Interactive Forms: How to Collect Data and Signatures in a Single Process

A candidate submits a personal questionnaire without a PESEL number. A customer provides an account number in the body of an email, but is missing one digit. A sales representative waits three days for the information needed for a contract that the customer was ready to sign on the spot. If these situations sound familiar, the problem isn’t the signature itself, but what happens before it.

Key takeaways

• An Autenti interactive form is a document with fixed content and fields that the recipient fills out online and then signs immediately as part of the same process.
• The forms combine four elements: data collection, automatic document completion, electronic signatures (SES, AES, or QES compliant with eIDAS), and control over the process flow.
• They work best for recurring documents with approved content, such as personal questionnaires, employee statements, NDAs, lease applications, or B2C contracts.
• The recipient does not need an Autenti account, does not need to install any software, and does not pay to participate in the process.
• Validation fields check the format of PESEL, NIP, and IBAN numbers, and you can download the collected data to a CSV file.
• The forms are available in Labs mode, and free trials run through November 2, 2026. The current Templates app will remain operational through October 31, 2026.
  
  

What are interactive forms?

An interactive form is a document with fixed, approved content and fields to be filled in, which the recipient completes online, and the system automatically inserts their data into the appropriate places in the document before the electronic signature.

You prepare the content and specify what information the other party needs to provide. The recipient fills out the fields in their browser, and the document with their information is immediately sent for signing. In short: you collect data, complete the document, and collect the signature without switching between tools.

A form in Autenti is not a separate survey from which data must then be transferred elsewhere. It is the first stage of the workflow in Autenti eSign, which combines four elements that previously operated in separate tools:

1. Data collection - the recipient enters information into the provided fields, and the system validates the format of selected data, such as PESEL, NIP, or IBAN.
2. Automatic document completion - the data is inserted directly into the document’s content, so no one has to retype it.
3. Electronic signature - the document with the data immediately proceeds to a standard, advanced, or qualified signature, in compliance with eIDAS.
4. Process control - you decide who fills out, who approves, and who signs the document; you track its status; and once completed, you download the data and the signed document.
   
   

The data completion loop: where you’re really wasting time

Most companies that sign documents electronically still collect data for them manually. We call this the data collection loop: a document is created in Word, an interactive PDF, or Google Forms; then an email is sent requesting data; a reply is received; a request for missing information is sent; corrections are made; the document is rewritten; and only then is it sent for signature. Every error in the data triggers another round.

During a webinar on interactive forms, Autenti experts identified four consequences of this loop:

• Time and manual labor. The team switches back and forth between email, an editor, and a signing platform, and each document requires the same steps to be repeated from scratch.
• Lost sales opportunities. A customer ready to sign a contract waits for the sales representative to collect the data and prepare the document. Some customers change their minds during this time.
• Data errors. Mistakes in the social security number, tax ID, or bank account number often aren’t discovered until after the document is signed, requiring the entire document to be corrected.
• Lack of visibility. The sender doesn’t know whether the recipient has even opened the data request, or what stage the process is at.
  
  

What is the cost of sticking with this model? Calculate it based on your own numbers: the number of similar documents per month × the time required to manually process a single case × labor cost, plus the time spent on corrections and delays. With just a few documents per month, it’s a minor issue. With several hundred onboarding processes, applications, or B2C contracts, the administrative workload grows faster than the team handling it a fully electronic document workflow therefore begins not with the signature, but from the moment you collect the data.

How interactive forms work, step by step

The interactive form process in Autenti has 4 stages:

1. Preparation - you upload a document, define fields, assign participants, and set the process flow.
2. Filling Out - the recipient receives an email, clicks “Fill Out Form,” and completes the form in their browser.
3. Signing - the system populates the document with the data, and the recipient proceeds to sign it. If you wish, you can review and approve the data yourself first.
4. Archiving - the signed document is archived on the platform, and the participants in the process receive it via email.
   
   

Creating a form in the editor

You can start a form in three ways: from a ready-made template, from your own .docx file, or from a blank editor. Next, select the sections of the text that the recipient needs to fill out, and replace them with fields from the panel on the right. You’ll see the changes in the document immediately.

The editor accepts .docx files rather than PDFs because this allows for the most accurate 1:1 formatting preservation, including the header, footer, and logo. If you only have a template in PDF format, copy the content and paste it into the Autenti editor. For complex templates on letterhead, keep these guidelines in mind: place the logo in the header instead of as a floating image; avoid shapes and text boxes positioned “in front of text” or “behind text”; and build the layout using regular paragraphs and tables.

