Overview

Steps

Configure Submit Actions

Click the Automate tab to open the On Submission settings.

Option 1 : Save a Copy to a Folder

      This option allows you to save a copy of the filled document in the configured Work Drive Folder

• Check 'Save a copy to a folder' and click on the hyperlink folder.
• A dialog box opens as shown below where you can choose a name, format and also set a password for the documents.
  

Option 2 : Send as email

1. Send Email As : Choose one of the following available options to send your filled document in email:
   

1. Inline : The filled document will be a part of the body of the email you're sending.
   Attachment : The filled document will be sent as an attachment along with the email. Share the attachment as:
   PDF Document : The filled document will be attached in .pdf format. The filled values will be present as text and not as form fields in the filled document and this document can be downloaded.
   PDF Form : The filled document will be attached in .pdf format with interactive form fields. The recipient can make changes or delete the values entered in the fields and send it out as a fresh PDF form.
   MS Word Document : The filled document will be attached as an MS Word file in .docx format.
   Send As Link : The filled document will be emailed as a link, and you can also send the link as a QR code. Anyone with access to the link can view and download the filled document. Click Settings to choose a location in WorkDrive to save the filled document. Please note that the filled document will be saved in Work Drive based on which service the original document is stored.  

1. Enter a message if any, if you have chosen email document type as attachment or link. Personalize the message with fields. To add a field to your message, click "+".
   
   
   
   

1. You can also add up to 5 additional common attachments with the email. Please note that common attachments will be the same for all recipients.
   

Option 3 : Send for sign collection

1. Check 'Send for sign collection' and click sign collection.
   
2. Configure the signer details, language and role of the signer. 
   
3. Go to Advanced Settings to set reminders and a term of expiry for signing the document.
   

         Allow Respondents to Configure Sign Collection

The additional Option "Allow Respondents to Configure Sign Collection"  allows form respondents to define who should sign, approve, or view the filled document during submission. Instead of predefining all recipients, you give the respondent the flexibility to add signer details themselves—such as names, email addresses, and roles.

Useful in cases like, A sales team sends out a custom sales agreement form to clients after finalizing deal terms. Each client may have a different set of internal stakeholders (e.g., procurement head, legal advisor, or finance manager) who need to sign or approve the agreement.

Option 4 : Save responses in Zoho Sheets

Configure this action so that once the responders hit Submit, the filled data gets stored in a worksheet for you to create data tables, interpret, compare and arrive at conclusions based on the responses of the form.

Note : The responses are saved with their labels as the header row and for fields without labels, a unique id will be populated automatically as the header.

Option 5 : Trigger Webhook & custom functions

• Check 'Email the filled document to' and enter the email id of one or more persons to email the filled document.



• In addition to the default options in Writer, you can run entire workflows via Zoho's Deluge Custom Functions once a document is submitted.
• Check 'Execute Custom Function' and click Configure. Follow these steps to access the custom functions for fillable forms.
  

Notes

The configured webhook URL must be publicly accessible and should not require authentication.

The submitted document will be sent to the webhook as binary data. Ensure your webhook is configured to receive and process binary file data.

When a form is submitted, the configured webhook receives the submitted document details as a JSON payload in the following format:

      {
      "unique_id": "<redacted>",
      "attachment_name": "<document_name>.pdf",
      "filled_data": {
      "<field_name>": "<value>"
      },
      "filled_document_download_url": "<secure_download_url>",
      "status": true
      }

Option 6 : Configure Post-Submission Message and Redirect URL

• Enable 'show custom message & redirection' and enter a message that you want to appear post submission and if you enter a URL here, on submission, the responder will be redirected to the URL as mentioned.

Option 7 : Configure Responders options

• Click Configure Respondent Options to control what actions respondents can perform after submitting the form. You can choose to allow them to:

1. Download a copy of the submitted document'
   
2. Email the submitted document
   
3. Send the document for signing

Note: Emailing the document and sending it for sign collection is restricted to users within your organization.

• On document submission, users can be given options to download, email, or send the document for sign collection based on the submit actions configured by the document owner.

Send responses for approval

1. Primary responders - people who fill in the form with their responses.
   
2. Additional responders - approvers/reviewers who complete the process by modifying the fields filled by the primary responders.
   

How to add additional responders? 

1. Add one or more additional responders following the below steps. Once you add additional responders to a form, Writer sends an email to those responders after each submission for the form is made.
   
2. Go to Automate and click Send responses for approval or completion under Responder Options.
   
3. In the pop-up that follows, enter the email id of the approver in your Organization.
   
   

Adding a fillable email field for additional responders 

Use the + to add a fillable email field here, upon which the email id entered in the fillable field will receive an email to approve/complete the form on each submission, and the person(s) will dynamically be added as an additional responder(s).

1. If an email field is selected as a responder field, that email field automatically becomes mandatory in the form so that the form can be routed correctly to the next responder.
   
2. This is because the form submission becomes invalid if the mapped email field is left empty. Without a valid email address, Writer cannot route the form to the next responder in the approval workflow.
   
   
   

Additional Note

Save progress and resume later

1. While filling the form, respondents can click the ︙(More Options) menu.

2. Select Save as Draft.

3. A unique link is automatically generated for you to copy or send via email. Please note that the link expires in 4 months after the last modification to the form, and if the document owner removes sharing or publishing access, the link becomes invalid.
   
   

   
   
   

Troubleshooting

Related Articles

1. How to share, publish, or embed fillable forms using Zoho Writer fillable templates
   
2. How to configure Sign Collection in Fillable Templates
3. How to create a fillable form in Zoho Writer
   
4. How to generate prefilled fillable forms using Zoho Writer?