When preparing documents for signature, placing signatures in the correct place in the document delays the process. It is therefore possible to prescribe the placement of signatures by inserting so-called "signature placement fields" directly into the document.
Signature placement fields:
makes sense especially if you are generating documents for signature from a system or if you are preparing a document template that will be reused by your colleagues,
is now only possible if you have the possibility to change the content of the document, i.e. you have a document in MS Word, Google Docs, etc. You cannot simply add fields to PDF documents.
For example, if you are responsible for managing the business, make templates of your contracts, orders, GDPR, etc. ONE in MS Office or GDocs with the correct fields for placing signatures. Your salespeople will then upload copies of the templates for ONE customer to Signi as DOCX files, enter the data into the signature script, and the signature locations will "jump" themselves to the correct places in the document. This saves 1/3 of the time in preparing the document signature..
How to use the signature field
Document preparation
In your document, you must first place the signature placement field according to the following rules:
The fields for the placement of individual signatures indicate the texts "signi-signature-0" , "signi-signature-1", "signi-signature-2", "signi-signature-3", etc. for the first, second and subsequent signatures. The numbering of the signatures should correspond to the order in which the document is signed. The field for the first signatory is "signi-signature-0".
The title text corresponds to the upper left corner of the final embedded signature. The title text should be in white in the document. Although the text will remain in the final PDF, it will be overlaid with the signature.
When placing signatures, it is assumed that the signature is about ⅓ of a page wide and about 16:9 tall. Therefore, it is advisable to insert a table with 2 or 3 columns in the document to place the text. The table should also be coloured white.
It does not depend on the type of signature - Any type of signature can be inserted in the field for placement in the document - biometric, BankIS SIGN or signature with a certificate for example qualified signature.
The signature field can be placed in multiple locations in the document - One signer will then be signed multiple times in the document.
There can be more signature fields in the document than in the signature scenario - The document can then count on multiple signatories signing for each party.
If you need to display one signature more than once in a document, the signi-signature-0 and other signature location field is placed multiple times in the document. The Signature button will then appear in multiple places in the document. In some cases it will be sufficient to sign only once, sometimes this is not possible e.g. when using qualified signatures.
The field names use IT numbering, i.e. from 0 not the normal numbering from 1. So the first field has the number signi-signature-0. We apologize.
You can download an example text with fields for placing signatures to insert in your document from this document.
Example of text with fields for placing the signature in the document.
Enables signature field search
For larger documents, it can take a while to find all the signature fields, which slows down the document upload to Signi. Therefore, field searching can be turned on and off in the workspace settings.
Zapnutí a vypnutí vyhledávání polí podpisu.
Uploading a document and entering the order of signatures in Signi
The second step is uploading the document to Signi and setting it up in the signature script. Here, you leave the "Preserve signature field positions from uploaded document" checked and add signers in the expected order.
On the subsequent page, you can just check the position of the signatures and send the document for signature.
Select Preserve signature field positions from the uploaded document.
Change signature assignments
The third step, which in most cases will not be needed, is to change the signature assignments.
By default, signatures from the signature scenario are assigned to the signature location fields in the document according to their order in the scenario.
Therefore, the first signature in the signature scenario is assigned to the signi-signature-0 field, the second signi-signature-1, the third signi-signature-2, etc. This order can be changed by clicking on the menu icon next to the signature and selecting "Swap signature field positions".
Change the assignment of signatures from the signature script to individual fields for placing signatures in the document.
Field behavior in more complex signature scenarios
The numbering of the placeholders actually corresponds to the order of the ONLY signers in the signature scenario . If there are 2 signers, 1 approver and 1 note in the signature scenario, signi-signature-0 and signi-signature-1 are correctly assigned to the first and second signers.
Only 2 of the script sign.
Signatures placed on signi-signature-0 and signi-signature-1.
Use with Signi connected via Signi API to your application
The signature field can also be used when connecting Signi to another application. Even in variable-length documents, signatures can be placed at different locations in the document without having to specify signature coordinates or insert a separate Signature Sheet at the end of the document.
For more information, see Examples of Signi API calls > Example 2 C - Using signature fields / placeholders.
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