Field Types and Data Validation

You can mark each field as required or optional. The recipient will not submit the form until they have filled in all required fields, which are marked with an asterisk. It’s important to keep in mind the limits of validation: the system checks whether a PESEL or NIP number is formatted correctly, but it does not verify whether the number belongs to a specific person or company. A separate identity verification process is used for that purpose.

Roles, Order, and Data Approval

For each participant, you set what they are to do with the document: fill out the form, sign it, initial it, or provide feedback. One person can fill out and sign a document, and a single process can involve multiple people filling it out, one person approving it, and multiple people signing it. You set the order by dragging recipients in the list.

When saving the form, you also choose whether the document goes for signature immediately after it’s filled out, or whether you review and approve the data first. The second option is useful in situations where an error in the data would require the document to be signed again, such as with insurance applications.

You set an expiration date for the process, e.g., 2 days. The system automatically sends a reminder 24 hours before the deadline, and you can manually remind a recipient at any time. In the process details, you can see the form completion status and the document signing status separately.

Form, process template, and text editor: what each is used for

The real savings come when you link a form to a process template. You set up the entire process once, and the next time you send it out, you click “Use” and simply enter the new person’s information. You can save the form as private or share it with your entire organization, ensuring that your colleagues use the same, approved template.

Which signature should you choose for a document created from a form?

You select the signature type when configuring the process and choose it based on the document’s legal requirements, not on your team’s preferences.

For many internal documents a standard electronic signature , such as the Autenti e-signature - is sufficient. If regulations require a document to be in writing, choose a qualified electronic signature, which, pursuant to Article 25(2) of eIDAS, has legal effect equivalent to a handwritten signature. The recipient can use their own certificate or a one-time qualified electronic signature available through Autenti, so they don’t need to purchase anything in advance. You can read more about when a QES is required in the article on qualified electronic signatures.

You can also secure the document with an SMS code in two ways: as access protection before the recipient opens the document, or as additional signature authorization. In processes that require confirmation of who is actually filling out the form, you can combine three steps: data entry, identity verification (e.g., via mObywatel, video verification, or e-ID), and signing. You can work with the Autenti team to configure such a process.

Examples of use cases: HR, B2B and B2C sales

Forms work well in any situation where you don’t know all the information from the other party before preparing the document, and the content of the document remains unchanged.

HR: From an employee’s request to data in the HR system

During the webinar, we showed an example from everyday HR work: a request to enroll a family member in health insurance, converted into an online form with 14 fields. The workflow looks like this:

1. HR launches a saved template and enters the employee’s information.
2. The employee receives an email and fills in the family member’s information, including date of birth, relationship, and degree of disability.
3. HR reviews and approves the information.
4. The employee signs the application without leaving the process.
5. HR exports the data to a CSV file and imports it into the HR system without having to manually retype anything.
   
   

You can use the same method to prepare a candidate’s personal questionnaire, tax and benefits declarations, consents for payroll deductions, NDAs, or onboarding documents. Companies that have already digitized the signature process itself know the scale of this change: CCC Group reduced its HR signing process by 90%. Forms take digitization one step further, to the data collection stage. You can find more scenarios at the Autenti solutions page for HR.

B2B Sales: A Shorter Path from Interest to Signature

In B2B sales, what matters is the time between “let’s do this” and the signed contract. The form allows the customer to enter their information and sign the document in a single step, instead of waiting for the sales representative to prepare the next version. Typical documents include NDAs in the bidding process, lease and loan applications, simple, repeatable sales contracts, framework agreements with subcontractors or influencers, and order forms.

B2C Sales: One Process for Hundreds of Similar Contracts

In B2C, forms are ideal for a large number of contracts with identical content: courses and training programs, organized trips, solar power services, building insulation, or telecommunications. In addition, there are image use consents, statements from injured parties in the compensation industry, and property acceptance reports. The customer enters their information directly into the contract, while the company retains control over the approved content. 

When a form isn’t the right choice

Forms cannot replace a word processor. They won’t work when you’re negotiating the contract’s content and exchanging successive versions with revisions, when each contract is unique, or when multiple people need to edit or comment on the document simultaneously. In such cases, prepare the document in a word processor and send it for signature using the standard process in Autenti.

