Can I use eForms for different types of documents like equipment certifications, job sign-offs, and artwork approvals?

Absolutely - eForms are designed to handle any type of form or documentation you need. Create templates for equipment inspection certificates with fields for serial numbers, test results, and compliance checks. Build job sign-off forms that collect customer satisfaction ratings, final installation photos, and approval signatures. Design artwork approval forms where customers can view proposed designs and either approve or request changes with specific feedback. Set up delivery confirmation forms, safety checklists, risk assessments, or any other document your business requires. Each form template can be completely customised with the fields, sections, logic, and branding appropriate for that specific use case. You're not limited to certain types of forms or restricted to predetermined templates. Whether you need a simple one-question satisfaction survey or a complex multi-section installation certificate with repeating equipment tests, conditional questions, photo requirements, and multiple signatures, eForms handle it all. Create as many different form types as you need and use the right one for each situation.

What happens if someone starts filling out an eForm but doesn't complete it?

The eForm saves their progress automatically, and they can return to complete it anytime using the same link you originally sent. When they reopen the form, all their previous answers are still there exactly as they entered them, so they continue where they left off rather than starting over from the beginning. You can see from your dashboard that they've started but not completed the form, and you know exactly how far they progressed. This is where Zigaflow's automated chasing becomes valuable. Your chaser emails and SMS reminders continue sending at the intervals you configured until the form is marked as complete. The reminders can even reference that they've already started, encouraging them to take two minutes to finish rather than letting it slip through the cracks. If someone completely forgets about a partially completed form, your chasers ensure it gets back on their radar without you manually following up. You also have the option to manually resend the form link at any time if someone mentions they can't find the original email.

How do conditional questions work in eForms?

Conditional questions (also called conditional logic or branching) mean certain questions only appear based on how someone answered a previous question. For example, if someone answers "Yes" to "Did you encounter any issues during installation?", additional questions appear asking them to describe the issues and upload photos. If they answer "No", those detailed questions remain hidden and they continue to the next section. This keeps forms short and relevant for each specific situation. Setting up conditional logic in Zigaflow is straightforward. When creating or editing your form template, you specify which questions depend on which previous answers. You choose the trigger question, define the condition (like "if answer equals Yes" or "if answer is not empty"), and select which questions should show or hide based on that condition. You can create multiple conditional branches, so different answer paths lead to different follow-up questions. This makes your forms intelligent and adaptive, asking only the relevant questions for each unique situation while keeping the experience simple and fast for whoever is completing the form.

Can I collect photos or file uploads with eForms?

Yes, you can add file upload fields anywhere in your eForm where you need customers, suppliers, or team members to submit photos, documents, or other files. This is particularly useful for before-and-after installation photos, equipment serial number plates, completed paperwork that needs to be photographed, damage documentation, or any visual evidence you need to collect and store with the job record. When someone completes an eForm on their phone, they can take a photo directly using their camera or select existing images from their photo library. The photos upload automatically as part of the form submission. On desktop computers, people can drag and drop files or browse their computer to select what they want to upload. All uploaded files attach to the completed eForm and the parent job record, so you have visual documentation immediately accessible alongside the form responses. You can specify whether a photo field is required or optional, add instructions like "please photograph the serial number plate," and allow single or multiple file uploads per field depending on what you need to collect.

Can I require multiple signatures on one eForm?

Yes, eForms support multiple signature fields in a single form, which is essential when you need approvals from multiple parties or different types of sign-offs on the same document. Common scenarios include a technician signing to confirm work completion and a customer signing to approve the results, or a team member and supervisor both signing a safety check, or multiple stakeholders signing off on design specifications before production begins. When creating your form template, add as many signature sections as you need and label each one clearly ("Customer Signature," "Technician Signature," "Manager Approval," etc.). You can make each signature required or optional and include a date field alongside each signature to capture when each person signed. The generated PDF document includes all signatures with their labels and dates, creating a complete record of who approved what. You control who receives the form link and can send it to multiple people simultaneously or in sequence, depending on whether signatures need to happen in a specific order or can occur independently.

