This is the guide for how to create forms through SwiftCRM’s & iSignature’s Document Management System.

Note: As of June 2010, this document is intended for staff, or the truly brave tech-savvy user.

During Pre-Launch, we recommend only that our staff does this for you (per-page setup fee applies), as it is quite technical and not exactly user friendly- yet.

Common Uses of this system are:

  1. Intake Forms
  2. Sales Proposals
  3. Invoices
  4. Sales Contracts
  5. Employee Recruiting Processes

Vocabulary Required for this System:

  1. Front End. This is where the end-client, i.e. the clients-of-our-clients, aka “visitors” (“Contacts”, in database terms) sign their documents and/or fill in information. Subscribers are electronically prohibited from signing through this system while logged into the CRM.
  2. Back End. This is where the sales rep most typically can pre-fill information into a contract, but may not sign the document.
  3. DocBundle. A group or sequence of Docs (HTML) and/or PDFs (with “sign here”, “initial here” and/or variable-input layered over the top of it).
  4. Signor / Visitor. Staff: Never use the word “client” as it is ambiguous whether it is our client (aka a “subscriber”) or their client (our client’s client) (aka “a visitor” or “signor”).
  5. Subscriber. Someone who is a paying member of our CRM and has access to request signatures from contacts / visitors / signors. This is our actual client, or an employee of our actual client.
  6. Locked Signature. Once the signor has signed, 100% of the data within the document is locked, and in order to be changed by the subscriber, it musts be unlocked. A snapshot of the data at that time, a completed PDF, and various security data regarding authentication of the signatures is saved to the database. This is usually returned via autoresponder to the subscriber as a signed completed contract.

The basic system works like this:

  1. Form / Doc Setup. Document is created in HTML, or a PDF is uploaded. Note to our staff: Multiple Docs and/or PDFs can be strung together into a “DocBundle”, and DocBundles have a front-end URL. HTML “Docs” can have inputs created directly into them, in-line, with our pre-formatted print-friendly CSS tags. Note the default value must follow the specific popup naming conventions, as the default values are stripped out at time of signature, but left in when the document is returned, so that our Subscriber receives a fully completed document.
  2. Form / Doc Pre-Fill. In most cases, a subscriber will enter information gathered during verbal discussion with the end-client aka signor / visitor / contact into the Form/Doc. This data is saved into the fields created in step 1, and prepopulates the doc/contract/proposal for the end signor. This often happens real-time during a phone conversation, sometime during which the sales rep (subscriber) asks the client (signor) to log on and complete the doc.
  3. Online Signature. Sometimes this is just reviewing information i.e. in the case of sales proposals, or just review then payment (invoices), but most often, it’ll be a combination of forms including electronic signature, and possibly payment within the same docbundle.
  4. Data-Lock. Our CRM then saves all info as locked status with a snapshot of the data.