This tutorial walks you through the process of sending multiple forms in Engyn and tracking their completion. We’ll use an example from HR onboarding, where a new hire receives essential forms such as Employee Information, Emergency Contact, and an optional Parking Registration form.
By the end of this guide, you’ll know how to:
Send multiple forms to multiple recipients
Add watchers to track form completion
Monitor form submission status in Engyn
Let's get started.
Let's walk through the steps together.
Sending multiple forms
This step will walk you through the process of creating an email that includes multiple forms and is sent to multiple recipients simultaneously.
Step 1: Preparing Email
Go to Forms → Form Mail
Click on Create Mail button to open Send form page.
Enter the recipient's email address. If sending to multiple recipients, add each email and they will appear in the recipients’ section.
Customize the email subject and message to explain the purpose of the forms and any instructions.
Adding Watchers to Forms (Optional)
Watchers are individuals who can monitor the completion status of sent forms. They will receive email notifications when someone submits a form and can also view the submission status of each recipient.
How to Add Watchers:
In the "Watchers" field, enter the email address of the person you want to add as a watcher.
Press Enter or select from the suggested list.
The watcher will be added to the list above the input field.
Note: Only users within your organization can be added as watchers.
Step 2: Attach forms
Click Add Form From Library. This will open the page where you can manage attached forms.
Select forms to attach from either:
My Collection: This contains forms private to you or saved as a shortcut
Form Library: This provides access to shared forms within your organization
Once you've located the desired form, click the "Attach" button next to it. The selected form will appear on the right side of the page. If you need to attach more forms, simply follow the same steps for each additional form you want to include.
Manage Required Forms (Optional):
A red asterisk (*) next to a form on the right side indicates it's mandatory to fill out. Click the red asterisk to mark the form as optional. This is useful if, for example, new employees only need to complete "Employee Information" and "Emergency Contact Information," while "Parking Registration" is only for those registering vehicles.
Step 3: Previewing & Send Form
On the Send Form page, click any form in the list to preview it.
Check recipient permissions:
Recipients must have at least "View Permission" for the form and "Submit Permission" for the underlying data.
If permissions are missing, a warning will appear on the form and recipient list. You cannot send the mail until the necessary permissions are granted.
Once you're happy with the preview, click on the Send button to send the email or Discard to cancel.
Tracking Form Completion
Once forms are sent, Engyn provides updates to track submissions, including:
1. Email Notifications
You'll receive an email notification whenever someone submits a form with the link to view their submission.
2. Monitoring Submissions in Engyn:
You can also track submissions directly within Engyn:
Go to Forms → Form Mail → Sent
Click on the specific email corresponding to the form submission you want to check. You can track the submission progress for each form, including which recipients have completed or viewed it.
Click on the recipient email to view their submission status
Click on the specific form to see the details of their submission.
Conclusion
By following these steps, you can efficiently send multiple forms to gather necessary information and track submissions. These functions can be applied beyond the onboarding process to various situations such as:
Recruitment Process: Send multiple forms to candidates, including applicant information forms and reference check forms.
Application Processes: Use for credit/loan applications, which might include application forms and income declarations. For university scholarship applications, include application forms, reference check forms, study plans, non-violation of law commitment forms, and more.
Claim Process: Streamline insurance claim submissions with a claim request form, medical record summary form, and hospital checkout form.