Do people need a Zigaflow account to complete an eForm I send them?

No - recipients don't need a Zigaflow account, don't need to download an app, and don't need to remember any passwords. When you send an eForm, Zigaflow generates a unique, secure link specific to that form and that recipient. They simply click the link in the email or SMS you sent, and the form opens directly in their web browser. They can be using an iPhone, Android phone, tablet, or desktop computer - it works immediately on any device without requiring installation or login. This frictionless experience is crucial for customer-facing forms. The last thing you want is a customer struggling with account creation or app downloads when you need a quick signature or approval. They click, they complete, they submit - that's it. The security of the unique link ensures that only the intended recipient can access and complete that specific form, while the simplicity of not requiring an account ensures maximum completion rates. Your team who create and manage eForms need Zigaflow accounts, but everyone you send forms to does not.

How do automated chaser emails work for eForms?

When you send an eForm, you set up an automated chasing schedule that continues until the recipient completes the form. You define the intervals - for example, send the first reminder 2 days after the initial send, then another reminder 4 days later, then a final reminder 7 days after that. Zigaflow automatically sends these reminders without you manually following up or remembering to send additional emails. The chaser emails can be customised with your message, and they include the form link so recipients can click directly from the reminder. You also have the option to send automated SMS reminders alongside email chasers for even higher completion rates, particularly useful for urgent forms. The chasing stops automatically once someone completes and submits the form, so they don't receive unnecessary reminders. You see the complete history of when the initial form was sent, when each chaser was automatically sent, when the recipient opened emails, and when they completed the form. If you need to adjust the chasing schedule or send a manual reminder outside the automated sequence, you can do that from the eForm record at any time.

Digital

Replace Paperwork with Intelligent Digital Forms

Create custom forms for sign-offs, approvals, and data collection that work on any device with automated chasing and instant documentation.

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85%

Average time saved on form processing - from creation and distribution through completion and filing - eliminating hours of admin work every week.

95%

Reduction in lost or incomplete documentation, building bulletproof audit trails and compliance records that protect your business.

70%

Faster customer approval cycles when eForms replace email attachments and paper forms, improving cash flow through quicker invoicing.

What is it?

What is Zigaflow eForms?

Zigaflow eForms is a digital form builder designed for businesses that need to collect signatures, approvals, and data from customers, suppliers, and team members without the chaos of paper forms and email attachments. Instead of printing forms, chasing signatures, and manually entering responses into your system, you create intelligent digital forms that work on any device, automatically chase recipients until completion, and flow data directly back into your business records without anyone touching it.

You design your form using an easy-to-use builder, adding the fields you need like text boxes, checkboxes, photo uploads, up to two signature fields, and date selectors. Once your form template is ready, Zigaflow automatically creates it from any job, quote, or project and pre-fills all the customer and project details for you. Send it to your customer, supplier, or team member with one click, and Zigaflow automatically chases them if they haven't completed it. When they fill it out on any device - phone, tablet, or computer - their responses flow directly back into your system and generate a professional PDF that attaches to the job.

The time you save is immediate and measurable. Your team stops printing, scanning, and manually entering form responses. Your customers can approve artwork or sign off on installations from their phone while standing on-site, eliminating delays. Your finance team sees exactly which jobs have customer sign-off and which need chasing. You build a complete audit trail showing who approved what and when, which matters when customers question charges months later or when you need compliance documentation for regulatory reviews.

Unlike standalone form builders that create disconnected data silos, Zigaflow eForms are natively connected to your entire business workflow. The same form that collects a customer signature automatically updates job status, triggers invoice generation, sends team notifications, and creates compliance reports - all without integration headaches or data syncing delays. Everything from simple one-question satisfaction surveys to complex multi-section equipment certification forms with conditional logic, up to two signatures, and photo requirements can be created in minutes without technical skills or developer involvement.

