Manage signature fields

Add a signature field

You can add one or more signature fields by participant on a single document. This can be done either manaully or automatically (via AI fields detection).

Manually add a signature field

To add signature fields one by one:

1. Select the page of the document where you want to add the signature field.

2. Drag the signature field from the left sidebard Fields and drop it in the document page.

Note that the size of the signature cartridge is set to 200px x 50px and cannot be edited.

Automatic signature field detection

When preparing a transaction, automatic detection analyzes the content of the document currently displayed in the editor to identify areas intended to receive a signature. It then shows you a summary of the detected locations. Fields are only created on the document after your confirmation.

Note that detection only applies to the document currently being viewed in the editor. If your transaction contains several documents, you will need to run the detection separately for each one.

Once detection is complete, a summary modal displays showing the number of detected locations (for example: “We detected 4 signature field locations.”). No field has been created at this stage.

Click Validate to create the fields and start the assignment flow, or Decline to close the modal without creating any field.

If no signature location is detected on the document, an informational message displays: “No signature location was automatically detected on this document.” No field is created.

Assign a signer

Depending on the way signature fields are created, you may assign signers in 2 different ways.

Assign signers to manually created fields

Now that you have an empty signature field, you need to assign a signer. The signer can be:

• an email,
• a designation of an unknown participant,
• a seal (moral person certificate).

Note that for a single field, you can add one or more alternate signers.

Assign signers to automatically detected fields

After clicking Confirm in the summary modal, the fields are created on the document and the guided assignment flow opens automatically. If you click Cancel, the modal closes and no field is created on the document.

The flow guides you field by field, in document order (top to bottom, page by page).

Once all fields have been processed, the modal closes automatically and you return to the transaction editor.

Note that automatically created fields behave exactly like manually created fields: you can move, resize, reassign or delete them from the transaction editor.

Use built-in fields

You may need to import a document that already contains empty fields.

These fields are called built-in fields. Built-in fields cannot be moved or deleted.

A built-in field can be a signature field, a text field or any of the form fields (checkbox, radio button or drop down list).

Note that you can assign a participant to built-in fields the same way as for signature fields added during transaction creation.

Add consents

A consent is a text that the participant agrees to before signing a document. Universign’s default consent on a document is “I have read, and I accept this document”. Consents are added at field level and are therefore specific to each participant. You can create up to 10 custom consents per field in addition to Universign’s default consent. They will add up on the signature page underneath each document for each participant to agree to.

Note that each consent is limited to 600 characters.

There are 2 types of consents :

• Mandatory consents: The participant must agree to before signing a document.
• Optional consents: The participant has the choice to agree to or not before signing a document.

Before you can add optional consents, ensure with us that this feature is activated on your workspace.

Note that you can add consents only for signature fields and consultations.

If the optional consents feature is deactivated on your workspace, the optional consents toggle switch doesn’t display under consent boxes.

If the optional consents feature is activated on your workspace, the optional consents toggle switch displays under consent boxes and can be activated/deactivated.

If the feature is deactivated on your workspace while a transaction already contains any optional consents:

• the optional consents toggle switch will not display anymore under consent boxes,
• existing optional consents will remain optional and can no longer be switched back to mandatory (greyed out toggle switch).

Duplicate or move a signature field

You can duplicate (copy-paste) a field within the same document or move it to another one. The new field is created with the same parameters as the copied one.

You can move a field from one document to another within a single transaction. The moved field keeps the same parameters.

Delete a signature field

You can delete a field from a document as long as it has no signer linked to it.

Reminder: Built-in fields cannot be deleted.

Add initials fields

Initials fields contain the initials of all participants of a transaction document.

You can add initials fields only once per document and you can have only one initials field per document page.

Once you add an initials field to the document, it will display on all the other pages of the same document.

Note that you can’t add initials fields:

• on a document that has already been processed by a participant,
• on a document that already contains a signature (before being imported to the transaction).

By default, the initial fields feature is not activated on your workspace and does not display in your transaction editor. Before you can add initial fields to your transactions, ensure with us that this feature is activated on your workspace.

To add an initals field to a document:

1. Select the document where you want to add the initials field.

2. Drag the initials field from the left sidebard Fields and drop it in the document page.

3. Set initials fields alignement parameters.

Note that initials fields take up the entire width of the document pages. You can only edit its vertical position within the document.

Important: As there can only be one initials field per document, duplicating (copy-paste) or moving is only possible towards another document of the transaction.

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