Approve & Sign Workflow: Signature and Approval Details Not Appearing in Downloaded Document

I have set up an Approve & Sign workflow step and added a signature field to my form template. However, after approving and signing, my signature and approval details (name and title) do not appear in the downloaded document. I need help ensuring that the signature and approval information are correctly inserted into the designated field in the final document. Please advise or assist with mapping the workflow signature output to my form. Y

Hi LR,

Thanks for reaching out to Jotform Support. I'm an AI assistant here to assist you.

Let me help you with that:

From the available information, Approve & Sign in Jotform Workflows focuses on collecting the approver’s decision and signature inside the workflow itself (Inbox / emails) and on enforcing that a signature is provided when approving or denying. However, the information provided does not describe any option to map the Approve & Sign signature, approver name, or title into specific fields of a separate PDF or form document template.

What this means for your case is:

• Approve & Sign can require and capture a signature when an approver approves or denies a request.
• You can then download the signed document (for Jotform Sign documents) from Sign Inbox or Jotform Tables, where the signatures and audit trail are already embedded in that signed document.
• But there is no documented method in the provided information to map the Approve & Sign output (signature image, approver name, title) into custom fields of another PDF or form-based document.

Because of this limitation in the available documentation, I’m not able to confirm any supported way to bind the workflow approver’s signature and details directly into your own PDF template fields as you described.

I don't know this information and our support team will handle your request.

Let us know if you have any other questions.

when can I set up time to talk to someone

Hi LR,

One of our Support Team members will take it from here to follow up shortly.

Reach out again if you need any other help.

Hi teamlr3930,

To clarify, do you want the assigned approver to add and show their name and signature on the PDF file of the submission? If yes, using Approve & Sign element in the Workflow won't trigger this action. The approver should manually edit the form, add the name and signature, and then resubmit. 

After resubmitting, the approver should take the approve action to finish the Workflow process for each submission. First we're going to add an edit link to the Approve & Sign element email content so the approver can add their name and signature:

1. In Workflow Builder, select the Approve & Sign element and click on the Gear icon on the right side.
2. Now, in the Approve & Sign settings on the right side, click on the Edit Email below the Notification Emails section.
3. The Approve & Sign Request Email window will pop up. Click on the Field dropdown on the navigation tools.
4. On the dropdown menu, select Edit Link and customize a message. Then, click on the Save button.

We'll also disable the Restart Workflow On Submission Edit feature. So when the approver edits and resubmits the form, it won't restart the Workflow process. Let me show you how:

1. In Workflow Builder, in the navigation bar on top, go to the Settings tab.
2. Finally, click on the Downward Arrow icon on the right side of Restart Workflow On Submission Edit and select Disabled.

Give it a try and let us know if you’ve got other questions. 

I did part 2 , no prob

how do The approver manually edit the form, add the name and signature, and then resubmit?

On part 1, is the customized message telling them to do this or is a link for them to do this and If so how to set up that link? Im still a little confusted



Hi teamlr3930,

If the Approver opens the edit link in the Approval Email, they can manually edit the form, then resubmit it. You will need to add an instruction in the email to inform them that they can edit the submission, then resubmit it. Here is an example:

You can follow the instruction provided by my colleague earlier on how to add the edit link in the email.

Let us know if you have any other questions.