SignNow - Add Field, Labels and Roles to Document
Add Fields, Labels and Roles to Document
Providing fields on a document will transform a document into an electronically fillable and signable document. This section will guide the setup of adding different fields types to a document. Below are some important definitions to keep in mind when building out a document.
Fields are used on a document for various purposes; to collect signatures, information from the Signer, dates, check box and personal info to name a few.
Magic Fields is a function of SignNow that auto populates a form with Text and Signature Fields. This feature works best on documents that contain underlines like ‘Name: ________________’ as opposed to fillable PDFs. After initiating the Magic Fields command, please review the document to make sure that the field types are as expected and make changes as needed.
Required Fields are fields that signers must provide data (date, name, text, signature…) prior to submitting the form. The user will not be able to finalize a form until all required fields have been completed.
Labels are used to provide the Signer with a short description of the field and can be used to define like fields that collect the same information, such as Address or Name. For example, if you label two fields with ‘Address’, the Signer will only have to fill out one ‘Address’ field and the other ‘Address’ field will populate with the same information. This function allows for data to auto cascade across multi document in a signing event. Please note: the signer must fill out the first field and then click in the second field for data to populate and Labels are case-sensitive.
Prefilled Text is used to provide the signer with information that has been predetermined by the sender.
Roles are used to provide specific individuals with the explicit task when filling out and signing a document. For example, ‘Signer1’ would only have access to a signature field or text field that has an assigned Role of ‘Signer1’ and ‘Signer2’ would only have permissions to fill out fields that has an indicated Role of ‘Signer2’.
- In the ‘Documents’ folder, click on the file name you want to add fields and labels (such as first and last name, signature, date, address and so on)
- Selecting ‘Magic Fields’ under ‘Options’ will auto populate a document with fields
- Once SignNow identifies the potential fields click ‘Import Fields’
- Each field that is added to the document will come across as ‘Text Field’
- Add a Label to each Field (Participant’s Name, Permanent Address, City, State, …)
- Review the entire document to verify that all fields have been added
- Add ‘Required’ to every field that must be filled out
- Add Data and Text validations to the fields that require a specific format (i.e. email address)
- Click ‘Done’ in the upper right corner when you have applied all text and signature fields to the document
- Note: If the uploaded file is a pdf and has defined fields, SignNow will auto populate the form with Text Fields
- With a Word document you will have to manually add the fields to the document
- If you Merge a Word document with a PDF document that has fillable fields, SignNow will not auto populate the form with Text Fields or Signature Fields