Submissions

Submissions are generated when clients submit from a form or API - see Download Integration Contract in the Forms section. When a submission is created, it is automatically set to open, and a task is created. The submission will display with 'new' in the list until that submission is selected.

The submissions are assigned to the team that the form specifies. This allows any Team Members that open the Submission List to work with the records in their view.

Submission Record

Record Select Checkbox is used for 'Bulk Download' and 'Bulk Delete'.

Form is the form from which the form submission originated.

Team is the team that the submission is assigned and this was set by the form's team membership.

Requestor the client that submitted the form.

Date Columns Open occurs when the submission is created, or when the submission is reopened. Once a submission is set to Completed, the Opened date will be empty. Pending will remove the date from In Progress. In Progress date is set for any task that is started.

Description Use to describe the submission. Select to update description.

Comments Comments are cumulative. The submission displays the last comment, and selecting from the status displays the status and comment history. Select Comment to add a comment.

Status Status is cumulative. The submission displays the last status and selecting displays the status and comment history. Status is automatically updated as actions occur.

Operations

Submission Details Work with document, attachments, and other information submitted by requestor and team members with all versions.

Open Shortcut opens the form with the most recent submission and allows updates. A version history is stored for form input data, and generated documents are stored for each submission.

Create and Manage Tasks allows team members to assign task, approval, request information, pend, close, and reopen submissions.

Reassign to Different Team allows team members to reassign the submission to a different team.

Delete Submission removes all the submission data from the system.

Renewals

A submission can have up to two renewals, shown as links on the Submission record under Renewals: a Submission Renewal and a Signature Renewal. The Scope field on the renewal dialog identifies which one is being edited — submission or signature — and is read‑only. Selecting either link opens the renewal for that scope, where the due date, frequency, and notification settings are configured.

Name and Description label the renewal for your own reference and do not affect notifications.

Frequency Unit is fixed to month and is read‑only. Frequency Units is the number of months between each renewal — up to 240 (20 years) — and is used together with Renewal Due Date to calculate the next due date.

Renew advances the Renewal Due Date forward by the configured Frequency Units from the current due date, without saving any other changes. Submit saves the renewal, including any updated due date.

Name the Email Is From, Renewal Notify Email Address, Renewal Email Subject, and Renewal Email Message configure the notification that is sent as the due date approaches. Multiple notify addresses can be entered.

Notification Schedule The system monitors renewal due dates and automatically emails the configured recipients, with a link back to the submission, on the following schedule relative to the Renewal Due Date:

• 30 days before due
• 14 days before due
• 2 days before due
• On the due date
• 1 day after due (late)
• 2 days after due (late)

Tasks

Tasks are used to assign work to submissions. Tasks also display in the calendar.

• Assign a submission to a team member.
• Request approval from team member or client.
• Request additional information from a team member or client.
• Pend, open, or close a submission.
• Send for signature.

Task Record

Form the type of form that the submission was created.

Description is the submission description.

Team is the team that was assigned to the submission which either defaulted to the form team or submission reassigned team.

Requestor the client that submitted or updated submission.

Created is the date the task was created.

Due is the date a user sets when creating the task.

Statement is text that is either system generated or or manually entered by the person that created the task.

Assigned is the user the task is assigned.

Completed is the date that is automatically recorded when the task is completed.

Response is a user's response that is applied using .

Operations

Submission Details Work with document, attachments, and other information submitted by requestor and team members with all versions.

Edit Task allows user to review task and update with a response.

eSignature Overview

PDF Text Tags Syntax

To make a PDF template eSignature‑ready, embed standard text tags into your document before uploading. The system scans PDFs for the following Tag Field Types:

Supported Tag Field Types

Append numbers to group tags by signer (e.g., 1 for Signer 1, 2 for Signer 2). Any mix of tags can be present for each signer — for example, Signer 1 may require signature, date, and full name, while Signer 2 only requires signature and date.

Starting From an External Document (Document Setup)

Open Document Setup and drop in one or more PDF or Word (.docx) files — Word documents are converted to PDF automatically. Each document is scanned for the tag syntax above and handled one of two ways:

• Already Tagged: If a document already contains tags — for example, a file exported from another system with \s1\, \n1\, etc. embedded — Document Setup automatically detects every tag, confirms the number of signers found, and lets you proceed straight to routing.
• Not Yet Tagged: If no tags are found, Document Setup asks how many signers are needed and lets you place each field directly on the page by dragging it into position — Signature, Full Name, Date Signed, Initials, and the other field types from the table above. Placed fields are written into the document the same way as if it had arrived pre‑tagged.

