, the   Workfow  tab is displayed when "Conditional" is selected in the Choose your form workflow type field in the Participants tab.

Login to the NextGen Dynamic Forms and then visit the Workflow Builder page for more information on building a workflow.
  1. Click the Owner participant action.
    The Add Workflow Action page is displayed.
    Workflow Action Page Types
    • Insert Above Action - Inserts a new workflow action above the selected action.
    • Insert with Children - Inserts a new workflow action below the seleced action.
    • Insert before Children - Inserts a new workflow action below the selected action, but above any child actions.
  2. Select the desired workflow action type.
    The action is inserted onto the Workflow Design page.
  3. Click the unnamed workflow action and select Edit the Workflow Action from the list.
    The Edit Workflow Action window is displayed.
    Workflow Action Field List
    • Edit this Workflow Action - Add participants and add skip logic.
    • Add New Workflow Action - Add a new action from the Workflow Action page.
    • Delete this Workflow Action - Delete the selected action and if desired, any child actions
    • Add Condition to this Workflow Action - Add skip logic to the action (e.g., If the student is over the age of 18 then skip the parent).
  4. Click the Participants drop-down arrow and select the associated participant(s) from the list.
  5. Click the Add button.
    The selected participant(s) is(are) dispayed in the Participants list.
  6. Click the Close button.
    The Workflow Design page is displayed.
  7. Repeat these steps until the desired workflow is built.

Signature Widget

Unlike the built-in Signature page functionality, which displays on a separate page and then displays the resulting signatures at the bottom of the form, the signature widget allows the location of signature functionality to be defined by the form developer.

Login to the NextGen Dynamic Forms and then visit the  Release Notes (8.2) documentation for more information on the Signature Widget.
  1. From the  Start Designing  page, click the  Start Designing/ Page ##  button.
    The  Add Items  tab is displayed.
  2. Drag and drop Signature Widget item fom the toolbar onto the  Form Design  space.
    The  Form Design  space will highlight to show you where you are dropping the widget.
  3. Select Signature Widget item you want to work with from the  Form Design  space and then use the attributes listed in the  Edit Item  tab to modify the item.
    Signature Widget Rules:
    • The Esign Requirements field must be set to Single Signature or Multiple Signatures.
    • When the widget is added to a form, it overrides the built-in Signature page functionality.
    • When creating and multiple signature form, a Signature Widget item must be added to the form for each participant/signature.
    • When designing a multiple signatue form, a specific Signature Widget item must be assigned to each participant/signer.
    • The widget Date field automatically updates.
  4. Click the Save button.

Confidentiality & Form Item Assignment

By default, all form fields are visible to the entire participant list. For multiple signature forms, fields can be set as confidential and/or cand be assigned to a specific participant. When marked confidential, the access to view the field is limited to the selected participant. Additionally, if a data collection field is assigned to a participant, only that participant can complete the field.

Login to the NextGen Dynamic Forms and then visit the Confidentiality and Form Item Assignments page for more information on rules & conditions.
  1. From the Start Designing  page, click the  Start Designing/   Page ##  button.
    The  Form Design space is displayed.
  2. Click the desired item.
    The Edit Item tab is displayed.
  3. Click the Advanced button.
    The Settings for... window is displayed.
  4. Select the desired participant(s) from the Confidential? list.
  5. Click the desired participant from the Section list.
  6. Click the Save button.
    The selected item will be highlighted in  Form Design  space.

Rules & Conditions

Rules and conditions are set up to show and hide items on a form. This show/hide functionality is better known as progressive disclosure. Progressive disclosure simplifies the submitter's experience by hiding form details from until they ask or need to see them. Further progressive disclosure  simplifies a submitter's interactions by focusing the their attention on the most important details first, while revealing additional detail, as needed.

Login to the NextGen Dynamic Forms and then visit the  Rules & Conditions page for more information on rules & conditions.
  1. Once all items on your form have been created, click the desired item.
    The Edit Item tab is displayed.
  2. Click the Rules button.
    The Rules for... window is displayed.
  3. Set the rule condition in the If section and the action the Then section. 

    Note: We recommend checking the Show/Hide on PDF? checkbox for each rule you create.

  4. Click the Add Condition and/or Add Action buttons and repeat these steps to add additonal conditions and/or actions to the rule.
    Note: For additional conditions, you will need to set an AND/OR operator. Dynamic Forms does not support a rule that uses both "AND" and "OR" operators.
  5. Click the Save button.