Required and Optional Document Fields
Document fields can be designated as optional (skippable and deletable during meetings), required (default, can be left blank with a warning but allow meeting completion), or enforced required (must be completed before closing the meeting, cannot be deleted, and are enforced account-wide), with specific behaviors and restrictions for each type to control signer input and meeting completion.
The short answer: When preparing a transaction, you can mark fields as optional (skippable), required (should be completed but can be bypassed by the notary), or enforced required (must be completed before the meeting can close).
If you'd like to learn how to set a field as optional, read the relevant support articles or read more about signer fields.
Overview
Fields in a document can be marked as optional, required, or enforced required. Here is how each type behaves:
Optional Fields
- Optional fields have "(Optional)" next to the field name during document preparation and in the meeting.
- You can set fields as optional after placing them on the document.
- Notary fields cannot be marked optional except for checkboxes.
- Optional fields can be deleted during a meeting.
- The meeting can be completed without fulfilling these fields.
Required Fields
- Required fields display only the field name during document preparation and in the meeting.
- When placed on a document, all fields are required by default, except checkboxes and radio buttons.
- Required fields can be deleted during a meeting.
- The meeting can be completed without these fields, but if the notary attempts to complete the meeting with blank required fields, an error message appears. The notary can choose to proceed despite the missing fields.
- If you want to prevent the meeting from being completed without required fields, see the Enforced Required Fields section.
Enforced Required Fields
- Enforced required fields must be fulfilled before a meeting can be completed and cannot be deleted during a meeting.
- The "Enforce required fields" setting is applied at the account level and applies to all transactions. It cannot be configured per transaction.
- Enforced required fields show "(Required)" next to the field name.
- These fields can be moved or resized if needed, but the meeting cannot close until they are filled in.
- During split signings where not all signers joined the meeting, notaries can delete notary fields to complete the meeting with the signers who are present.
- Contact your Customer Success Manager (CSM) or support team to enable this feature.
Summary Checklist
- All fields are required by default — except checkboxes and radio buttons.
- Optional fields can be skipped or deleted during a meeting without blocking completion.
- Required fields trigger a warning if blank, but the notary can override and complete the meeting anyway.
- Enforced required fields block meeting completion and cannot be deleted — contact your CSM to enable this account-wide.
If you are still unsure, the support team is available to help. You can submit a support request or chat with support from any page in the app.
Related
Split Signing – Proof Help Center
Split signing is a process where multiple signers complete the same document individually in separate notary meetings—one at a time and in any order—either intentionally or automatically, ensuring each signer works from the most current document version, with the transaction only finalized once all listed signers have completed their portions.
Signer Fields Overview – Proof Help Center
The Signer Fields Overview explains that tagging a document with specific fields—such as text boxes, name fields, date fields, checkmarks, and signature or initial fields—helps guide signers through filling and signing documents accurately and efficiently, with certain fields available to individual users and additional signature-related fields available to organizations, while also noting that for notarized documents, signatures can only be applied during a live notary meeting.
Create an EasyLink Using a Template
The guide explains how to create a reusable EasyLink in Proof by attaching a document template, setting signer limits, optionally enabling identity verification, adding CC contacts, and following best practices to manage and share the link effectively for multiple signers in eSign transactions.
Notary Backgrounds Available Now
Proof has introduced customizable image backgrounds for notaries during remote calls on its platform to enhance professionalism and privacy, alongside launching conditional fields via API to enable dynamic document workflows for faster, more accurate signings.
Set a Signer Field as Optional
Organizations can mark signer fields as optional—indicated by "(Optional)" next to the field name and not required to complete the transaction—by adding the field in the Prepare documents window and either clicking the "Set as optional" button above the field or toggling the "Field is required" switch off, noting that this applies to both documents and templates but excludes notary fields.
Proof Release Notes DEPLOY-1311 (2026-05-26)
The Proof Release Notes DEPLOY-1311 dated May 26, 2026, introduce two key enhancements: displaying the document template name alongside tag counts for matched templates in the Proof for Business portal to aid template maintenance, and requiring notaries to provide explanations when terminating meetings due to fraud concerns to improve support and follow-up, with the former applying to draft and future transactions and the latter to future transactions only.