An envelope is limited to 20 documents with a combined size of 300MB across all of them together — there is no per-document size limit, so a single very large document (a full schematic set, for example) is fine as long as the whole envelope stays under the aggregate ceiling. Document Setup shows a live running total as files are added, and blocks anything that would push the envelope over either limit. Uploads that exceed a few megabytes are automatically transferred in small pieces behind the scenes so the browser doesn't time out — there's nothing to configure for this; it just happens for larger envelopes.

Either path leads into the same Set Signing Order & Routing step described next. From there, the request behaves exactly like any other eSignature routing: it lands as a standard Submission in the Submissions portal, and the same signer authentication, status lifecycle, audit trail, and administrator tracking described in the rest of this section apply identically regardless of which path started it.

Starting From an Internal Form Submission (Document Review and Workflow)

eSignature requests can also start directly from filling out one of your own forms — no separate Document Setup step required. This applies to any form whose generated document should be routed for signature.

1. Select the form from the Form Workflows list (for example, Contact Information) to open it for filling.
2. Complete the form and submit it. The user lands directly on the Document Review and Workflow dialog, showing the document generated from the submission.
3. If the document is tagged — see the tag syntax above — select Start Signature Process. The Set Signing Order & Routing dialog described next opens immediately, pre‑populated with the signers detected in the document.
4. If the document does not contain any signature tags, Start Signature Process is replaced with Add Signature Fields. Selecting it opens a panel where you set the number of signers, then select a field type — Signature, Full Name, Date Signed, Initials, and the other field types from the table above — and drag it onto the document. Placed fields can be repositioned by dragging, or removed with the × on the field, and are color‑coded and labeled per signer so fields for different signers stay easy to tell apart. Selecting Done — Continue to Routing writes the placed fields into the document and opens Set Signing Order & Routing, exactly as the tagged path does.
5. Submission Task is unrelated to the signing process — use it to communicate with other consumers of the submission's output, independent of whether a signature is ever requested.
6. Selecting Download PDF saves the current generated document without starting a signature request. Closing the dialog without selecting either signature option leaves the submission unaffected — a signature request can still be started later.

From here, the request behaves exactly like any other eSignature routing: it lands as a standard Submission in the Submissions portal, and the same signer authentication, status lifecycle, audit trail, and administrator tracking described in the rest of this section apply identically regardless of which path started it.

Set Signing Order & Routing

This dialog is the shared next step for both paths above — it opens automatically from Start Signature Process or Add Signature Fields → Done. It can also be opened later for a submission that was created without immediately starting a signature request:

1. Navigate to the Submissions page.
2. Locate the target submission and select the Signature icon from the Operations column.
3. If a signing order has not yet been set for this submission, the Set Signing Order & Routing dialog opens.

The dialog displays the Document Target (the submission being routed) and the Initiator (the logged‑in user), both set automatically. Below that, specify each signer in sequential workflow execution order:

• Order — the sequence number (1, 2, 3…). Signer 2 cannot open the document until Signer 1 completes signing, and so on down the line.
• Role / Position — labels each signer's function on the document (for example, Primary Signer, Approving Field Officer, Approving Regional Officer).
• Signer Name and Signer Email Address — required for every signer added to the routing order.
• Instructions — optional, signer‑specific notes. Select 'Next Field' or select a highlighted field on the document to auto‑populate this.

Select Start Signature Process to send the document to the first signer in the order. Only Signer 1 is notified initially; each subsequent signer is notified automatically once the prior signer completes.

Signer Authentication & Signing Experience

Each signer receives a delivery email containing a secure link. The signing experience is fully hosted — signers do not need a Genie Snap account.

• Email Link + OTP: Opening the link requires the signer to authenticate with a one‑time passcode (OTP) sent to their email before the document becomes accessible.
• Document Review: The signing page highlights only the fields tagged for the current signer (for example, Full Name, Sign, Date Signed). Fields tagged for other signers remain visible but inactive.
• Next Field: Steps the signer through each of their required fields in order.
• Complete Signing: Enabled once all of that signer's required fields are completed. Submitting advances the workflow to the next signer in the order, or finalizes the document if this was the last signer.
• Contact Sender: Lets the signer message the initiator directly from the signing page with questions.

Tracking, Resending, and Aborting

Selecting the Signature icon on a submission that already has a signing order opens Existing Signing Order & Routing instead of the setup dialog, showing a live status table for every signer:

• Delivered — timestamp the signing request was emailed to that signer.
• Opened — timestamp the signer opened and authenticated into the document.
• Signed — timestamp the signer completed and submitted their signature.

