Prepare and Tag Documents for Recipients – Proof Help Center
The Proof Help Center explains that tagging documents with fields—action items like signatures, dates, or initials—before a notarization session streamlines the process by allowing creators to place, move, resize, delete, and bulk-edit these fields in the Document Preparation window after uploading files, thereby reducing errors and improving the experience for all participants.
The short answer: Tagging your documents before a notarization session saves time, reduces errors, and creates a smoother experience for everyone involved. You can place, move, resize, delete, and bulk-edit fields directly in the Document Preparation window.
What Is a Field?
A field (also known as a tag) is an action item for someone on the transaction. Fields indicate where to provide information, make a selection, sign, date, initial, and more.
- Fields are filled out by anyone completing a transaction on Proof — usually signers and notaries, but also witnesses or others who interact with the document.
- Fields are placed by an individual or business creating a transaction or template for someone to complete.
If you uploaded your own document for notarization, read the relevant instructions for preparing a document after upload.
How It Works
Preparing a document after you create a new transaction and upload the file is a two-step process:
- 1.Set the document requirements.
- 2.Tag your document with the appropriate fields.
For more details about the types of fillable fields you can add, refer to the documentation on Notary Fields and Signer Fields Overview.
Add Fields to the Document
Tagging your documents before an online notarization meeting creates a smooth experience for all participants, including notaries.
If your organization uses Place an Order, some tagging options may not be visible. This is expected behavior and doesn't affect your transaction.
1. Open the Document Preparation Window
Click the name of the document to open the Document Preparation window. If you uploaded multiple files, use the arrows in the upper left corner to navigate between them.
2. Select a Field
Click the desired field from the right sidebar. Your mouse cursor will change to reflect the selected field.
3. Place the Field
Move your cursor to the appropriate place on the document and click to drop the field. Repeat until all desired fields have been added.
4. Resize a Field (If Needed)
If a field needs to be bigger or smaller:
- 1.Select the field you'd like to resize.
- 2.Click the circle in the lower right corner of the field.
- 3.Drag the circle until the field is the desired size.
5. Move a Field (If Needed)
To move a field to a different location:
- 1.Click and hold the field.
- 2.Move your cursor to the desired spot.
- 3.Release the mouse button to place it at the new location.
6. Delete a Field (If Needed)
Select the field(s) you want to remove, then click the trash bin icon that appears above the field.
Work with Multiple Fields
You can select multiple fields at once to move, copy and paste, delete, or bulk-edit them as a group. Hold Shift and click to select additional fields, then choose an action below.
Move the Selected Fields
Drag the selected fields to reposition them.
You can select multiple fields across pages and move them within their respective pages, but you cannot drag fields from one page to another.
Copy and Paste the Selected Fields
Use your operating system's keyboard shortcuts to copy one or more selected fields. Move your cursor where you want the new fields to appear, then paste.
- Windows: Ctrl + C to copy and Ctrl + V to paste
- Mac: Cmd + C to copy and Cmd + V to paste
Copied fields retain all the same properties as the original — so if a field is assigned to Signer 1 or Signer 2, the copy maintains that assignment. Copying grouped fields creates a new group of fields, and copying conditional fields creates a new set of fields with the same condition.
You can copy and paste fields across pages.
Delete the Selected Fields
Click the trash can icon in the lower right corner or press the Delete key on your keyboard to remove all selected fields at once.
Multi Field Bulk Actions
After selecting multiple fields, you can use the tools on the right-side bar to edit them all at once. Available bulk actions include:
- Set as required / optional — Mark all selected fields as required or optional.
- Reassign fields — Change the assigned recipient for all selected fields at once.
- Add field instructions — Apply the same instructions to all selected fields.
- Add to group — Add all selected fields to an existing group or create a new one.
Summary Checklist
- Open the Document Preparation window by clicking the document name.
- Select and place each field from the right sidebar.
- Resize or move any fields as needed.
- Hold Shift to select multiple fields and move, copy/paste, or delete them as a group.
- Use the trash bin icon to delete any unwanted fields.
If you need further assistance, the support team is available to help via support request or chat from any page in the app.
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