- Overview
- Open Smart Documents
- Add the Required Variables
- Upload the CSV File
- Associate the Smart Document and Assign Headers
- Open Forms Engine
- Select the Recipient Email
- Select the Variables for the Recipient
- Configure Multiple Recipients with Different Variables
- Return to the CSV Automation
- Launch the Workflow
- Wait for the Workflow to Be Sent
- Review the First Recipient’s Form
- Review the Second Recipient’s Form
- Expected Result
- Important Considerations
Overview #
The Forms Engine functionality allows users to assign specific variables to different email recipients.
Each recipient receives a form containing only the variables assigned to them. This makes it possible to control which fields each person can view and complete during the form process.
This guide explains how to:
- Create the variables in a Smart Document.
- Upload and configure a CSV Automation.
- Configure the Forms Engine steps.
- Assign different variables to different recipients.
- Launch the workflow.
- Verify the forms received by each participant.
Open Smart Documents #
Go to the Smart Documents section in Legale.io.
Select the Smart Document that will be used in the process.
Add the Required Variables #
Inside the Smart Document, open the Fields section.
Add the variables that will later be assigned to different recipients through the Forms Engine.
These variables will be used in the form and will be displayed depending on the configuration of each step.
Upload the CSV File #
Go to CSV Automation.
Upload the CSV file that contains the information to be associated with the Smart Document.
This file will be used to map the data and launch the workflow.
Associate the Smart Document and Assign Headers #
Open the uploaded CSV Automation and enter its configuration.
Associate the corresponding Smart Document.
Then use the option to Automatically Assign Headers so the CSV columns are matched with the Smart Document variables.
Review the assignments and confirm that the variables are mapped correctly.
Open Forms Engine #
Within the CSV Automation configuration, go to the Forms Engine section.
Click Add Step to create a new step for a recipient.
This section allows you to define which variables will be shown to each email address.
Select the Recipient Email #
A new window will open.
Select the email address for the recipient who will receive the form.
At this step, you can begin configuring which fields or items will be available to that recipient.
Select the Variables for the Recipient #
The available variables from the Smart Document will be displayed.
Select the variables that should be visible to the chosen email recipient.
You can add the variables one by one according to the information that this recipient must review or complete in the form.
Configure Multiple Recipients with Different Variables #
Repeat the process to add more recipients if needed.
Each email address can have its own step and its own variable selection.
For example, two different recipients can be configured with different sets of variables, allowing each person to receive a different form according to their role.
Return to the CSV Automation #
After completing the Forms Engine configuration, return to the selected CSV Automation.
Review the configuration to confirm that the Smart Document, headers, and Forms Engine steps are correctly set up.
Launch the Workflow #
Once the configuration is complete, click Launch Workflow.
The workflow will begin processing and the forms will be sent to the configured recipients.
Wait for the Workflow to Be Sent #
Wait for the workflow to complete its sending process.
Once the process finishes, the configured recipients will receive an email notification inviting them to complete their corresponding form.
Review the First Recipient’s Form #
Open the email received by the first recipient.
The email will contain the form link.
When the form is opened, the recipient will only see the variables that were assigned to them in the Forms Engine configuration.
Review the Second Recipient’s Form #
Open the email received by the second recipient.
The second recipient will see a different form if different variables were assigned to them.
This confirms that the Forms Engine correctly distributes the variables according to the selected recipient.
Expected Result #
After the configuration is completed:
- The Smart Document variables are created and mapped correctly.
- The CSV Automation is associated with the correct Smart Document.
- The Forms Engine is configured with one or more recipient steps.
- Each email recipient receives a form containing only the variables assigned to them.
- Different recipients can receive different forms depending on the variables configured in each step.
Important Considerations #
Before launching the workflow, verify that:
- The Smart Document contains all required variables.
- The CSV file has been uploaded correctly.
- The Smart Document is correctly associated with the CSV Automation.
- The headers have been assigned correctly.
- Each Forms Engine step contains the correct email recipient.
- The correct variables have been assigned to each recipient.
- The workflow is reviewed before selecting Launch Workflow.
The Forms Engine is especially useful when different participants must complete different parts of the same process, since it allows the form content to be separated by recipient.
