Adding Signature Placeholders and Fields
The Set Signature screen allows you to place signature fields and other form components on the document for each participant. This step defines where and how participants will sign or fill information before the envelope is sent for execution.
Screen Overview
The screen is divided into three primary sections:
Document, Participant, and Fields & Components (Left)
Document Preview & Field Placement Area (Center)
Action Controls (Bottom & Top Bar)
1. Documents Panel
Documents
Displays all documents uploaded to the envelope.
Shows document name and page count.
If multiple documents are present, you can switch between them.
Documents are signed in the order defined in the workflow.
2. Select Participant
Participant Selector
Use the Select Participant dropdown to choose the signer or participant for whom fields are being placed.
Fields added while a participant is selected will be assigned only to that participant.
Example shown: John Doe
Each participant must have at least one required field (e.g., Signature) to complete signing.
3. Fields and Components
This section contains all available fields that can be dragged and dropped onto the document.
Signature Fields
Signature – Primary signing field for the participant
Initials – Used for initials at specific locations
Identity & Metadata Fields
Name
Email
Mobile
ID Number
Designation
Department
Date
These fields can be auto-filled or user-entered based on configuration.
Form Fields
Textbox – Free text input
Drop Down – Select from predefined values
Radio Button – Single selection
Checkbox – Multiple selections
Used for agreements requiring additional data capture beyond signatures.
Additional Components
Photo – Capture or upload an image
Stamp – Apply a predefined stamp (if added in profile)
QRCode – Embed a QR code linked to verification data
QR Disclaimer – Displays verification or legal disclaimer text linked to the QR code
4. Document Preview & Field Placement
Drag and Drop Placement
Drag any field from the left panel and drop it onto the document.
Resize and reposition fields using corner handles.
Each field displays action icons:
Settings (⚙️) – Configure field properties (mandatory/optional, format, validation)
Clicking the Settings (⚙️) icon opens the Properties panel, where you can configure additional options for the selected field. The available settings vary depending on the field type.
Common configuration options include:
Select Page – Choose whether the field appears on the current page only or other pages.
Tag Name – Define a unique identifier for data mapping (used in bulk document generation).
Visibility – Control whether the field is visible to the signer (available for select components).
Font & Display Settings – Adjust font style, size, alignment, and color (for text-based fields).
Tab Index – Set the navigation order when moving through fields using the keyboard.
Caption – Add a label or helper text for the field.
QR Inclusion – Specify whether the field value should be embedded into a QR code.
Note: Some advanced options such as Mandatory, Validation, Max Length, and Multiline are available only for specific fields (for example, Textbox) and will appear in the Properties panel only when supported.
Delete (✖) – Remove the field
Signature Appearance
Signature fields visually show how the signature will appear to the signer.
Example includes:
Full signature
Initials
Signer name and signing indicator
5. Toolbar & Navigation Controls
Top Bar
Document Navigation Controls – Move between pages
Click to change appearance – Customize signature appearance (font/style, where permitted)
Bottom Controls
Modify Participants – Go back to edit signer details
Save as Draft – Save the envelope without sending
Next – Proceed to the final step to review and send the envelope
Best Practices
Ensure each signer has at least one mandatory signature field.
Place fields clearly and avoid overlapping content.
Use initials for multi-page documents where required.
Verify participant selection before placing fields.
What Happens Next?
After completing field placement:
The envelope is finalized
Signing requests are sent to participants
Audit trail and completion certificate are automatically generated upon completion
Common Questions
Can I place fields for multiple participants? Yes. Select each participant from the dropdown and place fields separately.
Can fields be optional? Yes. Field properties allow marking fields as optional or mandatory.
Can I edit fields after sending? No. Fields must be finalized before sending the envelope.
Can signature controls be placed on multiple pages? Yes. Signature, initials, and other fields can be placed on any page of the document. This allows signatures or initials to be applied across multi-page documents as required by the workflow.
Can I have both initials and a full signature on the same document for the same user? Yes. A single participant can be assigned both initials and full signature fields within the same document. This is commonly used when initials are required on internal pages and a full signature is required on the final page.
Can I place more than one signature for the same user? Yes. Multiple signature fields can be placed for the same user on a document. Each signature is independently recorded and cryptographically bound to the document.
Are all fields mandatory by default? No. Fields can be configured as mandatory or optional. Mandatory fields must be completed by the participant before the signing process can be completed.
How can I verify a document when it is printed or accessed offline? Printed or offline documents can be verified using embedded QR codes (if enabled), standard PDF signature validation tools, and the completion certificate, which contains document hashes, timestamps, and signer details.
Will the signature remain valid if the document is downloaded or shared? Yes. Once signed, the document is cryptographically sealed. Any changes made to the document after signing will invalidate the signature and be detectable.
Can I move or resize fields after placing them? Yes. Fields can be moved and resized until the envelope is sent. After sending, field placement cannot be modified.
Can different participants sign on different pages of the document? Yes. Fields can be assigned to different participants and placed on different pages according to the defined signing workflow.
How is signer identity captured and recorded? Signer identity is captured through configured authentication mechanisms and recorded in the audit trail along with timestamps, IP address, and document hash.
What happens if a participant skips a mandatory field? The participant will not be able to complete the signing process until all mandatory fields assigned to them are completed.
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