There are two types of fillable fields: Sender and Recipient.
- Sender Fields – Filled in by you (as the sender) before sending the document.
- Recipient Fields – Left blank for the recipient to fill as needed.
Fillable fields let you create dynamic documents, inserting variable information directly on the platform.
To use them, leave blank spaces in the document for variable information. Upload it to Signify and replace those spaces with fillable fields. Once saved as a template, you’ll only need to fill in the variable fields each time you send a document.
The fillable fields feature is available in Business Pro and Enterprise packages.
1. Sender Fields
If you're the document initiator and need to fill in variable information, sender fields are the way to go.
When using a template with sender field, the platform will prompt you to complete them at the moment of sending - no need to even open the document.
Sender fields are especially useful when sending templated documents through Quick Send.
2. Recipient Fields
If the recipient needs to provide any information beyond just signing, use recipient fields:
- Each recipient gets their own designated fields, clearly distinguished by color
- Simply assign the right fields based on who needs to fill in the information
Recipients can only interact with their assigned fields—the platform ensures that each recipient can only fill in the fields designated for them.
3. Inserting a Field
To add field to the document, simply click on the desired field and drag it to the right spot. 👇
Easily move or resize fields by dragging the lower right corner.
4. Field Parameters
Each field comes with customizable settings. Simply click on the field, and the settings will appear on the right side. 👇
4.1. Field Details
- Recipient – Assign the field to a specific recipient
- Field Name – Customize the field name to guide the recipient on what to enter
- Field Code – Modify the field code for easy identification when exporting document data as a CSV file
- Required – Mark the field as mandatory or optional
4.2. Formatting
Customize the font, size, and color to match your document's style.
4.3. Field Validations
Field validation gives you more control over what the recipient can enter. You can set rules such as:
- Minimum and maximum character limits
- Restrict input to numbers or letters only
- Define the maximum number of digits allowed
This ensures that fields are filled correctly, reducing errors and keeping document entries accurate.
4.3.1. Validation Types
- Digits Only – Allows recipients to enter only numbers. You can also set minimum and maximum character limits.
- Email – Restricts input to a valid email format (e.g., name@company.com).
- Mobile Number – Requires a proper mobile number format, including a country code for international numbers.
- Custom (RegEx) – If the predefined formats don’t fit your needs, use a custom regex to define your own validation rules.
For example, using the regex ^[a-zA-Z]*$ will allow only Latin letters. Additionally, it's important to provide a field reference so users know the correct way for entering their text.
4.4. Configuring Field Size
Adjust the width and height of a field by entering specific values.
Auto-placement lets you position a field on the last page of a document.
For signature fields, auto-placement can also be done using a keyword.
Keyword-based auto-placement is especially useful when working with templates or when using a template with the "Send with Other (Similar) File" option.
5. Field Values
Frequently used fields like name, email, and personal number are available as predefined fields.
These are essentially text fields with preset validations and names for convenience.
If you don’t find the field you need, simply use the "Text" field and customize its name and validation in the settings.
5.1. Signature Field
A signature field must be placed in the document for all signatory recipients. Approvers, copy recipients, and those with forwarding roles do not have a signature field.
For the Signature Field, the settings allow you to:
- Change the field code, recipient, size, and location.
- Use auto-placement to position it on the last page or place it using a keyword.
5.2. Date
By adding a date, the recipient can quickly mark it on the calendar. In the date field settings, you can:
- Enable validation for future or past dates.
- Modify the field code, recipient, size, and placement.
- Choose to auto-place the date on the last page.
5.3. Date Signed
This field is automatically inserted for the assigned recipient and cannot be modified. In the signature date field settings, you can:
- Edit the field code, recipient, size, and placement.
- Choose auto-placement on the last page.
Note that Date Signed could also apply to approvers.
5.4. Combo Box
For each recipient, you can insert a Combo Box, enabling them to choose from the predefined options you’ve set.
In the settings, you can:
- Modify the field code, recipient, size, and placement.
- Choose auto-placement on the last page.
5.5. Radio Button
A Radio Button allows the recipient to choose one option from the ones you provide. Unlike a checkbox, these options are embedded in the document text.
When adding radio buttons, keep in mind:
- You can insert multiple groups of radio buttons in a document.
- Grouping buttons together ensures that each set follows its own specific rules.
To group radio buttons, select the buttons in the document, then go to the field settings, open the “Radio Button Group” dropdown, and choose a group.
5.6. Checkbox
Checkboxes allow recipients to select multiple options at once. Like radio buttons, they can be grouped to keep related options together.
In the field settings, you can set validation to control how many options the recipient can select. 👇
5.7. Stamp
With this field, you can set the upload area and adjust the size of the stamp or seal displayed on the document.
5.8. File Attachment
This field lets you designate a spot in the document for uploading additional files, both for the recipient and for you as the sender/initiator.
For example, you can attach an invoice before sending the document or upload product photos upon receipt. You can also set a name the field for easy reference.
In the settings, you can choose whether the attached file should be added separately or merged with the main document. The pages will be grouped by document names, allowing you to expand or collapse them as needed.
Attachments can be downloaded from a completed document by:
- Opening the document and clicking on the attachment field.
- Or, from the Documents Space, downloading a document will include all attached files.
That’s it for fillable fields! Ready to put them to work and create a template?
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