Filling Documents

When a recipient receives a document invitation, they're taken to a fill page where they complete the form and optionally sign the document.

The fill experience

Accessing the form

Recipients access the fill page via:

• Email invitation — A unique link sent to their email
• Public link — A shareable URL for public templates
• Direct link — Shared via chat, SMS, or other channels

No Crove account is required to fill a document.

Form layout

The fill page shows:

• Document header — Template name and workspace branding
• Form fields — Only the fields assigned to the recipient's role
• Progress indicator — For multi-page forms
• Submit button — Finalize and submit the response

Auto-save

As recipients fill the form, their progress is automatically saved. If they close the browser and return later, their previous answers are preserved.

Validation

Fields are validated in real-time:

• Required fields are highlighted if left empty
• Format validation (email, phone, URL) shows inline errors
• Min/max constraints are enforced before submission
• Custom pattern matching provides specific error messages

Multi-page forms

For templates with multiple form pages:

1. Fields are organized across pages
2. Next and Previous buttons navigate between pages
3. Per-page validation runs before advancing
4. A progress bar shows how much is left

Conditional fields

Fields with visibility conditions appear dynamically:

• When a trigger field changes value, dependent fields show or hide
• Hidden fields don't require submission
• The form adjusts layout smoothly

Example: Selecting "Business" in an account type dropdown reveals "Company Name", "Tax ID", and "Business Registration" fields.

Multi-party filling

In documents with multiple recipients:

Sequential workflow

1. The first recipient in the signing order receives their invitation
2. They complete their fields and submit
3. The next recipient is automatically notified via email
4. Each subsequent recipient sees previously filled data (if configured)
5. The process continues until all recipients have submitted

Parallel workflow

All recipients receive invitations simultaneously and can fill their portions independently.

Role-based fields

Each recipient only sees the form fields assigned to their role. A sales rep sees pricing fields; the client sees their personal information fields.

Submission

When the recipient clicks Submit:

1. All required fields are validated
2. The response is saved permanently
3. If signatures are required, the signing flow begins (see E-Signatures)
4. The document owner is notified of the submission
5. If configured, the respondent is redirected to a custom URL

After submission

Depending on the document settings, respondents can:

• View confirmation — See a success message
• Download PDF — Get the completed document as a PDF
• Edit response — Return to make changes (if allowed by the document owner)

Respondent permissions

Document owners control what respondents can do:

Tracking respondent activity

Every respondent action is tracked in the document activity log:

• Invitation sent — When the email was sent
• Document opened — When the respondent first opened the link
• Form started — When they began filling fields
• Response submitted — When they clicked Submit
• Signature completed — When they signed (if applicable)

All events include timestamps and are available in the audit trail.