Form Sequences

Some processes need more than one form. An NDA request might start with a business team member filling an intake form, then route to a legal reviewer who fills a review form, then to a manager who fills an approval form. Each person needs different questions, but their answers all relate to the same contract.

Form sequences chain multiple forms together so that completing one form triggers the next in the chain. Data from earlier forms can be surfaced in later forms, and the entire sequence is tracked as a single workflow.

A form sequence is an ordered list of forms that execute as a workflow. Each form in the sequence is sent to a specific user (or role), and the sequence tracks which forms are completed and which are pending.

Sequences are managed in the Sequences tab on the Manage Forms page.

There are three execution patterns:

Forms are sent one at a time, in order. The second form is only sent after the first is submitted, the third after the second, and so on.

Use when: Each step depends on the previous step’s output. The reviewer needs to see the requester’s answers before filling their portion.

All forms are sent simultaneously. Each recipient can fill their form independently, in any order.

Use when: Multiple people need to provide information, but their answers don’t depend on each other. For example, collecting inputs from legal, finance, and compliance at the same time.

The first form is sent first. Once it’s submitted, all remaining forms are sent simultaneously.

Use when: The initial request needs to be completed before others can respond, but the subsequent steps are independent of each other. For example, a requester fills intake details first, then legal and compliance review in parallel.

Step-through All steps

Step 1 of 3

1

Open the Sequences tab

Go to **Manage Forms** and click the **Sequences** tab. You'll see any existing sequences listed here.

2

Click Add Sequence

Click **Add Sequence** in the top right. A configuration panel opens.

3

Configure the sequence

Enter a **Name** for the sequence. Select the **Type**: Linear (one at a time, in order), Parallel (all at once), or Linear-first (first form first, then remaining forms in parallel). Click **Add form** to add forms to the sequence, selecting from your available forms. For linear sequences, drag forms to set the execution order. Click **Save** when done.

Previous Step 1 of 3 Next

By default, each form in a sequence uses the standard notification email. You can override the email template per form to customize the message each recipient receives.

For each form in a sequence, you can toggle Hide in hub summary. Hidden forms don’t appear in the contracting hub’s entry summary view. This is useful for internal review forms that the requester shouldn’t see.

Select one form as the Pinned form. This form’s entry is highlighted in the contract summary view, making it easy for approvers to see the most relevant information at a glance.

Later forms in a sequence can display values from earlier forms using output fields configured with:

• Show previous sequence result - Display the output from the previous form’s submission
• Sequence entry position - Pull data from a specific form in the sequence (by position number, 1-based)
• Show contract - Display the generated contract document inline

This lets a reviewer see what the requester entered without switching between screens.

If an earlier form in the sequence generates a contract, later forms can pre-fill fields with that contract’s property values. This is configured via the reverse contract property setting on individual fields.

For example, if Form 1 creates a contract with a “Governing Law” property set to “Singapore,” Form 2 can display a pre-filled “Governing Law” field showing “Singapore” for the reviewer to confirm or update.

When a form in a sequence is submitted, any fields with contract property mappings update the existing contract’s properties. This means each form in the sequence can add or modify contract metadata.

1. Initiation - A workflow or manual action triggers the sequence. A FormEntrySequence record is created linking all form entries together.
2. Form delivery - Forms are sent to their assigned users via email, based on the sequence type (one at a time for linear, all at once for parallel).
3. Submission - Each user fills and submits their form. For linear sequences, submitting one form triggers delivery of the next.
4. Completion - When all forms in the sequence are submitted, Pactly fires a “form sequence completed” workflow event. This can trigger further actions (e.g., move the contract to “Approved” status).

Each form in a sequence can be assigned to:

• Contract owner - The user who owns the associated contract
• Contract requester - The user who submitted the original request
• Form submitter - The user who submitted the previous form
• Workflow event user - A user determined by the triggering workflow
• Party role - A user from the contract’s party records (e.g., “our_representative”)
• Specific user - A named Pactly user

When you delete a sequence:

• Completed entries are de-associated from the sequence (they remain accessible but are no longer linked)
• Pending entries are deleted (they hadn’t been submitted yet)
• The sequence definition is removed

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