Dropbox Forms User Guide

When you're ready to build and launch on your own, use this User Guide and our Video Tutorials to help you get started.

About Dropbox Forms:
Documents are frustrating to fill out, show confusing terms, and lock away data. Dropbox Forms reimagines documents (agreements, forms, etc.) by bringing them online in an entirely new way. Mobile-first online questions guide your customers through agreements and forms without ever needing to see the underlying document they are completing. With drag-and-drop functionality, you can build and launch multi-form workflows in a matter of minutes. At the end of the document workflow entered information maps back to the original document. Simply put Dropbox Forms dramatically increases the accuracy and rate of document completion. 

Dropbox Forms Portal:
The Dropbox Forms Portal is our simple interface where customers can build and launch multi-form workflows with drag-and-drop functionality.

When you first log in to the Dropbox Forms Portal, you will see a list of sample workflows in the center of the page, we refer to this page as your Workflow Library. The sample workflows we have provided to help you get started as well as all your published workflows will show up here.

Left Navigation:
With the left navigation menu, you can perform the following actions:

1. Create Workflow
• Clicking on this menu item allows you to create a new workflow.
  
  
2. Launch Workflow
   • Clicking on this menu item allows you to select the published workflows you wish to launch. If no workflows have been published you will see the message “No published workflows yet!”
   • Here you would now select a workflow from a list of available workflows and launch it by entering the participant’s name and email address. Here is where you can also pass in any Merge Fields you have incorporated into our workflow. We will cover more on Merge Fields later.
     
     
     
3. Workflows (Homepage / Workflows Library)
   • The workflows screen is by default your Dropbox Forms Homepage where you will arrive when logging into Dropbox Forms. We refer to this area as the “Workflow Library”. In your workflows library you will find a list lists all the workflows that are available for you and your team. You can find the following details for each listed workflow:
     • Workflow name - Name of the workflow that you designate.
     • Global Unique Identifier (GUID) - Under the workflow name, you will find a 16 digit unique ID for each workflow. This is helpful in case when you want to integrate your workflows with other systems using our APIs.
     • Last Published - The column to the right of workflow name shows the “Last Published” time. This is the last time any edits were made to this workflow.
     • Actions:"Edit" - With ‘edit permissions’ you can click this button to make changes or delete workflows.
       
       
   • You can click on the “Edit” button next to the workflow name to modify or delete a specific the workflow.
     
     
     
4. Transactions
   • Clicking on this menu item allows you to track the status of launched workflows.
     
     
   • The different transaction statuses include:
     1. In-Progress
     2. Completed
     3. Canceled
   • You can also download the files of completed transactions by clicking on the “Download Files” link next to a particular transaction.
     
     
     
5. Team
   • Team Admin: Team Admins can view, edit, or delete existing members using the options under the actions menu.
     
     
   • Clicking on this menu item allows you to view members of your team and invite more members to the team.
   • Enter the email address of the new team member that you would like to add to your team and select a role. Clicking on the “Save” button triggers an invite to the entered email address.
     
     
     
6. API Keys
   • Clicking on this menu item allows you to create new API Keys and delete existing ones in case a key gets compromised. (See API Reference)
     
     
   • To create a new API key, click on the “New Key” button on the top right corner of the center pane.
   • Give a name to your key. If you’d like to create a test key, please check the “Test Key” box and click on the “Save” button.
   • Make sure to copy the “secret” for every generated key into a secure location.
     
     
     
7. API Request Info
   
   • Please refer to Dropbox Forms API Reference
     
     

Top Navigation:
The following are the options available in the Top Navigation menu:

1. Dropbox Forms Logo
• If at anytime you want to get back to your Workflow Library screen just click the Dropbox Forms logo in the upper left hand corner.
  
  
2. Account
   • Clicking on “Account” option in the top navigation drop down list takes you to the “Account Details” page. Name, Email, and Password (masked) are shown on this screen.
   • Clicking on the “Edit” button on the top right corner allows you to edit your name, email address, and password. Click on “Save” button to confirm any changes to your account.
     
     
     
3. Team Settings
   • Clicking on the “Team Settings” option in the Top Navigation drop down list takes you to the “Edit Team Settings” page.
     
     
   • You can edit the team name and domain information. A primary contact can also be added to the team through this settings page.
   • White Labeling: The White labeling feature is included with Dropbox Forms paid plans for customers that want to customize the look and feel of their workflows. Color and Logo are the available white labeling options. These settings will be applied to workflows after they are launched.
     
     
4. Logout
   • Clicking on the “Logout” option in the Top Nav dropdown logs you out of the system and directs you to the Dropbox Forms login page.

Footer:

1. Documentation
• Clicking on this link takes you to the Dropbox Forms documentation section where you can find helpful information about creating workflows, Dropbox Forms API, etc.
  
  
2. Help
• Clicking on this link opens a popup window to the bottom right corner of the screen. You can search for topics you might have questions on and quickly find helpful articles related to your questions.
• Clicking on “Leave us a message” button opens up a form which you can use to reach the HelloWorks support team directly.
• You can direct any questions to the support team here. 

Create Workflow:
Clicking on the “Create Workflow” menu item on the “Left Navigation” takes you to the “Name the workflow” screen. You can give a name to their workflow and click on the “Continue”  where you will be asked to name the participants in your workflow and then click next.

