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 following procedures :

• 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.
   

3. Optional: Configure any additional settings for a selected field.

   • Field Name: Enter a title for this field.

   • Recipient: If desired, used the drop-down menu to select a different recipient for this field.

   • Field Tooltip: Enter any additional instructions or descriptions that could help a signer in understanding what this field is. This tooltip will be displayed in the Signer Experience when hovering over or tabbing into the actionable field. This tooltip will also be read by a screen reader when focusing on the field.

4. If this field is not necessarily required to complete this transaction, select the Is optional option. For more information, see Optional Signatures .

5. Optional: Use the Layout section to configure the position and size of the field. You can also do this manually, by dragging and dropping, or manually resizing the field.

6. 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.

7. Optional: Use the Field Formatting section to configure 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). You can also configure the Text Alignment for this field - for example, to have all text aligned to center of the field.

The following may be of use to you:

• 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 SHIFT button + left-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.

• For more information about signing a sent document, see Signer Experience.

• For more information 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. Two types of fields can be added:

• Signature Fields — These collect a variety of recipient signature types and initials.

• Form-Building Fields — These collect informational responses from the recipients on the documents attached to the transaction.

• Remote Online Notarization Fields — In a RON transaction, these provide information on the notary hosting the transaction.

• 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.

• A mandatory field conditioned to be enabled or disabled should always be accompanied with a second condition that also makes it optional if the first condition is set to disabled. Failure to do this could prevent a recipient from being able to sign. Your conditional logic then, should include two conditions. For example:

  1. If Field A is selected, make Field B disabled.

  2. If Field A is selected, make Field B optional.

• This feature is also available via the REST API and SDKs.

Signature Fields

When you drop these signature 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.

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.

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).

When a Form-Building Field is added to a document that is part of a Virtual Room transaction, the Field Settings pane displays a toggle switch called Mask field in Virtual Room. If the sender slides that switch ON, during the Signer Experience the associated field will be visible only to: (1) the signer to whom the field is assigned; (2) the host of the Virtual Room session.

Remote Online Notarization Fields

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

Optional Signatures

The Optional Signature is a feature that may be enabled for your account. If the optional setting is enabled for a signature field, a recipient is not obliged to sign that field within a documents before completing the transaction.

The following signature types may be set as optional:

• Click-to-Sign

• Capture Signature

• Mobile Signature

• Click-to-Initial

• Signer Initials

There are a number of safeguards in place to ensure that optional signatures are recognized and recorded on the transaction and that associated fields are managed correctly:

• An autofield (such as the Signing Date or Signer Title) associated with an optional signature will only appear if the signature field is signed.

• If an optional signature field is not signed, an empty signature field will remain on a transaction.

• A signer must confirm a transaction before the system will retain the signer's optional signatures within the transaction's documents.

• If a Signing Order has been set on a transaction, then the signer with the optional signature field must confirm the transaction before it can continue to the next signer.

• Senders on mobile applications (iOS or Android) cannot create optional signatures.

• Consent documents cannot be optional.

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.

• A mandatory field conditioned to be enabled or disabled should always be accompanied with a second condition that also makes it optional if the first condition is set to disabled. Failure to do this could prevent a recipient from being able to sign. Your conditional logic then, should include two conditions. For example:

  1. If Field A is selected, make Field B disabled.

  2. If Field A is selected, make Field B optional.

• This feature is also available via the REST API and SDKs.

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

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. CAUTION: If a mandatory field is conditioned to be disabled, the signer’s experience will be broken – i.e., the signer won’t be able to sign. Thus if a mandatory field is conditioned to be disabled, it should also be conditioned to be optional. This will ensure that disabling the field will not break the signer’s experience.
   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