How to setup a form that's filled in by multiple people

Hello,

I'm probably missing the obvious way to do this - but I work in property management, and at the end of each month we need to complete a specific form for each unit that moved out. This consists of a single PDF and has three sections - 1 section is ALWAYS completed by me, 1 is always completed by my coworker, and the third is either one of us, depending who happens to collect that info.

These might all be filled out/collected at different times throughout the month, but ultimately, all three sections would create a single PDF form at the end.

I've been trying to find out if I can just make 3 separate forms for this and somehow merge the data onto a single PDF after? Or I complete my steps and then forward to her to complete the rest of the form?

OR - it's a two page form - is there a way to export it so the second page is still "fillable"? I can just complete as far as I can and email her the PDF to fill out the rest as usual?

Hi Services_info928_info,

Thanks for reaching out to Jotform Support. It's not possible to combine submissions from multiple forms into one PDF. I would suggest using an approval flow to direct the form to your coworker after you fill out the initial parts of the form. Then you'll want to add an approve element for your coworker and include an edit link to them in this email. They can then click on the edit link and fill in their part of the form and then approve it to move it forward in your flow.

After this step, you can do a split to create an approval for both you and your coworker. Then at the end when you combine them back together, if only one of you has to approve, make sure to change the merge section to any of the approvers approve that it moves forward. Here's an example of what it may look like.

Give this a try and let us know if you have any other questions.

Thanks.

I realized after that I was making more work for myself - as I have the back end access here. Instead I just created pre-fills with my half of the data and then sent her the links to the pre-fills to complete!

Hi Services_info928_info, 

Thanks for getting back to us. I'm glad you found a solution for the issue you were having. You can also try Jotform Sign for creating documents that are fillable by multiple people. We've made a small guide explaining the main aspects of Jotform Sign that you might find helpful.

1. Creating a Signable Document

• Go to your My Documents page and click on Create Sign Document.
• Next, you can upload your own document, or you can use the Demo Document to test it out.
• Then, you can add more documents, or you can continue by clicking on the Create Signable Document button.
• You’ll be redirected to the Jotform Sign Builder page.

Please note that, after creating your document, you can let the system detect fillable fields automatically by clicking on the Detect Fields button, or you can manually add fields from the menu on the left after dismissing the popup message.

2. Adding Fields Manually

• In Jotform Sign Builder, click on the Add Fields + button on the left side of the screen.
• Then just drag and drop elements from the menu that opens on the left into your document. Although there’s no limit to the number of elements you can add, having too many fields might negatively affect the performance of your document.

3. Editing Fields

• In  Jotform Sign Builder, select the related field and click on the Gear icon below the field.
• In the menu that comes up, you can make changes to the field. For example, you can change the Field Name, and you can set options based on the element you’re using.

4. Assigning Fields

• You can easily assign, edit, add, and delete roles just by clicking on the Assign Field To button.
• After clicking on it, a window will open. When it does, you can make your changes.

5. Changing the Document Title

• In Jotform Sign Builder, click on Settings in the green navigation bar at the top of the page.
• Under the General Settings tab, you can edit the document’s title in the Document Title text area.

6. Customizing the Email Settings

• In Jotform Sign Builder, click on Settings in the green navigation bar at the top of the page.
• Then, click on Email Settings.
• In the Email Settings section, you can edit both the Email Subject and Email Message.

After completing the steps above to customize the email settings, your email will look like the one below:

7. Publishing the Document

• In  Jotform Sign Builder, click on Send in the green navigation bar at the top of the page.
• In the Send To Sign section, you can easily send your document so people can sign it.
• All you need to do is enter a name and email address in the related fields.
• Then, click on Send To Sign.

You can also see a list of your Sent Documents as well at the bottom of the Send section:

Also, you can send Reminder Emails, set an Expiration Date, add a CC Recipient, and enable Signer Delegation under the Options tab:

8. Tracking Documents

• Go to your My Documents page and select your document.
• Then, click on Signed Documents.
• This will automatically redirect you to the Jotform Sign Inbox.
• In the Jotform Sign Inbox, you can see all of your documents. They may be listed under several tabs, such as Waiting for My Signature, Waiting for Others, Completed, Canceled, and Declined.

Give it a try and let us know how it goes. We’d love to hear your feedback about Jotform Sign.