How to provide a PDF from an external source in a form where we can then add the signature. Ideally, using the API.

For a process, we would like to have a form where users can view the details of their hours worked and then add their signature. The details could be the PDF itself, an image of the PDF, etc. We already have that detail or PDF, since it's generated and stored by an external process in Google Drive (for example). So we want to import it into the form that has the signature placeholder. The idea is to present the details to the user so they can view them and sign their acceptance, for example.

Let's suppose we send the user an email with a link to preview the form. Once there, how do we provide the PDF, submit it, import it, embed it, etc.? What alternatives do we have to reuse our existing PDF and view them together?

Hi Juan Carlos,

Thanks for reaching out to Jotform Support. You want to create a form where users can view a PDF of their hours worked, which is generated and stored externally (e.g., Google Drive), and then add their signature to it. You also want to know how to provide the PDF in the form, submit it, and embed it, ideally using the API.

Let me help you with that:

Displaying the PDF in your form:

1. You can use the PDF Embedder Widget in the Form Builder. This widget allows you to upload and display a PDF directly inside your form without technical setup.
2. Alternatively, you can embed the PDF using an iFrame inside a Paragraph element. For this, you need the secure (HTTPS) link to your PDF stored externally (like Google Drive). You add a Paragraph element, open its source code, and insert an iframe with the PDF URL.

Collecting the signature:

1. Add the Signature element from the Form Elements in the Form Builder. This lets users sign directly on the form.
2. You can also explore Jotform Sign, which allows you to upload your PDF document and prepare it for e-signatures with automation and compliance features.

Using the API: While the above methods are straightforward for embedding and signing, you can also use Jotform's API to manage forms and submissions programmatically, including pre-filling data or sending signed documents. This approach lets you reuse your existing PDFs and present them to users for signature acceptance seamlessly.

Give it a try and let us know how it goes.

Thanks for the response, I'll definitely try to do something with the first one. But the API issue is of great interest.

Could you elaborate on this? We've made progress on this and have a library working with the API.

CASE 1

- Consider the following scenario: what would happen if I inserted a submission into the form that requires the signature? This form would contain the basic information: user name, timesheet ID, and an empty signature, since the user must sign afterward.

- Step 1: With the API, I generate a submission, let's say I initialize the record.

- Step 2: I send it to the user (email with a link to the form and some background information, such as the submission ID).

- Step 3: The user receives it, opens the link, reviews their timesheet (viewing the PDF, opening the PDF, etc.), and signs.

- The process continues.

Questions:

- How does the user insert the signature in STEP 3 into the same record started in STEP 1?

- How do I tell the user or the process where the user is completing the form in STEP 2 to do so on an existing submission, inserting only the missing information (the signature)?

What I've observed is that generally, every time I work with submissions from the JOTFORM platform or the API, they insert a new record and don't update the existing record.

CASE 2

You mentioned "...you can also use Jotform's API to manage forms and submissions programmatically, including pre-filling data or sending signed documents...".

What do you mean by "sending signed documents..." with the API programmatically? I know we can send the signed document as part of the process on the JOTFORM platform, but this is extremely limiting, so I don't see anything in the API that allows me to do what you're talking about.

So, what would that be?

Thank you.

Hi Juan Carlos,

Regarding your CASE 1 scenario where you want to initialize a submission with basic information and later have the user add their signature to the same record:

Jotform's API primarily creates new submissions rather than updating existing ones. The typical workflow is that each form submission generates a new record. Currently, the API does not support updating an existing submission to add or modify fields such as a signature after the initial submission.

This means that to collect a signature after sending a pre-filled form, you would generally need to have the user submit a new form entry that includes the signature field filled out. Alternatively, you might consider using Jotform Sign, which is designed for document signing workflows and can handle signature collection and document management more seamlessly.

For your CASE 2 question about "sending signed documents programmatically" via the API: Jotform Sign allows you to upload PDFs and send them for signature collection with automation and compliance features. While the API lets you manage forms and submissions, the process of sending signed documents or initiating signature requests is typically handled through Jotform Sign and its workflow integrations rather than directly through the standard form submission API.

In summary:

• The standard Jotform API does not support updating existing submissions to add signatures after initial creation.
• For advanced signature workflows, including sending documents for signature and tracking signing status, Jotform Sign and Jotform Workflows are recommended.
• You can pre-fill form data using the API when creating new submissions, but signatures must be collected as part of a new submission or through dedicated signing workflows.

If you want to explore Jotform Sign and workflow automation, it offers a robust way to handle your use case of presenting existing PDFs for review and signature acceptance.

Give it a try and let us know how it goes.