Add form components

SigningHub enables you to add basic form components (i.e. Name, Email, Job title, Company, Text Field, Text Area, Date, Radio Button, Check box, and Add Text) in a document to acquire additional information from a recipient. These fields are normally associated with a specific recipient in a document approval workflow, and can also be made mandatory for a particular recipient to fill-in before signing. When supplied, such information becomes the permanent part of a signed PDF document. Adding form components is subject to your assigned enterprise user role. If you are willing to use this provision, ask your Enterprise Admin to enable the respective fields in your Role>Document Settings. SigningHub embeds fonts, graphics, annotations, and other necessary content within a PDF file to make your documents fully compliant with the PDF/A-1b standard. This content embedding is required by ISO 19005-1 and is usually associated with a document's visual appearance. However, a processed PDF through SigningHub may show non-compliance with the PDF/A-1b standard, when a Date field or a transparent PNG image is rendered in it.

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Add a form field

1. Select the document from the information panel's 'Pages' tab, on which a form field is required from a recipient.

2. Select the recipient from the information panel's 'Recipients' tab, for whom you want to add a form field.

3. Click the form field, and drop it on the document.

   • Click the "Name", "Email", "Job title", "Company", "Text Field", "Text Area", "Date", "Radio Button", "Check box", and/ or "Add Text" options, one by one and drop it on the document as required. A blank text field will be added for each option (form field) in the document.

   • When you add any form fields in a document for yourself, the fields will be auto-filled with the available data in the system.

   • However, this is only applicable when the workflow type is either "Serial", "Parallel", or "Custom".

4. You can drag and drop the added fields anywhere in the document by using your mouse. The grid lines will assist you in better alignment of fields accordingly. Resize the field with respect to its height and width or use the bottom right corner to resize it diagonally as required. Now single-click on the field, and click the 'Properties' to view and edit its details. SigningHub will remember the field size and all its set properties (i.e. Font type, font size, mandatory, length, etc.) for new fields of the same group accordingly when added to the same documents package. This implies the size and properties set for a Name field will be available for all the Name fields, the size and properties set for an Email field will be available for all the Email fields, and so on.

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Delete a form field

1. Click on the field in the document to delete, and select the "Remove" option. The field will be removed from the document.

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Form fields

Fields	Description
Name	It is a text field that is used to get a recipient's name in your document. SigningHub automatically picks the assigned recipient's name from their profile and populates in this field in editable mode, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Email	It is a text field that is used to get a recipient's email in your document. SigningHub automatically picks the assigned recipient's email from their profile and populates in this field in editable mode, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Job Title	It is a text field that is used to get a recipient's job title in your document. SigningHub automatically picks the assigned recipient's job title from their profile and populates in this field in editable mode, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Company	It is a text field that is used to get a recipient's company name in your document. SigningHub automatically picks the assigned recipient's company name from their profile and populates in this field in editable mode, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Text Field	It is a text field that is used to get any single line information from a recipient in your document. This field is shown blank to the assigned recipient, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Text Area	It is a text area that is used to get some additional description (multi-line) from a recipient in your document. This field is shown blank to the assigned recipient, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Date	It is a date field that is used to get any particular date from a recipient in your document. By default SigningHub displays current date in this field to the assigned recipient, which they can edit while processing your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Radio Button	A radio button is used in situations where a recipient can only select one option from a list of options in your document. If marked mandatory, SigningHub will enforce the assigned recipient to select one option before processing.
Checkbox	A checkbox is used in situations where a recipient can select multiple options from a list of options. They can also be used when you want a recipient to accept/ agree to any statement in your document. If marked mandatory, SigningHub will enforce the assigned recipient to select the checkbox before processing.
Add Text	This option will enable you to add some additional text in your PDF document before sharing it with recipients. Specify the text in the field as required and click . Once saved, the text cannot be deleted from the document.
Save and Cancel buttons	Click the "Save" button to save the configurations, or click the "Cancel" button to close this dialog.

1. You can only edit the on-screen dimensions but not the PDF dimensions.

2. If the "Restrict users from editing fields" option is selected in the document owner's role settings, the job title and/or company form fields assigned to the document owner or logged-in user will be disabled in draft mode, according to the role configuration.

3. Even if the "Restrict users from editing fields" option is selected in the document owner's role settings, the job title and or company form fields will still be enabled in draft mode if the signing order is set to "Individual."

