Fill and Sign Task (Workflow User Task)

A fill and sign task requires that you either upload a document or refer to a previously uploaded document (PDF, Office, or image file) from a previous step in your workflow that the task assignee will fill out and/or sign.

Before You Begin

Before you can create a fill and sign task, you need to create a workflow.

Create a Fill & Sign Task

1. In the workflow designer, click Insert First Task or click the + above or below an existing step.
2. Choose User Task, then Fill and Sign.
3. In the right panel, you can modify the default task name, Fill & Sign.
   • It’s a good idea to make your task names descriptive and meaningful so that it’s easy to distinguish the current workflow step.
4. From the Assigned to dropdown, select the task assignee. The workflow originator (a.k.a the person who ran the workflow) will be available to select in the dropdown. Other participants  will be available if they’ve been invited to the workflow or referenced as a property.
5. Click the Edit button in the Designer, or from the Task Actions dropdown, select Edit.
6. Once you’re in edit mode, on the document tab, you can do one of the following:
   • Upload a document (PDF, Office, or image file) that the assignee will fill out and/or sign. To do this:
     1. Type the document name in the document name field. This will also be used as this document’s property name, so that you can reference it in later workflow steps.
     2. Upload the file (in the document section, click the box to select a file or drop a file onto the box).
   • Choose a document that has been uploaded in a previous workflow step (such as a web form task with a file upload field or an edit document task).
     1. From the document name dropdown, select the property of the document you want to use for this step.
     2. Upload a file that will be dynamically replaced in the running workflow (in the document section, click the box to select a file or drop a file onto the box). Even though this file will be replaced in the running workflow, you need to upload a “sample” file so that you can configure your Fill & Sign fields. Remember to select a document that is similar to what will be uploaded dynamically, so that the fields you place on the sample document will be located correctly on the final document.
        Note: If the property you chose from document name picker in the last step doesn’t correlate to a document in the running workflow, this sample document will be used instead.
7. You also have the option to do the following:
   • Digitally certify the completed document.
   • Allow a user to download the file from the viewer.
   • Add action buttons, which will allow the workflow to progress to the next step. These can also be used to provide multiple paths in a branched workflow to add a complete workflow task. For example, if a vacation request is accepted, it would take one path forward, and if rejected would take a different path.
8. Once you specify the general document options for the task, switch to the form fields tab to configure your input fields.
9. From the insert field dropdown, select a field type:
   • Checkbox
   • Date
   • Initials
   • Signature
   • Text Box
10. Click the form where you want to place the field for the user to input a value or sign the document.
11. Once you’ve configured all of your fields, click <.

Related Information

All About Workflows (Quick Reference)

Need more help getting set up? Contact us for assistance from our customer support team.