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Form Editor User Guide [Advanced]

Lennart Becker
  • Updated

AGREEMENT EXPRESS

Form Editor User Guide [Advanced]

   <CONFIDENTIAL>

Audience: Accounts with company Admin Role with Form Editor permission

Purpose: After reading this document, you will be able to: 

  • Upload/Replace your form’s PDF background

  • Relocate the PDF text fields (other objects)

  • Review example/common Configurations

Estimated Time To Read: 30 Minutes

Table of Contents

1.0 Prerequisites

 

  • Role: Company Admin

  • Security Profile should contain this permission: FORM_EDITOR_FULL_ACCESS

Note: Please contact AEX Support to assign this permission to your account.

2.0 Managing your Forms

2.1 How to Locate Your Form

 

  1. Click on Administration in the top navigation bar and select Templates in the Build section

  2. Confirm that Templates is selected from the side menu

  3. Type the name of the template you need within the search bar. The page will filter for templates that match your search text.

    • Note: A Form’s Type is Publisher

  4. Click the Pencil Icon if you wish to edit your form.

2.2 How to Make a Backup of your Form/Template

 

  1. Before updating your PDF Form, please create a backup. To do this, click the form template’s corresponding 3-dot icon.


     

  2. Select Download ZIP. This will create a compressed file that will contain a backup of the current PDF form version.


     

  3. Locate the compressed file on your computer and decompress it. Find the PDF form within the file, which you can then use as the backup.

2.3 How to Create or Upload a template

 

  1. Click on Administration in the menu bar and select Templates in the Build section.


    Be sure to confirm that Templates is selected within the side menu.


     

  2. Click the pink '+' launcher button in the lower right corner.


    1. To create a new template with your PDF form:

      1. Select the New Form option (yellow Icon) to launch the Create Form dialog


        If the option appears greyed out, please ensure you have the appropriate security profile.

      2. Complete the required fields and click Upload to browse and select a PDF file from your computer

      3. When the file is uploaded, click Create on the top right of the dialog to create your form template.

    2. To upload a back-up PDF Form file (see section 2.2):

      1. Select Upload Template ZIP (light blue option)

      2. Complete the require field and click Browse to browse and select a compressed ZIP file from your computer

      3. A new template has now been created using your uploaded ZIP folder

2.4 How to Update the PDF Background

  1. Type the name of the template you need within the search bar. The page will filter for templates that match your search text.

    • Note: The Form’s Type is Publisher

  2. Click the Pencil Icon corresponding to your form to edit the template.

  3. In the Form Editor App, locate the Document Details section, click the 3-dot menu icon of the File Name field, and select Replace Background PDF.

  4. Click Browse in the dialog, then locate and select the new version of the PDF Form on your computer.

  5. Review the file details within the Upload Details dialog. Do NOT uncheck "Keep Existing File name". When ready, click Replace then Confirm in the Replace PDF? confirmation dialog.

3.0 Updating your Text Fields

3.1 How to move/adjust the location of text fields

There is a chance that your newer form has new page or adjustment in its content (ex. New Lines of Text). Do note that the coordinates/location of AEX Text fields and Signature Blocks will stay as is, according to the previous form.

In order to re-align back these Text Fields and Signature Blocks, you’ll need to follow the procedure below:

  • If the misalignment is within the same page

    1. Click the object to select it.

    2. Drag it to the correct location.

    3. Click the Save icon in the top right to save your changes

 

  • If the objects (Text Fields/Signature Block) are multiple + misalignment is within the same page:

    1. While pressing/holding the Shift key, drag your mouse cursor around the multiple objects

    2. When your objects have been selected, drag them to the correct location.

    3. Click the Save icon in the top right to save your changes

 

  • If you need to move the object(s) to another page

    • If it’s a Single object:

      1. Click the object, right click your mouse, and select Cut

      2. Go to the page where you want to paste it

      3. Right click again and select Paste

      4. Click the Save icon in the top right to save your changes

    • If it’s Multiple objects:

      1. While pressing/holding the Shift key, drag your mouse cursor around the multiple objects

      2. Right click your mouse on any of the selected object and select Cut

      3. Go to the page where you want to paste it

      4. Right Click again and select Paste

      5. Click the Save icon in the top right to save your changes

3.2 How to link a signature block to a date field

  1. Select a signature block within your form. When the block is selected, signature block settings will appear in the side menu on the right

  2. Within the Details tab of the side menu, locate and select the Link to Date Field dropdown field.

  3. The dropdown will show all the date displays within the form. Select the date display you wish to link to the selected signature block.

  4. When you link a date field to a signature block, this date field will display the date of when the signer completed the linked signature block.

  5. Click the Save icon in the top right to save your changes

3.3 How to set a hyperlink/Interactive URL on top of a URL text on your form

  1. Select the Hyperlink tool from the tool panel in the left side of the Form Editor and click anywhere in your form to insert the field.

  2. Move the Hyperlink on top of the url or website text of your PDF background.

  3. With your hyperlink field still selected, go to your right side panel, under the Controls section, locate and edit the Hyperlink URL field.

  4. From the Visibility dropdown field, select Hidden Do not Print. This will hide the interactive URL.

  5. Click the Save icon in the top right to save your changes

 

 

4.0 Example and Recommended Configurations

4.1 How to hide a form and only display it to a particular signer (or a department)

  1. Confirm that you do not have any fields selected. Then, in the right panel, under the Controls section, select Hidden from the Form Visibility dropdown.


     

  2. If you set a form as Hidden, it will be hidden by default to anyone except for signers/departments who have signature blocks assigned to them in the form.

4.2 Other Form Editor Tools:

Below are the tools you can use in the Form Editor. Each has different configuration.

4.3 Recommendations

  • Name each field uniquely.

  • Flatten your PDF before replacing the Form Background

  • After your changes, hit save button before using the PREVIEW feature. You can use PREVIEW as a quick way to view your recent change. I still recommend to fully test your form by creating a sample transaction in staging (specially for forms that has multiple signing level).

 

 

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