How to build forms and generate documents

Overview 

Form builder enables you to build and embed forms within your workflows, and automate document creation within your platform by designing customised digital forms to capture data from users to populate documents. The form can be linked to steps in transaction management workflows or assigned directly to an internal user or investor. 

This help article covers:

• How to create a form

• How to generate documents

• How to assign a form to Investors or Internal users

• How to add the form to a Transaction Management workflow

• Managing form completions
  

Access to Form Builder is controlled, so ask your account manager about how to control who and what users can access within the feature.  

How to create a form 

Click the hamburger icon (≡) to open the menu. The menu opens in a left-hand sidebar, select Settings.

This brings up the Settings Menu, from here click Manage Forms. 

This will open up the Form Builder. 

When creating or editing a form there is an “Elements” section on the left, the form layout in the centre and “Field Settings” on the right. You can preview the form at any time.

Form elements

Select elements to add them to your form and they will appear in the centre section. Once an element has been added to a form, its placement can be changed by dragging and dropping individual elements. 

These elements include single-line text, multiple-line text, checkboxes and many more! 

Settings can be accessed by selecting an element within the form, these settings vary per element. They cover whether a field is required, autofilled, locked and more. 

Once you are happy with your form, you can save the form, either as a draft or published. 

Note, all created forms will default to a draft status. When in draft, they will not be available to link to transaction workflows.

When the form is ready, click publish and it’ll be available to be linked to steps in a transaction workflow. 

Published forms can be reverted to a draft status at any time. Forms that are reverted to draft will continue to be used on existing workflows but will not be available to be linked to new transaction workflows. 

How to generate documents

Using the forms you create, the platform will allow you to automatically populate your transaction documents; NDAs, Term Sheets, Subscription documents — any templated forms can be seamlessly digitised.

To do so, continue to create your document templates off platform, no change of formatting is required. 

When creating your form, reference keys will be automatically generated by the form, for example, if the field is “Full Name”, the reference key is ${full-name}. You can find these in the element settings panel.

Add the relevant reference keys that are generated by the form fields to your template document. Save your document template as a .docx file type.

Using forms and document generation

Once created, you can link your forms to steps within your transaction management workflows. This will help to ensure comprehensive data collection during the transaction process.

Or, collect one-off data you can assign them directly to investors through the form builder itself.

How to assign a form to Investors or Internal users

Click into a published form on Form Builder and select the Assign tab.

Click the Assign button to open a pop-up where you select the assignment type:

• Investors

• Internal users

You can then search and select the user you want to assign the form to and click Save.

This will send a platform notification to the user and set a task for them to complete the form.

To generate documents from completed forms through the assign tab within form builder, navigate to the user's completed form record and Manage Documents via the ellipsis. Templates must be .docx format and once the files have been generated the output will be a pdf.

How to add the form to a Transaction Management workflow

Click the hamburger icon (≡) to open the menu. The menu opens in a left-hand sidebar.

Select Manage Transaction Workflow.

Open the workflow you’d like to add the form to, and select the ellipses of the step you want to use the form on.

Select Data Capture & Document Generation.

Turn on Data Capture and click on Data Capture setup.

Select the form you’d like to add and whether you would like to generate a document from it.

You’ll be prompted to either select a previously used template or upload a new .docx file. Make sure the reference keys are added to the template so the platform knows where the form data needs to be added to the template (see above).

When an Investor reaches a step that has a form assigned, they’ll be prompted to complete the form before they can continue in the workflow. 

When the Investor selects the Next Step CTA, they’ll be presented with a Task Drawer, this drawer is split into Action Required and Completed tasks. 

This section will also include any documents that require the Investor signature on their current step. All tasks associated with their current step can be found in one area.

Managing form completions

When an Investor is on a transaction step with a form assigned which has not been completed or a signature is required, the status will show as “Pending”. When selected, the user will be presented with a “Task Drawer”. 

This drawer is split into; 

In progress

Forms that have not been completed/submitted by the Investor will be displayed here. Internal users can open pending forms and complete on behalf of the Investor - they can save or submit. If saved, the Investor can review and edit the form if required before submitting.

Completed

Forms that have been completed/submitted on the Investor’s current step will be displayed in this section. When selected, a read-only version will open. 

When a form has been completed and the form has been set up to generate a document within the TM workflow, the document will be generated automatically. These files will be saved in the “Generated Documents” folder within deal documents and can be accessed by the Investor or deal manager at any time.

Forms associated with previous steps

All completed forms will be included in the Audit (accessed via the funding summary) and investment timeline.

NOTE: Forms and templates are managed at a workflow level and will be used for all deals that use that workflow. Where your forms or templates change per deal, please contact your Account Manager.