4. If the "Restrict user from editing fields" option is enabled in the user's role and the user is auto provisioned through Microsoft Active Directory, any mismatch between their job title and or company in Microsoft Active Directory and SigningHub's Personal Configurations will result in the values from Microsoft Active Directory being mapped onto SigningHub, except when the values in Microsoft Active Directory are empty or null.

5. If the "Restrict users from editing fields" option is enabled in the user's role and the user is provisioned through Azure Active Directory or via SCIM provisioning through Azure Active Directory, any mismatch between their job title and or company in Azure Active Directory and SigningHub's Personal Configurations will result in the values from Azure Active Directory being mapped onto SigningHub, except when the values in Azure Active Directory are empty or null.

6. The workflow may get stuck if the role restricts editing of the fields, the recipient is a guest or does not have a job title or company name set in their profile, and the job title or company name fields are marked as mandatory by the document owner in the field settings.

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Form field properties

Properties	Description
Assigned to	Property to show the recipient name to whom this field has been assigned. You can re-assign the field to any other configured recipient of the workflow.
Field Name	Its an auto-generated (unique) field name that is used when you need to fill in this form field through the API calls. You can change the name as required, but make sure the uniqueness of a field name is not compromised, i.e. two or more fields in a document cannot have the same field name. This field is only available as far as the status of a document is Draft.
Font Type	Property to select the font type (i.e. Courier or Helvetica) in which this field is required to be filled in by the recipient. The system will remember the selected font for the new form fields as well.
Field Type	This property will only appear against a text field. It is used to define the input type (i.e. Text or Numeric) that is required to be filled in by the recipient.
Font Size	Property to select the font size in which this field is required to be filled in by the recipient. The system will remember the selected font size for the new form fields as well.
Placeholder	Property to specify a caption to facilitate the recipient in comprehending this field. The specified placeholder will be displayed within this field to the recipient, e.g. you can display the "Official Email ID" text in an Email field, "Designation" in a Job Title field, etc.
Allowed Length	Property to specify the maximum number of characters, the recipient can enter in this field. By default it is set to 1000 characters. However for Text Area, the default field length is 5000 characters.
Validation	From the drop-down, the user can select ' None' or "Mandatory' validation options. When the 'Mandatory' option is selected, SigningHub enforces the recipient to fill this field before signing the document.
Locale	This property appears in the settings for a date field and text field (in case of a text field, it only appears when you set the 'Field Type' to 'Number'). By default, the locale is set according to the user’s language, Arabic for Arabic users, and English for all others. Locale can also be manually updated through the drop-down. Once the field becomes part of the PDF, the selected locale is embedded and remains unchanged regardless of where the document is opened.
Date Format	This property appears in the settings when you add a date field to your document. Choose a format from the list in which date input is required from the recipient. SigningHub supports 21 international date formats and also a custom date format, i.e. ddmmmyyyy (without space). By default, the drop-down will show the US date format to the US-based users, and the UK date format to the users outside the US, according to the set Country in your profile. However, you may change the default value as required. When you share a document, SigningHub will get the date value from the recipient according to the selected date field format.
Group Name	This property is appeared in the settings when you add a radio button in your document. Specify a group name to create a mutually exclusive set of controls. It is useful when only one selection is required from a list of available options. When you set this property, the recipient can select only one option (Radio button) in the specified group at a time.
Dimensions	Use this tab to relatively set the on-screen and PDF coordinates/ position (Left, Top, Width & Height) of this form field. However you can also manually move the field to the desired position in a document through drag and drop, and these coordinates will be updated accordingly. These coordinates are only available as far as the status of a document is Draft. Note: You can only edit the on-screen dimensions but not the PDF dimensions. The width and height of on-screen dimensions for check box or radio button are also not editable.
Save and Cancel buttons	Click the "Save" button to save the configurations, or click the "Cancel" button to close the dialog.

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1. A document recipient can be assigned multiple form fields.

2. In case a form field is not assigned to any recipient, then all recipients in the workflow can enter text in that field before processing the document.

3. When a document owner adds any form fields for themself in a DRAFT document, the fields will be auto filled with the available data in their profile. However, this is not applicable to the "Individual" workflows.

4. When a document (with the assigned form fields) is opened in the PENDING mode for signing, the relevant data (i.e. Name, Email, Job, Company, etc) will be automatically populated in the form fields (editable) from the recipient's profile (i.e. Settings > Profile). The Date form field is always filled with the current date (i.e. Today's date) in editable mode.