Foxit eSign
This article will guide you through using Foxit eSign to create forms that include fillable fields and signature options for secure, verified data collection.
Table of Contents:
How to Access Foxit eSign
You can create fillable forms with Foxit eSign by going to:
https://na1.foxitesign.foxit.com/home
The login process for this is very specific. To log in:
Click on the SSO Login button:
Enter your OTC email address and click on Sign In.
Continue signing in and complete your multifactor, if prompted.
You may see an option to sign into a specific account. If more than one appears, make sure to select the one that says OZARKS TECH COMMUNITY COLLEGE (Account# 821812):
Once you log in, you will arrive at the home screen:
Now we can start making templates!
Creating a Template
Templates are documents or forms you can create and reuse without having to enter a new recipient list each time. These are great for forms that require repeated use - sign-ups for a service, requests for information, etc.
To create one:
1. Upload Your Document
Click on the Upload button above ‘Create a Template’ to select the document you wish to be made into a template:
In this example, I will be using an equipment checkout form.Once uploaded, you will be brought to the template creation screen:
This is where we customize our form with interactable fields.
Note: Foxit may try to detect and autofill fields, such as checkboxes (as seen in my example above).
2. Set the Recipients
On the right side of the screen, you can specify which parties will receive this form and in what order.
In my example, I am having Party Number 1 be the Requestor - the person requesting equipment from us. Then, I added a second party - Party Number 2 - as an IT Technician. Logically, this is because I want the form to move from the requester to the technician they are working with to request equipment. Finally, I set myself as a CC field using the drop-down box - this ensures I receive a copy of the completed form at the end.
Review your form and decide which parties will receive it and in what order. Once set, we can move on to placing fields.
3. Add Form Fields
Customize your form! There are many fields you can drag and drop onto your form:
From top to bottom, here are the most commonly used fields and what they are:
- Signature: Places a field that lets someone e-sign the form.
- Initial: Places the initials of the signer’s name here.
- Signer Name: Places the first and last name of the signer here.
- Date Signed: Places the date when the document was signed here.
- Signer Email: Places the signer’s email address here.
- Text Field: Creates an empty text field that allows for typing.
- Text Box: Similar to a field but in a box format, good for paragraphs.
- Date Field: A field that allows the signer to select a specific date.
- Checkbox Field: Creates checkboxes on the form.
- Radio Button: Similar to checkboxes, but only allows for one selection, while checkboxes can allow for more than one.
- Attachment Field: Allows the signer to upload an attachment.
Note that the fields in my above example are blue - this corresponds to the recipient I detailed in the previous step.
Party Number 1 is blue:
Which, on the fields list, is reflected by color and the name of the recipient at the top:
To change the recipient/party you are setting fields for, select the drop-down menu and click on it:Adding these fields is as easy as dragging and dropping your selected field onto the form and then resizing as desired:
Make sure to save your progress regularly!
Once you are satisfied with the form layout, click on ‘More Actions' in the upper-right corner, and then on ‘Save and Close’.
You will be brought back to the template screen in Foxit eSign, where your newly created template will be listed.
4. Creating a Link to the Form
To create a link to your newly created form:
On the templates screen (Foxit eSign Reusable Templates), check the box to the left of your template, then click on Create Online Form at the top.
This will take you to the link creation screen. Move through the process, changing options as best suited for your form:
Note: On the ‘Instructions and Success URL’ section, there is an option to create a Draft URL - this is perfect for testing forms before going live with them, and highly recommended.
Once a link has been generated, feel free to email it, embed it on a website, or share it more widely to receive submissions!
This covers the basics of template creation. More advanced topics, such as checkbox grouping and conditional logic, are in the Advanced Form Fields section below.
Advanced Form Fields
This section will detail some of the more advanced features in Foxit eSign for customizing your form and its fields.
Checkbox Groups
When you drag and drop a checkbox onto a form, it will appear by itself and, by default, not be grouped with other checkboxes. This means that if you have a validation in mind, such as limiting the number of checkboxes checked, it will not work. Checkboxes must be grouped to establish these rules.
To create a checkbox group:
Drag multiple checkboxes onto a form.
Click on a checkbox and go to the right-hand side of the page. It should be open to Field Properties. Under Checkbox Group, type in a name for the group you are making.
Then, click on another checkbox you want to join to the same checkbox group. Click on the Checkbox Group box, and the new group name you created should appear as a drop-down.
You can make as many groups as you like, so feel free to create multiple groups based on how your form will be responded to.
Conditional Logic
Conditional logic is like saying, “If this happens, then do that,” helping decisions follow different paths based on what’s true. In Foxit eSign, you can hide or show fields depending on the behavior of other ones - “If this checkbox is checked, then show this textbox.”
In my example document, I have a checkbox labeled ‘other’ followed by a text section that explains what ‘other’ means. It makes sense to me to hide the textbox unless the ‘other’ checkbox is indeed checked.
In order to set this up:
I have to name both fields.
I click on the 'other' checkbox and, in its field properties, name it ‘ckbx Other’.
I do the same for the textbox, naming it OtherAnswer.
I then have to think logically - I want the textbox, OtherAnswer, to only show when the checkbox, ckbx Other, is checked. Who is being affected here? The textbox. This means the textbox is dependent on the checkbox.
I click on the textbox and check the ‘Mark it as Dependent Field’ option towards the bottom of the field properties.
I set the ‘parent’ field to ckbx Other.
I specify that the parent’s value must be ‘checked’.
This now means that the textbox will only show when the specified checkbox is checked.
Helpful Links
Homepage: Home Foxit eSign
Your templates: Foxit eSign Reusable Templates
Forms waiting for your signature: Foxit eSign Documents
Forms waiting for others to finish signing: Foxit eSign Documents
Foxit eSign's own beginner’s guide: Beginners Guide
Foxit eSign Resource Hub & Tutorials: Resource Hub | Foxit
FAQ
Does my department have to pay for envelopes sent through Foxit?
Nope! IT is managing that.
Do I have to test my form before using it?
It is highly recommended to test your form before using it - that way, you can identify any bugs before going live.
More to come.