Originally, the purpose of DocPrepper was to give the document originator the ability to specify where each person in the workflow was required to sign, including pre-populated user info fields that the originator could place on the document where required (i.e. Name, Date, Email Address & Contact Number).

The rationale behind the Signature Placing feature is threefold: 

  1. It emulates real-world circumstances, providing a familiar user experience;
  2. It ensures that every person who is required to sign and provide information, does so in the right place; and
  3. It compels people to provide all the information required, without leaving anything out.

DocPrepper still has all of the above fundamental functionality, but with added awesomeness - courtesy of SignFlow Version 

Introducing DocPrepper's new Advanced Form Fields: Checkbox and Dropdown Form Fields

DocPrepper's new features, Checkbox & Checkbox Group and Dropdown Form Fields, enable you to turn your existing application forms and contracts into fillable forms. You can now:

  • Add checkboxes that are either non-mandatory (optional) or mandatory, where you need the signer to choose from multiple options. 
  • Enforce that the signer ticks the correct number of checkboxes by using the Checkbox Group fields.
  • Prevent signers from skipping over important information required to be filled in on your agreement.
  • Ensure your customers have a pleasant, flowing user experience while you get all the info you need.

How it works

First of all, get yourself to the DocPrepper page by going through all the usual steps of creating a workflow. 

You know the drill - in a nutshell, you'll go through the following steps: 

Clicking on Go to DocPrepper will take you to a familiar page, except now you will be greeted with advanced form field options:

In this article, we'll be focusing briefly on Signature Placing, and then going into more detail on the new Form Field Placing options. 

Signature Placing

  1. Click on the name of the signer (Choose a person, in the image below)
  2. Click on an action tag (Signature Field or Initial Field).
  3. The action tag will appear on the left-hand side of the document. 
  4. Drag the action tag to the desired location and size it as needed.
  5. Click Click to Affix to secure the field in this position. You can redo the placing if you make a mistake at any time, by clicking the X on the top right of the signature box, and starting over.
  6. Repeat this for each person that needs to sign the document.

Form Field Placing 

Familiarise yourself with the following five icons, now found on the left-hand side of your DocPrepper page (below Signature Placing) - they enable super efficiency when it comes to making sure you get all the information you need from recipients of a document/form or contract: 

1. Mandatory Open Text Field

2. Non-Mandatory Open Text Field


3. Checkbox Field

4. Checkbox Group

5. Dropdown Field

Now, let's go through the steps you need to take to apply these, one by one. We will be using this Demo Agreement document to illustrate the different form field options: 

1. Mandatory Open Text Field

  1. Click the name of the person you need to fill in the mandatory text field (unless already selected).
  2. As with Signature Placing, the text box (which, unlike a signature field, you can resize) will appear on the left-hand side of the document.
  3. Move the Mandatory Text Field box to the correct place on the document and size it to your liking. 
  4. Click to affix.
  5. In the image below, Company Name and Registration Number are mandatory text fields, and the user will not be able to move on to signing the document without filling these in.

NOTE: When resizing the text box, bear in mind the amount of information that is expected to be filled in. If the box is too small for the information that needs to be entered, some of the text will be hidden.

2. Non-Mandatory (optional) Open Text Field

Take the same steps as in 1. Mandatory Open Text Field above. 

The difference with this form field is, as the name suggests, the recipient does not have to fill it in, and will be able to move on to signing the document without doing so, should they so wish. 

Examples of when you may use this include when you are asking for a voluntary opinion or comment, or when there is information that needs to be optional, like Fax Number. 

3. Checkbox Field

  1. Again, first click on the name of the signer, unless already selected.
  2. Click on the Checkbox Field icon.
  3. The checkbox will appear on the left-hand side of the document.
  4. Unlike text fields, this box cannot be resized, and is affixed automatically when you drag it to the desired location on the document and release. (You can still redo this as many times as you want, using the X.)

NOTE: This is a non-mandatory/optional field and users do not need to tick this in order to move on to signing. Do not use this when there is information you must get from the signer. 

4. Checkbox Group (mandatory fields)

Use these when you need to get compulsory information from a document recipient, and when the recipient needs to choose between different prescribed options (e.g. "Yes", "No", "Unsure"). Depending on the way you configure these fields, they can replace radio buttons.

  1. Again, first click on the name of the signer if not already selected.
  2. Clicking on the Checkbox Group icon brings up a menu (as in the image below), which gives you 3 options, i.e. Add Checkbox, Save Checkbox Group & Cancel Checkbox Group.

  3. Click Add Checkbox.
  4. The checkbox will appear on the left-hand side of the document.
  5. Again, this box cannot be resized, and is affixed automatically when you drag it to the desired location on the document and release. (You can still redo this as many times as you want, using the X.)
  6. Repeat this process, placing as many boxes as are needed in the desired locations. In the example below, I require six checkboxes for three statements the recipient must respond to, each with a "Yes" and "No" option. 

    NB: When placing checkboxes, be sure to make sure they do not overlap any text on the document. We recommend using double-line spacing in between options if you are working with a Word document that will include checkboxes (this will ensure the boxes don't eclipse any text).

  7. Clicking Cancel Checkbox Group will take you back to where you have to click on the name of the signer, and you will have to start the checkbox group process again. 

  8. Once you have placed all the checkboxes you need to, click Save Checkbox Group.

  9. The Checkbox Group Settings box (below) will immediately pop up:

  10. Enter the minimum and maximum number of checkboxes you need to be ticked by the signer. (The signer will not be able to move on to signing if these are not ticked, or if the incorrect number has been ticked. The system will prompt and guide the document recipient as to the correct number of boxes to tick, as well as alert them to the fact that they need to choose between the different options. 
  11. Click Save Settings.

5. Dropdown Field (mandatory)

Again, this field must be filled in by the recipient, otherwise they cannot move on to signing. It helps you ensure recipients don't fill in unwanted answers on your document/contract. 

In the example below, an insurance company needs to know what kind of insurance the signer is interested in. The document originator simply needs to ask a question (on the document) and provide dropdown fields with a variety of possible answers (in the dropdown field in DocPrepper). 

  1. Click on the signer's name if need be.
  2. Click on the Dropdown Field icon.
  3. A single text box will appear on the left-hand side of the document. 
  4. Move the box to the desired location (next to the question or statement that needs to be responded to). You can resize this according to your text length.

  5. As soon as you click Click to affix, the Add Values to Dropdown field box will appear:

  6. Start by filling in the first option, in the box under Please Select.
  7. Click the blue + icon (Add line) to bring up the next box, and fill in the next option you want to appear on the signer's dropdown field.
  8. Repeat this process until all the options you wish to include are completed. You can delete your entries at any time by clicking on the red delete icon. 

    NOTE: While you can enter as many dropdown options as you wish, we recommend keeping it to a maximum of ten, to avoid the box eclipsing any of the other text on the document.

  9. Click Save.

That's it for the new DocPrepper form fields - you can now go ahead and move on to the next process, i.e. Release Document

NOTE: If you do choose to save your document including various form fields as a template, this template will remain exactly the same - with all the same options - regardless of the recipient you send it to. This feature is suited for static application forms and contracts, where the only thing that differs in each case, is the signer. 

How the document appears on the signer's side

  1. As per the usual process, the signer will receive an email and a message in SignFlow alerting them to the fact that there is a document that requires their attention. 
  2. In this case, once they open the document, they will first be greeted with this message:

  3. Followed by the document, complete with all the fields you, the originator, set up in How it works above: