Help center / Sending documents

Several signers and automatic fields

Find signature lines, Find fields with AI, text tags, form fields, and "Who signs where".

When a document goes to several people, each signature, name and date box has to belong to the right person. Sign Officially can place them for you and work out who signs where.

Fields placed for you

On the Place fields step, the right panel has Place fields automatically. Pick one way:

• Find signature lines: reads the document for lines like "Signature: ____", "Date", "Print name" or "Initials" and puts the right field on each. With Do this when a document opens ticked, it runs on its own.
• Find fields with AI: reads every page like a person would and places signatures, initials, dates, names, checkboxes and other blanks for each signer. Pictures of the pages go to our AI provider for this one request only.
• Find text tags: if your document has tags such as {{sig:1}}, {{date:1}}, {{initials:2}} or {{text:2:Phone}}, each tag becomes a field for that signer (the number is the signer in your list). Write tags in white text to hide them.
• Use the PDF form fields: fillable boxes already in the PDF become fields for the selected signer.

Fields already on the page are never doubled, and Remove the ... placed automatically takes them all away again.

How each block goes to the right person

Each signature line starts a block. The name, title and date lines beside it, under it or just above it join that block, so a whole block always belongs to one person. Then each block goes to the person the document names there:

• headings and captions such as "Signed by the Client", "EMPLOYEE" or "Landlord signature",
• the name printed under the line, for example "Priya Sharma",
• the company in a person's work email, for example jane@northwind.com and "Northwind Traders Ltd",
• how the contract defines each person, for example 'Ravi Kumar ("the Consultant")' or "Tenant: Tom Becker",
• role names in templates (Client, Tenant, Employee ...).

If nothing on the page names anyone, blocks go to the people in the order you added them, left before right and top to bottom.

Check and change "Who signs where"

With two or more signers, Who signs where appears at the top of the right panel. It lists every block, for example "EMPLOYEE, page 1", the fields in it and who it went to. Blocks placed by order say Guessed from the order, please check.

1. Click Page ... to jump to a block.
2. Choose another name in its list to move the whole block (signature, name, date ...) to that person in one go.

Each person has their own colour, shown next to their name under Who fills it and on their fields, so you can see at a glance who fills what.

Still stuck? Write to support@signofficially.com.