Fields allow you to collect structured information from recipients during the signing process. In Editor-based documents and templates, fields can be added, customized, validated, and assigned to specific roles, ensuring that contracts capture the exact data required. This article explains the different types of fields, how assignments work, and how fields behave in both templates and live documents.
1. What Fields Are Used For
Fields turn static content into interactive documents by allowing recipients to:
Enter personal or company information
Select predefined values
Confirm terms
Provide dates or contact details
Apply legally binding signatures
Complete form-like inputs
Fields ensure data is collected consistently and correctly across every contract.
2. Types of Fields You Can Add
Editor-based documents support a range of interactive fields.
Text Fields
Free-form text input.
Supports:
Required logic
Min/max length
RegEx validation
Dropdown Fields
A selectable list of predefined options.
Best for standardized choices (e.g., package type, department).
Checkbox Fields
A simple yes/no confirmation.
Often used for acknowledgments or internal approvals.
Email Fields
A field that automatically validates email formatting.
Date Fields
A date selector used for start dates, contract dates, or event dates.
Signature Fields
Required for signer identity and legally binding execution.
Assign to specific template roles.
Merge Fields
Insert automatically personalized data (recipient, sender, company, CRM).
Fields can be combined to create structured forms within the contract.
3. Assigning Fields to Roles
Every field must be assigned to a recipient role to determine:
Who completes it
When it appears in the signing flow
Which signer is responsible for the data
Typical role assignments include:
Signer → signature fields, name, company, personal details
Approver → dropdowns, checkboxes, review confirmations
Sender → prefilled merge fields or internal-only inputs
Correct assignment ensures the right person sees the right field at the right time.
4. Editing Field Settings
Each field includes configurable settings that control its behavior.
Field Label
A descriptive name explaining what the recipient should enter.
Required
Prevents recipients from submitting the document until the field is completed.
Validation
Used primarily in text fields:
Minimum length
Maximum length
RegEx validation (for strict formatting rules)
Placeholder or Default Value
Provides guidance to recipients (e.g., “Enter full name”).
Role Assignment
Determines who must complete the field.
These settings ensure clean, predictable, and compliant data collection.
5. Editing Fields in Templates vs. Live Documents
In Templates
Fields can be added, edited, removed, or rearranged
Validation rules can be defined
Roles must be assigned before template use
Changes apply to all future documents created from the template
Templates ensure consistency and eliminate repetitive manual setup.
In Live Documents
Field behavior depends on document type:
Non-signable documents
All fields can be edited
New fields can be added
Blocks and structure remain flexible
Signable documents
Existing fields can be edited
New fields cannot be added after sending
Validation and role assignments remain locked
Structural changes require a new version
This protects document integrity and ensures the signing experience remains compliant.
6. Best Practices When Working With Fields
Assign fields to roles early to avoid confusion
Use dropdowns instead of text fields for standardized responses
Apply validation rules to prevent incorrect data
Use merge fields for repeatable or CRM-driven content
Group fields logically within Editor blocks
Avoid overusing required fields unless necessary
These practices make forms cleaner, faster, and easier for recipients to complete.
Summary
Adding and editing fields allows you to create interactive, structured contracts inside GetAccept. With support for text inputs, dropdowns, checkboxes, signatures, and merge fields—plus validation and role assignments—you can design professional, compliant workflows that collect exactly the information you need.