Improve PDF Forms

Background

We are currently evaluating WebManuals PDF Forms as a solution to digitalize checklists associated with operational processes. In some of these processes, particularly emergency procedures, a checklist may involve several users and may need to remain available for an extended period before it is considered complete.

Based on our initial testing, we have identified several functionalities that could make PDF Forms more suitable for operational and time-critical use cases.

Product Idea

Enhance PDF Forms with additional workflow, completion, distribution, and signature capabilities.

We suggest considering the following functionalities as separate improvements, so that they could potentially be implemented and configured independently depending on the use case.

Expected Behaviour

1. Multi-user completion workflow

• Allow a single PDF Form to be assigned to multiple users, roles, or groups.
• Allow specific fields or sections to be assigned to different participants.
• Support sequential or parallel completion workflows.
• Allow each participant to access and complete the sections assigned to them.
• Clearly display the overall status of the form and the status of each step.
• Record who completed or modified each section and when.
• Allow users to save their progress and continue completing the form later, without having to submit it. This would be particularly useful for emergency response checklists or other forms that may remain active for an extended period.

2. PDF copy by email after submission

When a form is submitted and considered completed, automatically send a confirmation email to the submitter with a PDF copy of the completed form attached.

Ideally, administrators should also be able to configure additional recipients who should automatically receive the completed PDF. This would allow the final record to be immediately distributed without requiring users to request a copy from an administrator or editor.

This is particularly relevant based on our testing, where we identified that otherwise users need to request the completed document from administrators or editors.

3. Multi-user signatures and approvals

Signature and approval functionality should be treated separately from collaborative form completion.

The objective would be to allow one or more additional users to sign, validate, or approve a PDF Form after another user has completed it, without requiring those users to complete the form themselves.

Possible functionality could include:

• Send a completed form to one or more users for signature or approval.
• Define sequential or parallel signature/approval steps.
• Allow administrators to define who is required to sign or approve.
• Record the identity of each signer or approver together with the date and timestamp.
• Clearly distinguish between the person who completed the form and the people who subsequently signed or approved it.
• Provide a clear status indicating which signatures or approvals are still pending.
• Notify users when their signature or approval is required.
• Maintain a complete audit trail for all signatures and approvals.

Once the required signatures and approvals have been completed, the system should generate a final consolidated PDF containing the completed form, signatures/approvals, timestamps, and associated traceability.

Keeping this functionality separate from multi-user completion would support scenarios where one person completes the form but different responsible parties are required to review, validate, or sign it afterwards.