Actions

Fill and sign documents

Set up the Fill form and Sign actions. Review drafted values and track a signing envelope from the sender's side.
View as Markdown

Two first-party actions produce finished documents. Fill form fills a fillable PDF from your documents. Sign sends a document for e-signature. Configure both from the Document generation entry points in the sidebar. They run like any other action (see Run an action).

Fill form

Set up the template

Open Document generation → Fill form and configure the action:

1

Choose a form template

Use the document picker to select a fillable PDF. Pick from the space’s files or your organization’s templates.

2

Inspect the template

Click “Inspect template” to detect the fillable fields and read their labels (“Analyzing template — detecting fields and reading labels. This can take a minute the first time.”). If the PDF has no fillable fields, CloudRaker can generate them (“This form had no fillable fields; {n} were detected. The names are machine-generated — labels matter.”).

3

Curate the fields

For each detected field, set a label and choose whether to include it. Add a description (“Guidance for filling this field”) to steer how the field is filled. Fields that no longer exist in the template show a “Not in template” badge with a “Remove” button.

4

Save

Saving stores the curated fields on the action’s config. Every later run fills exactly these fields. If you swap the template afterwards, a banner warns: “The template changed since the fields were saved” — inspect again and save to update them.

If you pick a PDF that is not a form, inspection reports: “This PDF has no fillable form fields — pick a fillable form, not a plain document.” Choose a fillable form.

The Fill form field-curation editor after inspecting a vendor onboarding template: the form preview on the left, detected fields on the right with a label, a section, an include toggle, and a collapsible Hint

Fill and review at run time

When you run the action, the AI assistant drafts values for the included fields from the run’s documents. It then pauses for your review. The run page shows “Review form values” (“The values below were drafted from your documents. Edit anything, then produce.”). Correct any wrong value, then click “Produce document.”

The produced document is flattened and locked. You cannot edit it as a form afterwards. Review the values carefully before you produce the document.

Sign

Set up signers and placement

Open Document generation → Sign and configure the action. Set two things:

  • Signers. Standing signers are added to every run. Per-run signers are chosen when you launch the run (“Standing signers are added to every Sign run. Per-run signers are chosen when you launch the run.”).
  • Placement. Signatures go on a signature certificate page or on tagged placements. For tagged placements, the PDF must contain [Signature 1], [Signature 2], … placeholders, one per signer in order. A run fails if its PDF is missing a placeholder.

Track the envelope

A Sign run’s page shows the “Signatures” envelope panel instead of the generic sections. It shows:

  • Document details — name, size, and mode (“Signature certificate page” or “Tagged placements”).
  • Envelope status — “Awaiting signatures”, “Sealing document”, “Signed”, “Failed”, or “Voided”.
  • The signer roster — each signer with a per-signer status (“Pending” / “Signed”) and a “Standing signer” badge where it applies. Each signer also shows a sub-status such as “Signed {date}”, “Email verified {date}”, or “Invitation sent — not opened yet.”
  • “Resend invitation” — sends a new signing link. The signer’s previous link stops working.
  • “Activity” — a collapsible timeline: Envelope created → Invitation sent → Document opened → Verification code requested → Email verified → Signed → Envelope completed.
  • “Void envelope” — available while signatures are pending. Every signing link stops working immediately, and the run is marked failed.
  • “Download signed document” and “Download audit trail” — available when the envelope is complete.

An expiry line shows when the signing links stop working (“Signing links expire {date}.”).

The Signatures envelope panel awaiting signatures, showing the document and expiry line, a signer roster row with a Pending badge and 'Resend invitation', and the expanded Activity timeline

The signer’s experience

Signing occurs outside this app. Each signer receives an email invitation and signs on an externally hosted signing page. The signer verifies their email with a one-time code, then signs. CloudRaker is the sender’s side only. It tracks the envelope but never shows signer signing links. To document or support the signer flow, work from the invitation email, not from the app.

The recipient-facing signing page: the document preview on the left, and on the right the signature request with the sender's message, the signing parties, and a 'Verify email to sign' button

Redaction actions

The redact PDF and redact audio actions run like any other action from a space’s Actions tab. The redacted file appears under Generated files on the run page. These actions have no dedicated review UI. See Run an action.

Where to go next

Run an action

Launch a fill or sign run over a space’s files.

Files

See where produced documents and templates live.

Actions and the library

Install and configure the Fill form and Sign actions.