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PDF Form

The PDF Form action allows teams to collect structured information using fillable PDF documents - perfect for documents where a signature is not required. It offers a streamlined way to gather data through fillable PDF documents - ideal for scenarios like client intake, surveys, application forms, or internal checklists. Instead of adding unnecessary steps, this action keeps the process focused on capturing information efficiently and accurately.

With smart form field detection and data extraction capabilities, the PDF Form Action transforms static documents into interactive, data-rich workflow components. 

Fields within the PDF can be set to autofill using existing Dynamic Data Reference (DDR) values, helping reduce manual entry and maintain consistency. Once completed, all responses are automatically extracted into DDR, enabling seamless integration into downstream steps.

How PDF Form helps businesses:

For businesses, collecting accurate data from clients, partners, or team members is essential, and speed matters. PDF Form action enables teams to:

  • Digitize manual form collection for faster and error-free data intake.
  • Eliminate the need for signature tools when not required - cutting costs and simplifying workflows.
  • Automatically extract form data into DDR for downstream use, improving automation and traceability.
  • Maintain consistency with standard form field mappings that auto-detect and convert inputs into structured data.

Key Benefits:

  • Non-Signature Forms: Perfect for forms like surveys, checklists, onboarding documents, or requests.
  • Smart Field Detection: Form fields like checkboxes, radio buttons, and dropdowns are automatically identified and converted.
  • DDR Integration: Collected data is instantly available as Dynamic Data References (DDR) for use in later actions or flows.
  • Native to Moxo: Keep your entire workflow in one platform, with no need for third-party form tools.
  • Supports Field Types: Includes text (single/multi-line), dates, checkboxes, radio buttons, dropdowns, and more.

Create a PDF Form 

You can create a new PDF Form in a Flow Workspace or use a Template from your Moxo Library.

To add a PDF Form in a Flow Workspace:

  1. Click the “...” ellipses icon in the Flow section of your workspace.
  2. Select + Add New Action from the dropdown menu.
  3. Choose PDF Form from the list of available action types.

  1. Determine the placement of the action in your Flow, then click + Add here where you want to insert it.
  2. Click + New PDF Form. You can also choose a pre-existing action template instead of creating one from scratch, then click Continue.
  3. Configure the PDF Form Action

  4. Drag and drop any PDF file from desktop, content library, or workspace (It should be in a fillable PDF format). 

  5. Enter the Title of your PDF Form Action. (Required field)
  6. Add a description (optional) and leverage DDR by clicking on the “{.}” autofill icon, to pull in workspace and previous action metadata.

 

  1. Add a due date. Users can exclude weekends when setting due dates for actions. When enabled, weekends will be skipped in the calculation of due dates, ensuring that deadlines fall only on weekdays.
  2. Configure Additional Options (if required):
    • Toggle “Skip Sequential Order” if this action doesn’t need to follow the order of other actions.
  3. Assign one or more users, roles, or client groups to complete the PDF Form. These must be workspace members.
  4. You can assign to individual users, Teams, Roles, or Client Groups. Once any assignee submits the PDF form, it will be marked as completed.
  5. Click Next to review the PDF form and click on Add Action. The PDF Form Action will now appear in your Flow Workspace.

To add a PDF Form Action in Group or One-On-One Workspaces:

  1. Click the “+” icon at the bottom of the chat area.

  2. Select PDF Form from the action popup.
  3. Click New PDF Form, then create the PDF Form action by following steps 6–13 as above.

To add from the Global New (+ New) Button:

  1. Click + New in the top navigation bar.
  2. Select Action, then choose PDF Form action. 

  3. Once you choose the action, then choose the Workspace Type (Existing or New).

By using PDF Form Actions, simplify document heavy workflows, boost data accuracy, and keep everything securely in your Moxo workspace without the need for external tools. Let your processes flow smarter. 

Integration of PDF Forms & DocuSign:

The integration of the PDF Form action and DocuSign creates a streamlined process that handles both non-signature forms and e-signature workflows within a single, unified workspace. The following steps outline how these features work together:

  1. Form Completion: Users fill out the PDF form (e.g., entering personal details, selecting checkboxes, etc.).
  2. Data Extraction via DDR: The entered data is automatically captured in DDR, allowing for future action details.
  3. DocuSign Envelope Creation: If the document needs a signature, it is passed to DocuSign. The form data is retained, and the system allows for dynamic signature field placement using Anchor Tags.
  4. Signature Collection: Once the form is reviewed, the recipient signs it via DocuSign.
  5. Final Document: The signed document is automatically returned to Moxo, completing the process.

This integrated workflow reduces errors, saves time, and enhances efficiency by automating the transition from form filling to signature collection.

Learn more about DocuSign and Anchor Tags here.