Post-signing data: what works today and what’s in the works

Currently, you can find the collected data in the process details and download it as a CSV file. This data is accessible to users with an account on the platform who are participating in the process. The signed document is archived on the platform, and if you need long-term storage and signature validation, check out to learn how electronic document archiving works in Autenti eDocument.

It’s important to be aware of the current limitations before you design your process:

• No direct integration with HR and payroll systems. You import data from the form into a system - such as Enova, Symfonia, or Teta - via a CSV file.
• No pre-filling of data from another system. The recipient fills in the form fields themselves.
• Data is not automatically transferred to the next document. The simplest solution is to set up the contract itself as a form so that the client enters the data directly into it.
• One process equals one shared document. If each person needs to fill out their own form, start a separate process for each of them. A process template reduces this to simply clicking “Use” and entering the data.
  
  

Autenti plans to release an API for forms in January 2027. The initial scope will include sending a document with a form and retrieving the completed data, with additional features set to be introduced throughout 2027. There are also plans to make a completed form available via a link - for example, on the company intranet - so that employees can initiate the application themselves without HR having to send it individually.

How to transition from the Templates app to interactive forms

The current Templates app will remain operational until October 31, 2026, and any templates created within it must be manually transferred to interactive forms. Plan your migration in 6 steps:

1. Make a list of the templates you use most often.
2. Start with the documents you send to the largest number of people.
3. Prepare the content in a .docx file and upload it to the form editor.
4. Add fields and set up the signing process in the process template.
5. Send a test form to your own email address and go through the entire process as the recipient.
6. Share the finished form with your entire organization.
   
   

Step 5 is more important than it seems. Testing it in your own inbox is the fastest way to see the form through the eyes of an employee or customer before you send it to hundreds of people.

When to Use Implementation Support

You can create a simple form with a single respondent and a standard signature on your own using the editor. It makes sense to consult with the Autenti team when:

• the process involves multiple fillers, an approver, and multiple signers, and the order of actions affects the document’s validity;
• the document requires a qualified signature or integration with identity verification;
• you need to migrate multiple templates before October 31, 2026, and want to determine the migration sequence;
• templates on letterhead have a complex layout that shifts after import;
• You plan to integrate forms with other systems and want to prepare the process for the upcoming API.
  
  

During the Labs phase, we help you run tests and assess which documents are suitable for forms. Your feedback goes directly to the product team and influences the order in which features are developed. For testing-related inquiries, please contact Marcin Łukasik, Łukasz Zakrzewski, or the Autenti sales team.

FAQ: Autenti Interactive Forms

Does the form recipient need to have an Autenti account?

No, the recipient does not need an Autenti account. They also do not need to install any software or pay to participate in the process. They receive an email with a “Fill in the form” button, fill out the form in their browser, and proceed to sign it.

Can I upload a document template in PDF format?

No, the form accepts .docx files. This allows you to preserve the formatting of the template, including the header, footer, and logo. If you only have the document in PDF format, copy its content and paste it into the Autenti editor.

Does the form verify the validity of the PESEL, NIP, and IBAN numbers?

Yes, but only in terms of format. The system checks whether the number is structured correctly; however, it does not verify whether it belongs to a specific person or company. A separate verification service is used to confirm identity.

Can the recipient change the content of the document?

No, the recipient sees the fixed content of the document and can only fill in the fields you’ve prepared. This ensures that each person signs the approved template, not a modified version of it.

What kind of signature is used to sign a document from the form?

You choose the type of signature when configuring the process: standard, advanced, or qualified, in accordance with eIDAS. If regulations require the document to be in writing, select a qualified signature. The recipient can use their own certificate or a one-time qualified signature provided by Autenti.

Can the form be prepared in English?

Yes, you can create the form in any language. You enter the document content and field labels in the language the recipient needs, such as English or Spanish.

Do the forms integrate with HR and payroll systems?

At this time, there is no direct integration. You can export the data from the form to a CSV file and import it into your system, such as Enova, Symfonia, or Teta. Autenti has announced an API for forms for January 2027.

How long can I test the interactive forms for free?

Until November 2, 2026, as part of the Labs program. Labs is an early access program where you can test the editor and the entire process using your own documents; however, the feature set is still subject to change. After that date, forms will remain available on select plans or as an add-on to a plan.

If your company’s recurring documents still start with an email saying “Please send me your information,” now is a good time to see how the same process works in a single step. Test the interactive forms in Labs and walk through a sample process using your own document.