Selecting the Primary Recipient
While in the case, click on the Forms tab and then click on the Send or print button:
First, make sure Send forms is selected (for instructions on completing forms with a family in person, click here):
Under the Recipient 1 (Primary) tab, enter the recipient First name, Last name, and Email address (The first and last name entered here will be the name PandaDoc will default to for the signature on the form). You also have the option to select the Informant or Next of Kins stored in the case by clicking on the Recipient dropdown (If there is no informant set up on the case yet, there will be no dropdown). The recipient selected will be pre-filled into the forms with the recipient contact information. If you need assistance with managing recipients, check out this article: http://help.partingpro.com/en/articles/6650854-collecting-multiple-signatures-on-a-single-form:
After entering the necessary information (Email is all that is required, but we highly recommend entering a first and last name), click on Next in the lower, right corner:
Selecting Forms to Send
Step two will take you to the forms management page where you will select the form(s) you want to send to the recipient. Simply check the box to the left of the form(s) you want to send and you will see the recipient's email address appear to the right of the form's name (If you are sending a form that will also require the electronic signature of a funeral director, see instructions here). To the right of the email address, you will see an Edit button. If you want to add/remove/adjust any data in the form prior to sending it to the recipient, click Edit to open the form:
Once you have completed adding/removing/adjusting any necessary fields in the form, click on the green Close button at the bottom of the form.
**Important** - do NOT click on the yellow button in the upper, right corner of the form as it will not save your changes - the green Close button will save your changes.
Once editing is complete, click on the Next button in the lower, right corner:
Previewing and Sending the Form(s)
Now you are ready to Review and send your form(s). You will notice that there are bracketed fields within the body of the email that is sent to the recipient. In order to preview the email and see how it will look to the recipient, click on the Preview email button:
Notice that the bracketed fields are now populated. Once you've reviewed the letter and confirmed that everything appears as it should, click on the Close button in the lower, right corner to go back to the previous screen:
You can make any necessary changes to the subject line and/or body of the email prior to sending to the recipient at this time (Changes to the email here are only for this case. To change an email template for all cases, click here for instructions.). Reminders are sent based on how they were set up in the email templates. The family will stop receiving reminders after the time period set has expired OR until the family completes the form (click here for instructions on setting up reminders). If you don't want reminders to be sent to the recipient, uncheck the box for Send form reminders:
And now you're ready to hit Send!
Viewing the Status of a Form After it's Been Sent
After the forms are sent, you will be able to see the status in Forms. You have a Digital forms overview as well as a Digital form history.
The Digital forms overview provides you with a status of the forms you have sent. From the example above, you can see that I've sent the General Cremation Authorization to both Daphne Duck and Bestest Director (the Funeral Director) and the current status is Sent:
To see more detail, click on the dropdown arrow to the right of the status to expand and see the status of the progress made with the form and the recipient of the form. For this example, you can see that Daphne's status is In-Progress while Bestest Director is Awaiting:
Additionally, you can click on the name of the recipient (it will show as a clickable link) while the status is In-Progress and that will take you directly to the version in Digital form history (this is also one location where the completed form will be available for download):
SENT: When the form has been emailed to the recipient(s), but hasn't yet been opened by both parties, you will see a status of Sent in orange font:
IN-PROGRESS: When the link has been opened by the recipient, you will see a status of In-progress in orange font:
AWAITING (only applies if a funeral director signature is needed): When a form that requires a Funeral Director's signature has been sent to the family, the Funeral Director is unable to complete their part until the family has signed their forms. Until the family has completed signing (all family members/NOKs when multiples have been sent), the status of the form for the Funeral Directing shows as Awaiting in orange:
READY FOR DIRECTOR (only applies if a funeral director signature is needed): When the form has been sent to the NOK recipients as well as the Funeral Director for signatures and the family has completed signing their forms, the link to sign is then sent to the Funeral Director and the status of the form will change to Ready for Director in purple:
COMPLETED: When the form has been completed and finalized by all signing parties, the status will show as Completed in green font:
Digital Form History
The Digital form history provides you with an audit trail of all forms that were emailed and is located below the Digital forms overview on the Forms tab:
You can also edit a form that has already been sent to the recipient. To do so, click on the dropdown arrow to the right of the from sent under Digital form history to expand it. Then, click on the pencil to the right of the form:
Digital form history also allows you to control your forms a bit. Need to delete a completed form? Simply click on the Actions button to the right of the form you need to remove and select Delete from the dropdown:
**Please note - once a form is deleted from the case, it is also deleted in PandaDoc so please be careful when deleting forms.
You can also delete forms that are still In-Progress. To do so, just click on the Actions button to the right of the item and select Delete from the dropdown:
**Again, please note - once a form is deleted from the case, it is also deleted in PandaDoc so please be careful when deleting forms. It will also break the link that was sent to the recipient and a new form will need to be sent.
Email Statuses of Forms
There are also email statuses under Digital form history. Please see below for explanations:
SENT: The form has been sent successfully to all recipients.
OPENED: The link has been clicked on and form opened by the recipient.
Downloading a Completed Form
Once the form has been completed by all signing parties, a Download button will become available:
The Case Manager and all signing parties will be emailed copies of the finalized forms.
If you notice that a form downloads at 0kb or that there is an error when opening the form, check to see if there is a circular arrow to the left of the Download button. If there is, click on that button to regenerate the form and then click on Download again. If the form doesn't download at more than 0kb again, contact the support team and we'll review. Otherwise, the regeneration should correct that for you.
