This function allows forms to be filled out and signed by multiple people in sequence.
In the following example, we create an employment contract involving three parties:
HR enters the contract details
The Managing Director signs
The new employee provides the final signature
1. Create a form template
Create a new form template and enable the "Form with multiple participants" option.
For this example, you need the roles of HR, Managing Director, and Employee.
⚠️ The HR and Managing Director roles are not included in the system by default and must be created once.
This is by design: in addition to the predefined roles—Employee, Buddy, and Manager—you can flexibly define your own roles to suit your internal processes.
2. Create missing roles
Switch to the "Roles" tab and create the required roles. For our "Employment Contract" example, these are:
HR
Managing Director
The "Employee" role already exists and does not need to be created.
Once the required roles have been created, you can return to the form template.
3. Configure form with roles
Switch back to the "Form templates" tab and open the "Create new form template" dialog again. Select the "Form with multiple participants" option once more.
Now you can select the desired roles:
HR
Managing Director
Employee
Click "Create".
4. Assign fields to roles
First, upload a Word or PDF document that you want to add fields to. In our example, this is an employment contract template.
At the top of the left sidebar, you will find a drop-down menu for selecting roles.
When you drag and drop fields into the document, they are automatically assigned to the currently selected role. Switch the role in the drop-down menu to add fields for a different role.
Each role has its own color. This is displayed semi-transparently in the document, so you can always see which role a field is assigned to.
You can also change a field's role later on. To do this, click on the field and select a different role from the colored circle in the settings.
5. Save the form template
Once you have assigned all fields to the roles, click "Save".
The form template is now available in the task templates and can be integrated in the next step.
6. Create a task template for each role
Now switch to the task templates to create a new template.
Now create a separate task template for each of the three roles. For our "Employment Contract" example, this means:
Task A: HR fills in the contract
Task B: Managing Director signs
Task C: Employee signs
Add the same form template to each task template. Then, select the appropriate form role for each task.
6.1 Creating "Task A: HR fills in the contract"
Assign task
Specify who should complete the task. You have three options available for this:
Onboarding role
When the flow starts, the task is automatically assigned to one of the onboarding roles—employee, buddy, or manager.
Person
The task is assigned to a specific person who prepares employment contracts.
ℹ️ We are using this option in our example.
Group
The task is assigned to a group. Any person in this group can take on the task.
ℹ️ This option would also be valid for this example.
Define the task content
Give the task a title and a description. Clearly describe what needs to be done so that the person responsible knows exactly what information must be entered or checked.
Select a form template and form role.
Add a new "Signature Form" content element to the task.
Now select the appropriate form template—in our example, "Employment Contract".
Next, select the "HR" role.
In our example, Fatima therefore takes on the "HR" role and subsequently processes the fields assigned to that role.
6.2 Task B and Task C
Repeat this step for the two remaining task templates:
Task 2: Managing Director signs
Assign this task template to the Managing Director (via Person), use the same form template, and select the form role "Managing Director".
Task 3: Employee signs
Assign this task template to the employee (via Onboarding Role) and use the same form template. In this case, only the form role "Employee" can be selected.
7. Create flow template and add tasks
Create a flow template and add the previously created tasks.
Pay particular attention to the time at which the individual tasks start. The tasks are released in the defined order. A task is dispatched no earlier than its scheduled start time and only after the preceding task has been fully completed.
Example:
HR task: starts 30 days before the first day of work
Managing Director task: starts 25 days before the first day of work
The Managing Director therefore receives their task no earlier than 25 days before the new employee's first day of work. If HR has not yet completed the task by that time, the Managing Director's task waits until HR is finished.
Save and validate the flow template
Save the flow template and check that all form roles are fully and correctly assigned.
For a form involving multiple participants, each required role must be covered by a dedicated task. In our example, this means that HR, the Managing Director, and the employee must each receive exactly one task with the appropriate form role.
If a role is missing or used more than once, the flow template cannot be saved.
8. Start the flow
Your flow is now fully set up. Start the flow at the desired time and verify the process if necessary.
The tasks are automatically sent to the respective individuals in the defined order until the document is fully completed and signed.
Important note: Use of variables
This note is relevant only if you intend to use the completed and signed document in a subsequent task. In this case, you should set the variable only in the final task.
Why?
The document is built up progressively with each task. It is only complete once all parties involved have filled in and signed their respective sections.
If the variable is set during an earlier task, there is a risk that an incomplete document might be passed on.
Recommendation: Place the variable in the final version of the document—for example, after the employee's signature.