This guide takes you from uploading a PDF form to sending the filled copy to a client for signature. It's for advisers, paraplanners and admin staff who complete provider and firm forms for clients. You don't need to pick meetings, files or notes before Marloo fills a form: it looks up what it needs from the client's record and everything captured from their meetings, files and notes, then shows you where every answer came from.
Upload your firm's forms
Your form library is at Templates > Forms (the page is titled Form templates). It's shared across the firm, so each form only needs uploading once.
Go to Templates > Forms.
Click New form template, or drag PDFs anywhere on the page. You can upload several at once. Each PDF must be under 30 MB.
Wait while the processing card shows. The form then appears in the library.
PDFs you can't type into (flat PDFs) are fine: Marloo converts them into a fillable form first.
Password-protected PDFs are rejected. Remove the password and try again.
If Marloo can't make a PDF fillable, it shows "This form cannot be filled digitally" and asks for an interactive PDF, not a scanned or printed copy.
Set up a template once
Click a form in the library to open it. Every field is shown on the PDF.
Type a value into a field to pre-fill it on every form from that template (firm name, an adviser name that never changes). Marloo then doesn't try to fill it.
Right-click a field and turn off Enabled to have Marloo leave it blank on every fill. Hovering shows "Left blank by Marloo". Turn Enabled back on to reverse it.
Use the Marloo AI chat panel on the right. Help me set up my form template reads the whole template and suggests which fields to pre-fill and which to leave blank; it changes nothing until you tell it which suggestions you want. A direct request ("leave the trust section blank") is applied straight away. Which fields are pre-filled or left blank? lists the current setup.
Changes save automatically about a second after you stop typing, and the status shows All changes saved. There is no Save button.
Set up signing on the template
Do this once per form template. Every send from that template then starts with the recipients and fields ready.
Go to Templates > Forms, open the template and click Configure in the header. A tick next to it means a setup already exists.
Check the Add recipients panel. The Client recipient is there by default. Click Add recipient to add others and choose a role: Client, Adviser, Other signatory (named when you send) or Receives a copy.
For signing in turn, click Set signing order and put recipients in steps. Each step waits for the one before, for example the adviser signs first, then the client.
Click Choose fields, then click a field on the form to set its recipient and type: Signature, Initials or Date signed, or Text, Checkbox, Dropdown or Select one for the signer to fill in. Only a checkbox can be left empty. Marloo may already have placed signature and date fields for the client.
Click Save. Every field needs a recipient and every recipient a field. The Configure button then shows a tick.
Full detail is in Send forms and documents for signature with Docusign.
Fill forms for a client
Open the client and go to the Forms tab.
Click New (on a client with no forms yet, New form).
In Choose forms, pick one or several forms, up to 10 at once, then click Next. At the limit you'll see "You can fill up to 10 forms at once".
In Anything else Marloo should know?, add optional instructions (client preferences, fee structures, provider details). Type them or dictate with the microphone.
Click Fill form (or Fill 3 forms for several).
Forms fill in the background, so you can leave and do something else. The card on the client's Forms tab shows Processing... while it runs. Open a form while it's filling to watch the answers appear on the PDF; fields are locked until it finishes. Pre-filled template values are kept and switched-off fields are left blank.
On a client group, the Forms tab works the same and adds a member picker, so the form is filled for the group or a selected member.
If a fill stops part-way, the form says "The fill stopped before it finished. Ask Marloo in the chat to carry on."
Fill forms from Ask Marloo
You can also ask Ask Marloo, either on a client's chat ("Can you fill out the client intake risk assessment form?") or from the main Chat by naming the client ("...for Alice Long"). Marloo starts straight away; it only asks back if the form or client name matches nothing or more than one, or no client is named. You can request up to 10 forms at once. The chat shows Form filling started and a card for each form.
Check where each answer came from
Open a filled form. Review marks are on by default; the eye icon labelled Review in the header turns them on and off.
Each filled field is colour-coded:
Green Cited: taken from a source.
Blue Inferred: worked out from the client's information.
Red Conflict: sources disagree, so check it.
Grey Entered by you.
Click a field to see why Marloo entered it and its sources.
Click a source to open the file, meeting or client record it came from, such as the fact find.
Edit any field directly on the form. It saves automatically as you leave the field or pick an option.
The form's Marloo AI chat can also help: ask Which fields are still blank, and why?, Where did the values in this form come from? or Fill the blank fields from the client's record.
Note: Treat a filled form as a strong first draft. Check the red and blue fields before sending.
Manage filled forms
The three-dot menu on a filled form card gives you Download (PDF only), Send via Docusign, View prompt and Delete. Deleting removes the form for everyone and can't be undone. Filled forms are visible to anyone on the team with access to that client.
Send for signature with Docusign
Click Prepare on a completed filled form. Marloo fills the recipients from the client record, following the recipients set on the form template: the client (each group member in turn) and their adviser, or you if they have no adviser. If someone still needs choosing, such as an Other signatory, the recipients step opens first. Edit recipients changes who signs.
Check the Choose fields panel, which lists each recipient and their fields, such as Signature and Date. Click a field on the form to set its recipient and type: Signature, Initials or Date signed, or Text, Checkbox, Dropdown or Select one for the signer to fill in. Tick Save changes to template to keep the field changes for next time.
Click Send and choose how it goes out:
Send now emails each signatory a link to sign. Check the Subject, add an optional Message and click Send.
Create draft envelope keeps it in your Docusign drafts so you can add other documents first. Nothing is emailed yet.
Add to existing envelope adds it to one of your recent Docusign drafts. Forms for the same client can share a draft envelope, which is how several forms reach the client together. Nothing is emailed yet.
The form then shows Out for signature, or Open in Docusign if it went into a draft. To finish a draft, click Open in Docusign and send it from Docusign.
Signing fields go out blank and the form's other answers are fixed in the PDF the signer sees. The form is read-only while out for signature. The card on the client's Forms tab shows the signing status: Out for signature, In draft envelope, Signed, Declined, Expired or Voided. When everyone has signed, Marloo saves the signed PDF with Docusign's certificate of completion on the form.
Note: If the button reads Connect Docusign, connect it first. Every team member connects Docusign in their own Marloo login, even if the firm shares one Docusign account. Connecting, recipients, signing order, field types, envelopes and statuses are covered in Send forms and documents for signature with Docusign.
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Send forms and documents for signature with Docusign - connecting Docusign, recipients, signing order, field types and envelope statuses
How Client View works in Marloo - the client record Marloo fills forms from
A file, meeting or insight is missing from a client - if a form comes back blank where you expected an answer