1. Forms
   
   • You can name your form where it says “Form/Agreement 1” in the title bar.
   • + New Document - You can add multiple “forms” to a workflow by clicking this option on the left section under “Documents” pane.
   • Rename Forms - You can rename the form by editing the name on the title bar.
   • Options Menu (ellipsis, three dots).
   • Remove Forms - You can remove a form by clicking on the ellipsis on the rightmost corner of the title bar and selecting “Remove Form.” Please note that selecting this option would remove the form that you are currently working on.
     
2. Components
   • Clicking on the “+” button on the build screen is how you can add a new component to your form. There are several different form component or fields you can add when building out your form:
     
     
     1. Text Input
        Use this component when you want to capture text based information from your users (ie. Name, Company name, etc.).
        1. Click on the component to see a list of available configurations on the component settings panel. Following are the configuration options available for a text component:
           • Label
           • Required Input
           • PlaceHolder Text
           • Help Text
           • Input Validation
             

1. • 1. Multiple Choice
        1. Use this component when you want users to select one or more values from a list of options.
        2. Click on the component to see a list of available configurations on the component settings panel. Following are the configuration options available for Multiple Choice component:
           • Label
           • Required Input
           • PlaceHolder Text
           • Help Text
           • Options
           • Allow Multiple
             
             
     2. Paragraph
        1. Use this component when you want to display lengthy text content to your users.
           
        2. The paragraph component is one of the field types that is viewable by all participants in a workflow.
        3. Click on the component to see a list of available configurations on the component settings panel.
           
           
     3. Signature
        1. Use this component when you want to collect signature from your users.
        2. Click on the component to see a list of available configurations on the component settings panel.
        3. Required Input is the only configuration option available for signature component.
           
           
     4. Social Security Number
        1. Use this component when you want to collect a USA social security number
           
           
     5. Phone Number
        1. Use this component when you want to collect a USA 10 digit phone number

Remove Components

1. Click on the component you want to remove from your form.
2. Settings panel appears to the right side for the selected form component.
3. Click on the ellipsis (three dots) on the settings panel and select “Delete Field.”

Customize Components

1. Click on the component you want to customize.
2. Settings panel appears to the right side selected form component.

Reorder Components

1. Click on the component you want to reorder.
2. You will see a hand symbol in the grayed area of the component
3. Click-and-hold to drag the component to where in the form and unclick to replace the component.

Code

• The “Code” editor is where you can add additional components and advanced logic to your workflow. Some of the advanced features that can be added are listed below.
• The Code Editor is specifically designed for developers interested in adding advanced functionality into their workflows like conditional logic, conditional forms, form-to-form mapping, and more. Please only use the code editor if you are a developer familiar with JSON code. Incorrect changes in this area can introduce breaking errors into your forms. The HelloSign Professional Services team can help add advanced functionality to workflows at an additional cost. Please contact us for more information.  
• Conditional logic
• Form-to-form mapping
• Conditional forms

PDF Mapping
For workflows that have underlying documents (i.e Government Forms, NDAs, Contracts, etc.), you will map the form components (that were built in the build screen) to the underlying document. This way all the information captured when the online form is completed will automatically be populated.

To get started with PDF mapping, open the workflow you want to map and click on the “PDF Mapping” tab:

• Click on the “Upload PDF” area to browse and select a document related to your workflow.
• You can also drag and drop the PDF document onto the “Upload PDF” area.
• In PDF mapping screen, the components created in the build screen for a particular form/document appear in the “Form Data” pane on the right.
• Custom Data - This form data item can be used to add any additional text/checkboxes that are not part of your form/document.
• Once the PDF is loaded, you will see the list of form components in the “Form Data” pane on the right side of the PDF document
• You can drag and drop the components from the “Form Data” pane into the PDF document.
• You can drag and drop a form component an unlimited number of times. The number value near the component’s name is a counter of the total number of form components used, and increases by one (1) every time a form components is added to the document.
• Checkbox and text are the available mapping types.
• Based on the expression in “Value” attribute, form components can be mapped with checkboxes or text.

Note - If you don't have an underlying PDF document, we will automatically generate a PDF for your form using our PDF generation feature.

Generate PDF Preview

• After you have completed mapping over your Form Data to the PDF you have the ability to see how the end product will look.
• The “Generate PDF Preview” option provides a way to preview your PDF mapping by entering sample data.

Here are the steps to generate a PDF preview:

• Click on the “eye” icon on top of the “Form Data” pane.
• Enter sample data for the form fields.
• Click on the “Generate PDF Preview” button at the bottom of the “PDF preview” screen.
• Click on “Close” at the bottom of the preview screen to get back to the “PDF Preview” screen.

Merge Fields

Merge fields allow you to pre-fill certain form inputs with values that the workflow owner might know already, making it easier for the end user to fill only what is needed.

• For example, When a HR Manager (workflow owner) wants to send an offer letter or an NDA to a candidate (end user), he/she most likely knows the name of the candidate. In these situations, the HR Manager can use merge fields while launching the workflow to automatically fill the name of the candidate in the NDA/offer letter.
• For more on Merge Fields watch this video.

Transactions

• You can track the transaction (workflows) that they have already launched and monitor the progress with the help of the Transactions screen.

• Name
• Name of the workflow that was launched.
• Participant(s)
• People part of the transaction will be listed here.
• Status
• In-Progress
• Completed
• Canceled
• You can get the completed files by clicking on the “Download Files” button for a “Completed” transaction
• Download Documents -
• PDFs
• Audit Trail