Each column reads Pending until that step occurs for that signer. From this dialog:

• Abort Signing Process: Cancels the routing entirely. No further signers are notified and the document does not complete. Use this to correct a wrong signer, replace a document, or cancel a request that is no longer needed.
• Resend to Active Recipient: Re‑sends the delivery email/link to whichever signer is currently active in the order, without disturbing signers who have already completed their step.
• Tracking History: Opens the full Comment and Task Status History log for the submission, showing every eSign status transition with user, timestamp, and message.

The real‑time status of the signing workflow is continuously reflected in the Submissions list.

Submission Status Lifecycle

eSignature status updates automatically as each signer completes, and is visible directly in the Submission's Status column and Comment/Task History:

1. Submission created
2. eSign Started — routing has been set and the first signer notified.
3. eSign #N Signed by [Name] ([email]) — repeats for each signer in order as they complete.
4. eSign #[final] Signed... and eSign is Complete — all signers have completed; the submission's Completed indicator updates.

Signature Files & Audit Trail

From Submission Details → Signatures, every generated artifact for the signature routing is available for download. A discrete file is captured at each signer's step, so the complete signing history — not just the final result — remains available for review at any time.

Each signature routing also generates a downloadable Audit Log (CSV), tied to the document's unique ID, recording every step:

Together, the per‑signer signed files and the Audit Log form a tamper‑evident, chronological chain of custody suitable for compliance, legal, and regulated‑industry recordkeeping — generated automatically, with no separate eSignature vendor or integration required.

Administrator File Access

Administrators can select the Submission's Description link at any time to open the complete Submission Details modal. From here, admins can:

• View and download all intermediate and final signed files, and the Audit Log.
• Resend the completed, executed document to the requestor or any signer.
• Review Form, Files, and Tasks tabs alongside Signatures for full submission context.

Todo List

Todo list is used to set personal tasks. Todos also display in the calendar

Todo Record

Form the type of form that submission was created.

Description is the submission description.

Team is the team that was assigned to the submission which either defaulted to the form's team or submission reassigned team.

Requestor the client that submitted or updated submission.

Created is the date the task was created.

Due is the date a user sets when creating the task.

Statement is text that is either system generated or or manually entered by the person that created the task.

Assigned is the user the task is assigned.

Completed is the date that is automatically recorded when the task is completed.

Response is a user's response that is applied using .

Operations

Submission Details Work with document, attachments, and other information submitted by requestor and team members with all versions.

Edit Task allows user to review task and update with a response. Not available for Todo.

Open Details Work with document, attachments, and other information submitted by requestor and team members with all versions. Not available for Todo.

Notifications

Notifications are automatically set by the system when a task or todo is due or near due.

Notification Record

Created is the date the notification was created.

Due is the task or todo due date.

Status is either Due or Late.

Type is either Task or Todo.

Title is displayed for those items having a title.

Description for the Task is what is set on the response and for the Todo is the Todo's description.

Note is applied by selecting .

Operations

Delete Notification delete the notification, but if the Task or Todo is still due, the notification will generate on next cycle.

Edit Notification review the notification and apply notes.

Edit Task go to the Task related to this notification.

Edit Task go to the Task related to this notification.

Calendar

The calendar displays tasks that are assigned to you and your team, and displays the todos you have set for yourself. The calendar is accessible by selecting from the main menu, or by selecting the date located near the top right corner.

Teams

Portals

The Dashboard is the initial landing area for all users other than user selecting Forms from links or Forms from Portals. When a user lands in the Dashboard, information is collated for that user. The user is then provided with a view of all related submissions, tasks, todos, and notifications. The user's access is controlled by team membership.

Integrations and API

Authorization: Bearer [apiKey]

