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A Request Form Template is the form a requester selects when creating a request. It connects a category to a published workflow; the selected workflow supplies its Form Builder.

Before creating a template

Prepare the Form Builder, design the workflow, assign approvers and publish the workflow. You can select an existing category or create one. Create Design menus are reserved for authorized Owners and Admins.
1

Choose a name, category and workflow

Open Create Design → Request Form Templates and select Create template. Enter a name, choose the category, and search for a published workflow. Check the displayed form/workflow names and versions.
2

Add default documents

Select the form’s file field and upload documents. Choose Supporting document for supporting attachments or Sign document or dynamic text for documents prepared in the editor.
3

Choose mandatory or optional

Under Requester may remove this document?, choose No — required in every request for mandatory documents or Yes — optional default when requesters may omit them.
4

Prepare documents in the Request Form editor

Open the Document Sign Editor from the document. Use the Request Form version linked to workflow Actors. Set signing mode, fields and value sources, then select Save & attach to form.
5

Publish and grant access

Save and publish the template. In User management, give requesters category permission and permission to use the form. Approvers need the appropriate role and category approval authority.

Digital Only, Visual Signature and dynamic text

A Digital Only Actor can still complete assigned non-signature fields. Visual mode requires a signature box. Choose Actors relevant to the workflow; not every Actor or branch must sign every document.

Choose each field’s value source

Use Value source in Properties:
  • Map to Form Builder field: use a compatible form field’s value.
  • Requester · enter before submit: show a separate input in the document area, such as an address absent from the main form.
  • Static · set in this editor: set a fixed value during design, including text, checkboxes, date/time or place where supported by the field type.
  • API Data Source: use a variable from a tested API response.
  • Workflow Actor · enter during approval: the assigned Actor completes the field during review/approval.
Document fields do not automatically create new Form Builder fields. Deliberately choose form mapping or separate document input. Check required values and mappings before saving.

One API Data Source per document design

In Properties, enable API Data Source and configure the HTTPS endpoint, GET or POST, Authentication, Headers JSON and Body JSON. Parameters such as {{project_id}} can be absent, singular or multiple; choose names that fit your API. Run Test Request, enter parameters and credentials in its popup, and inspect the response. Map every API field to a tested response variable. An API-enabled design cannot be saved until its required testing and mappings are valid. Saved credentials are protected and are not shown again in the editor. Designers re-enter credentials for a new test; requesters use the saved connection without seeing its API key. POST JSON automatically supplies Content-Type: application/json; use Headers for additional headers and Authentication for credentials.

When requesters fill out the form

Requesters may remove optional defaults, while mandatory documents remain required. They may also add signing or supporting documents where the form allows it. Signing documents have a 30 MB per-file limit. Mapped fields use form data; separate document inputs are completed in the document area. For API-enabled documents, requesters enter the required lookup parameters and fetch data before preparing the document. They cannot replace API values with manual input. Each request receives its own document copies. Its form, workflow and document preparation versions are pinned. Editing a template later does not rewrite running requests. During revision, refresh document copies through the revision flow before Resubmit when related values change. See Document data, workflow signing, and requests and revisions.