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Home > Configuring Personal Settings > Managing your workflow templates > Configuring recipient information fields in a template

Configuring recipient information fields in a template

SigningHub enables you to add certain form fields (i.e. Name, Email, Job title, Company, Date, etc.) in a template to acquire additional information from a recipient. These fields are normally associated with a specific signer/ reviewer in a document approval workflow, and can also be made mandatory for a particular recipient to fill-in before signing. When specified, such information becomes the permanent part of a signed PDF document. 

To add recipient's information fields in a template,
  1. In case of a personal template, click the "Settings" option from the top menu.
    Or in case of an enterprise template, click the "Enterprise" option from the top menu.
  2. Click the "Templates" option from the right menu.
  3. Click  from the main grid header. The "Create Template" dialog will appear.
  4. Specify template name and description in the respective fields.
  5. Click the "Select Document" button and browse the template document. The selected document will be opened to configure template details, as shown below. 

Please follow the numbering to learn the step by step process of adding form fields for the signer. 

  1. Add the recipients and/ or placeholders as required. The recipients will be added under "Workflow Details" (see step 2). 
  2. The list of added recipients and placeholders is maintained accordingly under the "Workflow Details" caption.
  3. Click the "Next>" button to continue.



  4. Select a signer from the "Workflow Details" caption, to add an exclusive signature field for them. The form fields cannot be added without adding the signature field. In case of selecting a reviewer, signature field will not be required. 
  5. After selecting the signer (see step 4), click the "Digital Signature" or the "Electronic Signature" option as required, and drop it on the document. A signature field with the signer name is added on the document.
  6. In case of an electronic signature, the signature field is marked with "Electronic Signature", while for digital signature the signature field is marked with "Digital Signature".
  7. Click the "Name", "Email", "Job Title", "Add Company", "Date", "Text Field" option (as required) and drop it on the document. A blank text field will be added for each option (form field) in the document. A document recipient can be assigned multiple form fields.
  8. The added form fields of the recipient. You can drag and drop these fields anywhere in the document by using mouse. Also use the bottom right corner to re-size the field as required. See the below image and table for respective fields description.
    Now take the cursor to any form field, and click  to view and edit its details, or click  to delete the field. The form field will also show the assignee name (recipient) upon taking over the cursor. To remove this association, click the red cross icon  . The unassigned form fields can be filled in by all the configured recipients of the workflow.
  9. Click the "Save Template>" button to continue, or click "<Back" to navigate the previous screen for reconfiguration.
  10. The "Save Template" screen will appear, edit template name and description if required and click the "Save" button to save these configurations.

Editing form fields:



Form Fields Table
Fields 
Description
Assigned to
Field to show the recipient name (signer/ reviewer) to whom this field has been assigned. You can re-assign the field to any other configured recipient of the workflow.
Font Type Field to select the font type (i.e. Times Roman, Helvetica, etc.) for the recipient to fill this form. The system will remember the selected font for the new form fields as well.
Font Size Field to select the font size for the recipient to fill this form. The system will remember the selected font size for the new form fields as well.
Allowed Length
Field to specify the maximum number of characters, the recipient can enter in this field. By default it is set to 1000 characters.
Required Tick it to mark this field as mandatory. In this case SigningHub will enforce the recipient to fill in the field before signing the document.
Save and Cancel buttons
Click the "Save" button to save the configurations, or click the "Cancel" button to close the dialog.


1. In case a form field is not assigned to any recipient, then all recipients in the workflow can enter text in that field before singing the document.
2. ‚ÄčTo experience the exact settings, it is recommended to use the template (being created) on the same documents. The actual positions of configured signature/ initials/ in-person fields may alter, if this template is applied on different type or size of documents. 



See also


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