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.
The short answer: When you add fields to a document (also called tagging), you're marking exactly what needs to be filled in or signed. This saves time, reduces errors, and makes the signing experience smoother for everyone involved.
If you're a signer, read the guide on preparing a document after you upload.
How it works
Tagging a document guides your signers so nothing gets missed. Here's what to know before you start:
- For documents that require notarization, signers cannot apply their signature until they're in the live meeting with the notary.
- Depending on your organization's settings, signers may be able to fill out certain fields before the meeting to save time.
- There are both required and optional document fields.
If you're tagging a document for your customers, refer to the guide on preparing and tagging documents for recipients.
Signer fields
The fields below are available for users who upload and prepare their own documents:
- Text box: Provides a text box for the document preparer to type
- Full Name: The signer's full name
- First Name: The signer's first name
- Last Name: The signer's last name
- Date Signed: Generates the date they signed the document
- Day Month Year: Once applied, the three (3) separate fields can be placed in any order
- N/A: Provides N/A to place on the document
- Checkmark: A check mark to check boxes on a form
- Email: Provides the signer's email address
The fields below are available to organizations that prepare documents for their signers:
- Sign Here: Adds a field for the signer to sign the document
- Initial Here: Adds a field for the signer to initial
- Date Signed: Generates the date they signed the document
- Day Month Year: Once applied, the three (3) separate fields can be placed in any order
- Full Name: The signer's full name
- Select: A check box for signers to select multiple responses to a question
- Radio Group: An empty radio button to select one (1) answer to a question with multiple options
- Fill in Here: A blank text box that prompts the signer to add information
- Signature & Date: Drops both the signature & date on the document for the signer
Advanced options for signer fields
If you're preparing documents for your signers as part of an organization, you may have additional options for signer fields. Refer to the Transaction configurations overview for more details.
Summary Checklist
- Identify which fields your signers need to complete and which can be auto-populated.
- If your organization prepares documents, use Sign Here, Initial Here, or Signature & Date to mark every place a signature is required.
- Remember: signers cannot apply signatures until they're in the live notary meeting.
- Check your account settings to see if signers can pre-fill fields before the meeting.
Still unsure? If you need help tagging a document or aren't sure which fields to use, read the Transaction Configurations Overview for advanced field options, or contact Proof Support for help.
Related
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.
Fill Out Documents Before a Meeting – Proof Help Center
The Proof Help Center explains that with the "Sign Ahead" feature, users can fill out text fields, checkboxes, radio buttons, and dates on non-notarized documents before meeting with a notary, but cannot complete fields or signatures on notarized documents until the meeting, and after completing all available pre-meeting fields, users select "Next document" to review others and then "Continue" to verify identity and join the notary meeting.
eSign a Document Sent to You by an Organization
To eSign a document sent by an organization via Proof, open the invitation email from noreply@proof.com, click "Sign Document Now," review and complete the document including any pre-populated fields, add your digital signature or initials to required fields, and finalize by selecting "Complete signing," with options to resume later or get support if needed.
eVault & eOriginal Integration Overview
The eVault & eOriginal integration allows Proof customers with an active eOriginal account to securely store notarized documents and eNotes in a tamper-proof electronic vault that permanently seals documents and signatures to create an unalterable audit trail, with setup guides available for business and real estate transactions and support offered through Proof's app.
Audit Trails Overview
Proof generates two audit trails for every completed transaction: a transaction-level audit trail providing a high-level summary of key signing events (such as signer details, ID verification, and seal application) reflecting only the most recent transaction, and a more detailed, tamper-sealed document-level audit trail embedded within the document itself that records all actions on the document and is viewable in Adobe Acrobat, with both accessible to anyone who has access to the document.
EasyLinks Capabilities
EasyLinks is a no-code tool that enables teams to quickly create and manage custom shortlinks for streamlined identity verification, document templating, signer uploads, and automated digital authorization workflows, with all completed transactions accessible within the Proof Business account to enhance security and efficiency.