[
    { "Name": "_webGenieDocumentGenerateIgnoreValidation", "Value": "True" },     // leave alone
    { "Name": "_webGenieReferenceDocument", "Value": "[base64 of document 1 - the lead document]" },
    { "Name": "_webGenieFileName", "Value": "NDA.pdf" },
    { "Name": "_genieApplicationVersion", "Value": "1" },                        // leave alone
    { "Name": "_webGenieParser", "Value": "{{,}}" },                             // leave alone
    { "Name": "_webGenieValidation", "Value": "" },                              // leave alone
    { "Name": "_webGenieDataContract", "Value": "" },                            // leave alone
    { "Name": "_genieId", "Value": "00000000-0000-0000-0000-000000000000" },     // leave alone
    { "Name": "_genieVersion", "Value": "1" },                                   // leave alone
    { "Name": "_genieSubmissionVersion", "Value": "1" },                         // leave alone
    { "Name": "_genieFormHREF", "Value": "" },                                   // leave alone
    {
        "Name": "_webGenieDocuments",
        "Value": "[{\"Order\":1,\"Title\":\"NDA\",\"FileName\":\"NDA.pdf\",\"FileBase64\":\"[base64 of document 1]\"},{\"Order\":2,\"Title\":\"Exhibit A\",\"FileName\":\"ExhibitA.pdf\",\"FileBase64\":\"[base64 of document 2]\"}]"
    },
    {
        "Name": "_signers",
        "Value": "[{\"Order\": 1, \"Role\": \"Signer 1\", \"Name\": \"Joe\", \"Email\": \"[email protected]\", \"Instructions\": \"Please click 'Next Field' or select a highlighted area to complete your document review.\"}, {\"Order\": 2, \"Role\": \"Signer 2\", \"Name\": \"Sally\", \"Email\": \"[email protected]\", \"Instructions\": \"Please click 'Next Field' or select a highlighted area to complete your document review.\"}]"
    }
]

Event Integrations

Genie Snap supports four integration event types that are in addition to API and web form get integration. Each type is designed to automate a different part of your workflow: External Lookup Lists, Internal Submission Generators, Outbound Push Email, and Outbound Push Integrations. These integrations run automatically when submissions are created or updated, depending on your configuration and the external lookup list is on demand.

External Lookup List

External Lookup Lists allow your forms to retrieve data from external APIs. These lists appear as selectable integrations inside the Form Wizard and populate dropdowns dynamically.

Configuration Steps

• Step 1: Select External Lookup List from the Integration Type dropdown.
• Step 2: Enter Name and Description.
• Step 3: Choose GET or POST.
• Step 4: Enter the URL Endpoint.
• Step 5: Enter URL Credentials in JSON format. Example: {"username":"apiuser","password":"apipass"}
• Step 6: For POST requests, provide:
  • POST Body (JSON)
  • POST Content Type
• Step 7: Configure:
  • List Display Column — the field shown in the dropdown
  • List Value Column — the value stored when selected
  • List Filter Column — optional filter field
• Step 8: Select Update to save.
• Step 9: Select Test to validate the API.

{
                        "pageSize": "80",
                        "pageNumber": "1"
                    }

Expected API Response Format:

{
                        "items": [
                            { "name": "name 1", "value": "value 1" },
                            { "name": "name 2", "value": "value 2" }
                        ]
                    }

Internal Submission Generator

Internal Submission Generators create or update submissions in another form automatically. This is useful for chaining workflows, generating contracts, or creating downstream records.

Configuration Steps

• Step 1: Select Internal Submission Generator.
• Step 2: Choose the Source Form and Target Form.
• Step 3: Select Create to generate the mapping.
• Step 4: Edit the integration:
  • Name
  • Description
  • On Create and/or On Update
  • Map Source Fields to Target Fields
• Step 5: Select Update to save.
• Step 6: Select Test to validate mapping compatibility.

Outbound Push Email

Outbound Push Email sends automated emails when submissions are created or updated. Emails may include JSON data, generated documents, or both.

Configuration Steps

• Step 1: Select Outbound Push Email.
• Step 2: Enter:
  • Name
  • Description
  • On Create and/or On Update
  • To Email Address
  • Name (recipient name)
  • Subject
  • Body
  • Include JSON and/or Include Document
• Step 3: Select Update to save.
• Step 4: Select Test to validate configuration.

Outbound Push Integration

Outbound Push Integrations send submission data to external systems via webhook endpoints. These integrations support JSON payloads, document payloads, or both. The submission ID, form ID, form name, transaction type ('create', 'update', 'Test Transaction'), and the payload or JSON that is selected.

Configuration Steps

• Step 1: Create the integration by entering:
  • Name
  • Description
  • Type = Outbound Push Integration
  • Source Form
• Step 2: Edit the integration:
  • Name
  • Description
  • On Create and/or On Update
  • POST (required for payload)
  • URL Endpoint
  • Credentials (use {} if none)
  • Include JSON and/or Include Document
• Step 3: Select Update to save.
• Step 4: Select Test to send a test payload.

Test Payload Result Format:

{
                        "submissionId": "00000000-0000-0000-0000-000000000000",
                        "formUniqueId": "...",
                        "transactionType": "Test Transaction",
                        "formName": "...",
                        "jsonData": {
                            "fileName": "data.json",
                            "base64": "..."
                        },
                        "document": {
                            "fileName": "document.txt",
                            "base64": "..."
                        }
                    }

Activation

After configuring any integration, return to the Integrations list and toggle the Active column. Only active integrations will run during submission events.

Account Delete