Submission Form - Additional Forms

Use the Additional Form field type when you need someone other than the submitter, such as a reference, recommender, or outside reviewer, to fill in a separate form. The submitter will be prompted to enter the recipient's email address, and the system will email that person with a secure link to access and complete the form.

This is especially useful when collecting letters of recommendation, external evaluations, or signed acknowledgments.
The recipient does not need an account to complete the form, and multiple forms can be added if more than one reference is required.

The Additional Form can be configured at the time the call is created or later in the process when you are building the submission form.

Once in the call, click the Template tab and under the Submission phase, click "Edit". Scroll down to the Submission Form section and click on the "Edit Form" button.

Once here, locate or create the section to which you want to add the "Additional Form" field. Click on the "Add Field" button and then select "View all field types":

This will bring up a pop-up showing all the available field types. Scroll down to select "Additional Form":

This will add the field and show all available configuration options. Here is a breakdown of each section:

Subject: Title of the field as it will appear to submitters. Example: "First Reference Request". Description: Optional guidance to explain who the submitter should add and what will be asked of the recipient. Field Options: Includes Optional, Hide from submitter, Hide in blind review, and Clear field value when hidden by skip logic. Recipient Form: The form that will be emailed to the recipient (we’ll cover this below). Instructions for the Submitter: Explain how the recipient will be contacted and what is expected. Recipient Email - Subject: The subject line of the email sent to the recipient. Use "@" placeholders such as @Call name or @Recipient name. Email Content: Body of the email to the recipient. You can use merge fields to personalize the message and include the form link. Additional Information About Recipient: Enable options to ask for the recipient’s name and comment. These are required if you use their corresponding placeholders. Can Submitter See Form Response?: Toggle to control whether the submitter can view the recipient’s responses. Email Blind Copy: Optionally BCC a specific email address when the invitation email is sent.

Creating the Form

Click "Create Form" to build the form the recipient will complete.

Name the form to identify it later, then click "Add" to begin adding fields.

If the field you need isn’t shown immediately, click "View all field types".

The recipient form supports all standard field types except Additional Form (nested forms are not supported).

Add all desired fields, click "Save" when complete. A preview will appear. You can click "Edit" to modify the form or use the “x” to close.

Recipient Subject and Email Body

You can use placeholders to personalize the subject and body of the recipient email.

The example below uses @Recipient name and @Call name in the subject, and @Submitter first name, @Submitter last name, @Organization name, and @Link to recipient form in the body.

You can continue editing your form until you’ve added all the necessary fields. When ready, click "Save" at the bottom of the main submission form builder.

Submitter's Perspective

The Additional Form will appear as a field within the submission form.
The submitter will see the Description, Instructions, and fields to enter the recipient’s email and other information as configured.

Recipient's Perspective

Once a submission is completed, the recipient receives the email configured in the field settings:

Notice the placeholders have been replaced with the correct values based on the submission.

Clicking the form link takes the recipient to the reference form:

Remember: The recipient does not need an account to complete the form.

Administrator's Perspective

Administrators can monitor the status of Additional Form submissions.
If needed, they can access the form link directly to resend it or troubleshoot delivery issues.

Once the recipient has submitted the form, the status will change to "Completed" and a "View Response" button will appear:

Clicking the button shows the recipient's responses:

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