What you can do

✓

Build custom digital forms without writing any code

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Embed forms on your website to capture leads automatically

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Completed submissions feed straight into your Zigaflow pipeline

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Conditional logic for smart, context-aware form fields

✓

Capture photos, file uploads, and e-signatures

✓

Auto-create leads, jobs, or records from submissions

✓

The problem

Your technician is standing on a customer's site trying to complete an inspection form on their phone, but the form doesn't display properly on the small screen. Fields overlap, required photos won't upload on their cellular connection, or the signature box is too small to sign legibly. They give up and make notes on paper, planning to fill out the form properly when they're back at the office - except that rarely happens promptly, and when it does, they've forgotten details. The mobile experience is so frustrating that your team avoids using forms in the field, defeating the whole purpose of having digital forms.

How Zigaflow fixes it

Zigaflow eForms are built mobile-first, automatically adapting to any screen size. On a phone, fields stack vertically and signature areas expand to fill the screen for easy signing with a finger. Photo uploads work smoothly even on cellular connections, with the system automatically compressing large images before sending. Your technicians complete forms on-site while the job details are fresh, collecting signatures, taking photos, and recording inspection results in a few minutes. The form looks and works identically whether they're using a phone, tablet, or desktop computer, so there's no friction and no excuses for not completing documentation immediately. For even more powerful mobile data collection with offline capability, check out the eForms App for field teams.

How it works

From setup to results in minutes

Design Your Form

Start with a pre-built template or create one from scratch using the drag-and-drop builder. Add text fields for information, checkboxes for confirmations, date pickers for schedules, file upload areas for photos, and signature sections for approvals. Organise questions into logical sections and set up conditional logic so certain questions only appear based on previous answers. Apply your company branding with your logo and colours. Set which sections customers can duplicate if they need to record information about multiple items. Save your template and it's ready to use on any job or project.

Generate From Records

Navigate to any <a href="/features/jobs">job</a>, <a href="/features/quotes">quote</a>, or project and select "Create eForm" from your template library. Zigaflow automatically pre-fills all customer details, job information, and any relevant product or service data from the parent record. You don't type in information that already exists in your system - it flows in automatically. Review the pre-filled information, add any job-specific notes or instructions in the designated areas, and choose whether to send it immediately or prepare it for sending later. The form is created and ready to send in seconds, not minutes.

Email With One Click

Click "Send eForm" and Zigaflow emails your customer, supplier, or team member a simple link to complete the form. The email is branded with your company details and includes any instructions you specified. Recipients don't need to create an account, download an app, or remember a password - they just click the link and the form opens in their web browser on any device. Set up automated chaser emails and SMS reminders that send at intervals you choose until the form is completed. You see when the email is opened and when the recipient views the form.

Fill Out Anywhere

Your recipient opens the link on their phone, tablet, or computer and sees a clean, professional form with clear instructions. They fill in text answers, select from dropdown options, upload photos directly from their phone's camera, and sign with their finger or mouse in the signature areas. If they need to duplicate a section to record information about multiple items, they click the duplicate button and additional copies of that section appear. They can save progress and return later or complete everything in one session. When finished, they click "Submit" and their responses send instantly.

Instant Documentation

The moment someone submits an eForm, you receive a notification and their responses appear in Zigaflow. Every answer, photo, and signature automatically attaches to the parent <a href="/features/jobs">job</a> or <a href="/features/quotes">quote</a> without you doing anything. Zigaflow generates a professional PDF document from the responses using your custom template, complete with your branding, formatted beautifully, and including all photos and signatures. This PDF automatically saves with the job and can be emailed to customers or included in compliance reports. Your records update instantly and you can move forward with <a href="/features/invoices">invoicing</a>, scheduling, or next steps immediately.

Common questions

Frequently asked

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Features that work with eForms

Jobs/Orders

Track every job from quote acceptance through completion with automated workflows. eForms connect directly to jobs, automatically attaching sign-offs and documentation.

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Share eForms and digital sign-off requests via WhatsApp, with completed forms logging to the job record the moment the client submits.

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Quotes

Create professional quotes with automated pricing and e-signature acceptance. Use eForms to collect specifications before quoting for accurate proposals.

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