Validation and formatting rules ensure that the information collected in your documents is accurate, consistent, and compliant. These rules apply to interactive fields inside Editor-based templates and documents, helping control the type, structure, and quality of the data entered by recipients. By using validation effectively, teams reduce errors, enforce correct formatting, and streamline workflows.
This article explains how validation works, the available rule types, and how formatting impacts recipient input.
1. Why Validation Matters
Validation ensures that recipients provide the right information in the correct format.
It helps teams:
Prevent incomplete or invalid submissions
Enforce required data formats (e.g., ID numbers, phone numbers)
Maintain consistency across contracts
Reduce manual follow-up and corrections
Comply with legal or operational requirements
Validation is most commonly used in contracts, onboarding forms, compliance documentation, and agreements with structured data collection.
2. Validation Types Supported in GetAccept
Validation is applied to fields inside Editor-based content.
Different field types support different validation rules.
Required Fields
A required field must be completed before the recipient can continue.
Supported for:
Text fields
Dropdowns
Checkboxes
Email fields
Date fields
Signature fields
Use required fields when missing information would delay contract processing or create compliance risks.
Min / Max Length (Text Fields Only)
Controls the number of characters allowed.
Minimum length ensures a response meets a minimum requirement
Maximum length limits how much a recipient can type
Examples:
Min length = 2 for first names
Max length = 10 for employee IDs
Min/max length is ideal for structured or semi-structured entries.
RegEx (Regular Expression) Validation
RegEx validation enforces strict formatting rules for text fields.
Common use cases:
Numeric-only inputs
Postal codes
Personal identification numbers
Patterned IDs (e.g., ABC-1234)
Letter-only responses
Formatting rules for internal reference codes
Examples:
Numbers only:
^[0-9]+$Letters only:
^[A-Za-z]+$Postal code (5 digits):
^[0-9]{5}$Pattern: three letters + hyphen + four digits:
^[A-Z]{3}-[0-9]{4}$
If the input does not match the pattern, the recipient is prompted to correct it.
3. Formatting Requirements
Formatting refers to how input must appear in the field.
Unlike validation, which enforces rules, formatting ensures consistency in appearance.
Common formatting behaviors
Email fields enforce proper email structure automatically
Date fields require a valid date format
Signature fields enforce a signer’s applied or drawn signature
Dropdown options standardize response sets
Merge fields pull consistently formatted values
Good formatting reduces ambiguity and ensures downstream workflows receive clean data.
4. When Validation Cannot Be Applied
Validation cannot be used in:
Signature fields (except for required/not required)
Dropdown options (other than required selection)
Checkbox fields (other than required selection)
Merge fields (they display data but do not accept input)
PDF-based templates (validation is available but more limited, depending on field type)
Validation is primarily designed for Editor-based text fields.
5. Validation in Templates vs. Live Documents
In Templates
Validation rules define how future documents behave
Required fields, length rules, and RegEx patterns are preserved
Template roles must be assigned to ensure correct validation flow
In Live Documents
Behavior depends on the document type:
Signable documents
Validation rules remain locked after the document is sent
Fields must pass validation before recipients can sign
Invalid input triggers immediate error messages
Non-signable documents
Fields can still enforce validation before recipients submit any information
Validation ensures documents capture accurate data at the moment of signing.
6. Best Practices for Validation & Formatting
Use dropdowns when responses should be standardized
Keep RegEx patterns simple unless complexity is required
Avoid unnecessary required fields that slow signing
Use min/max length to prevent formatting issues
Combine merge fields with text fields for clarity (e.g., labels + dynamic values)
Test validation inside a draft document before rolling out templates to the team
These practices ensure a smoother signing experience and higher data quality.
Summary
Validation and formatting rules give you precise control over how recipients enter information in your documents. By using required fields, min/max length, and RegEx validation, you can ensure that contract data is accurate, structured, and compliant. Proper validation reduces errors, speeds up workflows, and creates consistency across every contract created from your templates.