File every completed waiver in one audit folder
Each completed waiver lands as a dated record in a restricted OneDrive folder, ready for the day someone asks for it.
New submission on your contract or verification form
Write the completed waiver to a text file in a restricted OneDrive folder, one record per participant
One-directional. A submission triggers the action — nothing is written back into your form.
Waivers only matter on the day someone asks for one. An insurer, a venue, or a parent wants the copy for a specific date, and the answer has to be better than a search through a shared inbox.
Gyms, climbing walls, activity centres and event organisers keep this running all season. Each submission becomes one dated file in a folder only the operations team can open, so a request for last March's waivers is a matter of sorting the folder rather than reconstructing anything.
Setting it up
- 1
Publish the Liability Waiver Form template and put its link or QR code at the sign-in desk, so participants complete it before the activity rather than on a clipboard afterwards.
- 2
In Zapier, build a Zap on formformform's New Submission trigger and select the waiver form.
- 3
Add OneDrive as the action app, choose Create New Text File, and connect the Microsoft account that owns your operations drive.
- 4
Create the /Waivers folder in OneDrive first and set its sharing so only the operations team can open it — files the Zap creates inside inherit that permission.
- 5
Name each file with Date Signed first and Participant Full Name second, so a season's folder falls into date order with no further work.
- 6
Write the body so the record stands on its own: the Acknowledgment wording as the participant saw it, then Typed Signature and Date Signed, then the emergency and medical block.
- 7
Add a Zapier filter that stops the Zap when Acknowledgment is empty, so a partial waiver never creates a file that looks like a completed one.
- 8
Run a test waiver, confirm it lands in /Waivers with the permissions you expect, delete the test, then turn the Zap on.
What maps where
Using the Liability Waiver Form as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | OneDrive |
|---|---|
| Date Signed | Front of the OneDrive file name, so the folder sorts into date order |
| Participant Full Name | Rest of the file name, and the first line of the record |
| Typed Signature | Body of the record, directly beneath the date |
| Acknowledgment | Body, recording exactly which terms the participant ticked |
| Medical Conditions or Allergies (if any) | Body, below the acknowledgment block |
| Emergency Contact Name | Body, in the block staff need to reach on the day |
Variations worth knowing
Set the path from the Zapier submission date so /Waivers/2026 fills itself and the previous year can be archived off the drive in one move. Operations teams working to a defined retention period find deleting a whole year simpler than deleting a filtered selection.
An Outlook step after the OneDrive action can email the same text back to Email Address. The participant keeps a record of what they agreed to, and the request for a copy several weeks later stops arriving at the front desk.
If something isn't arriving
Keep both. Date Signed at the front of the file name makes the later one obvious, and the earlier waiver is still worth holding for the date it actually covers rather than deleting on sight.
Point the OneDrive step at /Waivers/Test while you are building, and change the path only when you turn the Zap on. If tests are already filed, add a filter on Email Address so your own domain writes elsewhere.
Frequently asked questions
Is a waiver completed on a form a legally binding signature?
Treat it as recorded agreement, not an executed signature. formformform captures the participant's typed name and their tick against your terms; there are no e-signature fields. Whether that satisfies your insurer is a question for whoever advises you on liability.
Can I stop the rest of the company opening the waiver folder?
Set the permissions on /Waivers in OneDrive before you turn the Zap on. Files created inside it inherit the folder's access, so restricting the folder once restricts everything that arrives later. Check it with a colleague's account rather than assuming.
How long should waiver files be kept in OneDrive?
That is your retention decision, not something the Zap settles. GDPR asks you to keep personal data no longer than you need it, so agree a period with whoever handles your insurance and delete older years on a schedule. EU hosting is available if that matters.
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Every help desk submission appends a line to one shared Dropbox text file, so the team reads the day's requests in order.
Build the form first
The automation needs somewhere to fire from. Publish a form, connect it once, and every submission from then on runs this flow.
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