Adding Fields

A transaction is the experience of a OneSpan Sign user as they review, accept, sign, and potentially download documents. The sender of a transaction generally performs the procedures in the following sections:

• Creating a Transaction
• Adding Documents to a Transaction
• Adding Recipients to a Transaction
• Configuring Recipient Authentication
• Adding Fields to a Document
• Managing Transaction Reminders

 

Adding Fields to a Document

Fields enable the placement of additional data in a document at the time of signing. Like signature fields, non-signature fields can be placed anywhere inside a document. Nonetheless, each field is linked to a particular signature. Only the signer of that signature can assign or change the field's value. Once the signature is signed, however, the value of the field cannot be changed by anyone.

You cannot add fields to: (1) documents that are Accept Only; (2) the Electronic Consent form; (3) documents in an accessible transaction.

To add fields to an active document:

1. Click the <Name of Recipient> from the RECIPIENTS section of the Prepare Transaction page.
   
2. Drag and drop the desired fields (e.g., Signature) from the FIELDS section onto the document. The Available Fields are described below.
   

You can duplicate a field by clicking it, and selecting Duplicate from the Field Settings pane. The new field will duplicate the original field's properties (Is required, Is optional, default value, list values, max characters), but its Field Name will be reset to empty.

You can collectively align multiple fields to the top, bottom, left, or right. Press the keyboard CTRL button + right-click to select multiple fields. Use the menu at the top of the document to align the fields to the top, bottom, left, or right.

3. Optional: Configure conditional logic among some or all of the fields you added to the document in the previous step. How to do so is described in the section below called Conditional Fields.
4. Repeat Steps 1-3 for all other relevant recipients.
5. Click SEND TO SIGN.
   
6. On the confirmation popup, click SEND. A popup now says Transaction created successfully!

An email or SMS notification will be sent to all recipients when it is their turn to sign.

For more information:

• About signing a sent document, see Signers.
• On working with the Prepare Transaction page, see Preparing Transactions and New.

Available Fields

The FIELDS section of the Document Designer page contains every field that can be added to a document for a given recipient. There are Signature Fields to collect a variety of recipient signature types and initials. There are also Form-Building Fields to collect informational responses from the recipients on the documents attached to the transaction.

Signature Fields

When you drop these form-building fields into the document, the Field Settings panel displays to the right of the document. In this panel, you can name the field and specify which recipient(s) must complete the field.

Field	Usage	Notes
Signature Used to collect a signature from a recipient. The following signature types are available: Click to Sign Capture Signature Mobile Signature Optional Signature
Click to Sign	Upon clicking in this field, the recipient's name is stamped on the signature field at the time of signing. This is the default signature type.	Select this type of signature from the Field Settings panel to the right of the document.
Capture Signature	The recipient draws their signature using their mouse or another input device. The drawing of the signature is stamped on the signature field at the time of signing.	The signer can also choose to sign on a mobile device such as a smart phone if the sender has Mobile Capture enabled on their account. Select this type of signature from the Field Settings panel to the right of the document.
Mobile Signature	The recipient receives a link via email that redirects them to open the document on their mobile phone. The recipient is then required to draw their signature using their finger or a stylus. The drawing of the signature is then stamped on the box.	Mobile Capture must first be enabled on your account. Select this type of signature from the Field Settings panel to the right of the document.
Optional Signature	Signatures can be specified as "optional" for any of the above three signature types, or for the Signer Initials described in the next bullet. If this flag is set, a recipient is not obliged to sign all of their signatures inside a transaction's documents before completing the transaction.	Optional Signature must first be enabled on your account. An autofield associated with an optional signature will appear only if the latter is signed. A Form Field associated with an optional signature will be retained on a transaction even if the signature is not signed. A signer must "confirm" a transaction before the system will retain the signer's optional signatures or Form Fields within the transaction's documents. Senders on mobile applications (iOS or Android) cannot create optional signatures. Consent documents cannot be optional. If a document contains only unsigned optional signatures (and no other signatures), its header says: Review & optionally sign this document. If a document contains only signed optional signatures: (1) its header says Ready to confirm; (2) its footer says Please Confirm to complete signing. If a document contains only optional signatures AND they are not all signed, its footer says Click Continue to proceed without signing.
Signer Initials	At the time of signing, the recipient's initials are stamped on the signature field.
Signing Date	Displays the date and time when the signature field was signed.	The date and time-stamp are hard-coded by the system and do not require input from the recipient.
Signer Name	Displays the recipient's name as it was entered on the transaction.
Signer Title:	Displays the title of the recipient as it was entered on the transaction.	Since this is an optional field on the transaction, it is only available if the information is provided on the transaction.
Signer Company	Displays the recipient's company as it was entered on the transaction.	Since this is an optional field on the transaction, it is only available if the information is provided on the transaction.

A default signature type can be configured for the Signature field by contacting our Support Team. The available defaults are Click to Sign, Capture Signature, and Mobile Capture.

Form-Building Fields

When you drop these form-building fields into the document, the Field Settings panel displays to the right of the document.

Field	Usage	Field Settings
Text Field	This field accepts any text entered by the signer prior to signing.	Field Name Recipient: specify which signer(s) must complete the field. Default Value Is Required: to make the field mandatory at signing.
Text Area	This is a multiline area that accepts any text entered by the signer prior to signing.	Field Name Recipient: to specify which signer(s) must complete the field. Default Value Is Required: to make the field mandatory at signing.
Checkbox	This is a simple check box that the signer can either select or clear. Use check boxes when you want to allow signers to choose more than one option in the list.	Field Name Recipient: to specify which signer(s) must complete the field. Default Value: toggle On to check the box by default. Is Required: to make the field mandatory at signing.
Radio	Radio buttons enable signers to select one of many predefined options. Use radio buttons when you want signers to choose only one option. Use a Radio Group to to associate radio buttons together on a document. You can identify one button in the group as the Default (ensuring that it will be pre-selected).	Field Name Recipient: to specify which signers must complete the field. Radio Group: to associate radio buttons together. Default Value: toggle On to pre-select this radio button on a document. Is Required: to make the field mandatory at signing.
List	This is a drop-down list that offers multiple predefined options. The signer can choose one option from the list. Once that option is selected, only that option is displayed, thus minimizing the amount of space this element occupies on the screen.	Field Name Recipient: to specify which signers must complete the field. List: Enter the items that should be available in the drop-down list, one item per line. Default Value: pre-populates the drop-down list with one of the options. Is Required: to ensure the signer selects one item from the list.
Label	This is a READ-ONLY label that will be stamped on the PDF.	Field Name Recipient: to specify which signers must complete the field. Default Value
Custom Fields	These fields are populated at the time of signing with data. Custom Fields are created for an entire account, and an account can have any number of Custom Fields.	If the sender has defined a value for their custom fields, as described in the Custom Fields section of the My Account page, then that value will be used in the Signing Ceremony. If the sender has not defined a value for their custom field, a default value can be defined by your administrator, which will be used in the transaction.

For all the above fields except Capture Signature, Mobile Signature, Radio and Checkbox, the Field Settings pane has a Field Formatting section that specifies a font size for the field (i.e., the font size that will be used for text in the field when the parent document is printed). The options are: (1) a specific font size; (2) Auto-fit (which will scale the text to fill its input box); (3) Inherit from parent (this is the default, and will use the font size defined at the transaction/template level).

Conditional Fields

Conditional Fields enable Senders to configure IF-THEN conditional logic among two or more fields in a document. For example:

• You can specify that IF a highlighted Text Field is not empty, THEN a particular Signature Field will be enabled — i.e., the signer must add text to the Text Field before they can sign the Signature Field.
• You can specify that IF a highlighted Checkbox is checked, THEN all other fields in the document will be enabled — i.e., the signer must check the Checkbox before they can interact with any of the document's other fields.

• Conditions cannot be applied to Custom Fields, Notary Fields, Auto-populated Fields (e.g., Name, Title, Date), Labels, or attachments.
• Conditional logic cannot be applied across documents or across signers.
• This feature is also available via the REST API and SDKs, but not via the Classic User Experience.

The following procedure describes how to configure conditional logic among a document's fields.

Prerequisites

• Create a transaction, add documents to it, and then add signers.

Action

To configure conditional logic among fields added to a document:

1. Add fields to your document. Conditional logic requires that: (1) you add more than one field; (2) at least one of the added fields be of type Text Field, Text Area, Checkbox, Radio, or List.

Conditional logic can act on all five of the above types, as well as on Signatures and Signer Initials types.

2. Click an added Text Field, Text Area, Checkbox, Radio, or List field that you want to use as the IF part of your desired conditional logic. A FIELD SETTINGS pane appears on the right of your screen.

If you have a narrow screen, getting the FIELD SETTINGS pane to appear may require clicking three vertically aligned dots on the upper right of your screen.

3. In that pane, expand the Conditional Logic tab.
4. Configure the conditional logic you want between the field chosen in Step 2 and the document's other fields. The following table indicates which conditions are available for the various field types.

Available Conditions	Field Type	Description
IF ...
Empty/Not empty	Text Field, Text Area	Determines if a Text Field or Text Area must be empty or not empty (in the IF part of your conditional logic)
Checked/Unchecked	Checkbox, Radio	Determines if a Checkbox or Radio Button must be checked or unchecked (in the IF part of your conditional logic)
<Any Item in a List>	List	This is a specified item from the list of items in your highlighted List field. The signer must select this value to satisfy the IF part of your conditional logic.
THEN ...
Enable/Disable	All	Determines if the selected field will be enabled or disabled (in the THEN part of your conditional logic). This therefore determines if the signer will be able to interact with that field.
Make required	All	Determines if the selected field will be required (in the THEN part of your conditional logic). This therefore determines if the signer will be required to interact with that field.
Make optional	All	Determines if the selected field will be optional (in the THEN part of your conditional logic). This therefore determines if the signer may optionally interact with that field.

5. Click Save. Small icons appear on the right edge of all the fields that have been configured with conditional logic.

Video: How to use Optional Signatures