Detect Fields Tutorial
Detect Fields Tutorial
www.docverify.com
www.docverify.com – Detect Fields Tutorial
Table of Contents Step 1 New File– Go to Add New Page: .................................................................................. 4 Step 2 New File – Select Documents: ..................................................................................... 5 Step 3 New File – Select Recipients: ....................................................................................... 6 Step 6 New File – E-Signature Options: .................................................................................. 7 Step 6 New File – Submit: ...................................................................................................... 8 Step 7 New File – Detect Fields: ............................................................................................. 9 Step 7 New File – Detect Fields (Continued): ........................................................................ 10 Step 1 Document Library – Go to Add New Page: ................................................................. 11 Step 2 Document Library – Access Library Documents: ......................................................... 11 Step 3 Document Library – Select Document: ....................................................................... 12 Step 4 Document Library – Detect Fields: ............................................................................. 13 Step 4 Document Library – Detect Fields (Continued): .......................................................... 14 Reference A – Easy Form: .................................................................................................... 15 Reference B – How to Create a PDF with text fields: ............................................................. 16
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www.docverify.com – Detect Fields Tutorial
Overview This tutorial will cover how to use the “Detect Fields” feature for an e-signature document or a DocVerify Library document. By using this feature, DocVerify will locate the fields automatically for you, allowing your signers to fill them as form fields during signing. Detect Fields for both new file uploads and library documents will be covered in this tutorial. For a more thorough E-Signature explanation, please refer to the E-Signature tutorial. More information can be found in the online help.
How it Works? The following document will walk you through the steps necessary to detect the PDF text fields in a PDF document. DocVerify will actually populate the PDF text fields in the PDF document itself when this feature is utilized.
Requirements You are required to have a DocVerify account to follow along this tutorial. If you don’t have an account, you can get a free account by going to www.docverify.com. The PDF must have PDF text fields in it, and they must conform to the PDF standards of editing programs such as Adobe Acrobat; otherwise, none will be detected. In addition, if the PDF is password protected or encrypted it will not be allowed to be uploaded. Please remove all security passwords and/or encryption beforehand.
Detected Fields The detect field feature can only detect DocVerify Smart Tags, PDF Text Fields, and PDF check boxes only at this time.
Online Help Please always refer to DocVerify’s online help for more help information about this and other features.
Note: Some features covered in this tutorial may not be available with some editions.
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www.docverify.com – Detect Fields Tutorial
Step 1 New File– Go to Add New Page: First, you must sign in to DocVerify using your account. If you don’t have an account, you can get one for free by going to www.docverify.com. Either click “Add New” on the top bar or click “Add New E-Sign Document” if you’re on the Contract Management page.
www.docverify.com
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www.docverify.com – Detect Fields Tutorial
Step 2 New File – Select Documents: After the Add New page loads, please do the following steps below for this step. For this tutorial, we’re only going to add one file, which is going to be the IRS I9 form and it has many PDF text fields in it; however, depending on your edition you may be able to add many more. 1. 2. 3. 4. 5.
Make sure “E-Signatures” is selected. Make sure “Your Drive” is selected. Click “Select” to select one or more documents from your local drive. If you want to select multiple files, repeat step 2. Select “Combine Documents” if you want all the files to be combined as one document, or select “Document Packet” if you want them to be signed as separate documents. Note: Document Packet may not be available with all editions. Please also refer to the online help for more information about Document Packets or Combine.
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www.docverify.com – Detect Fields Tutorial
Step 3 New File – Select Recipients: Now that we’ve selected the files we want to have signed, we now need to select the recipients we want to send these documents to for signature. For this tutorial, we’re only going to add two signers; however, you can add many more. DocVerify also maintains a contacts list for you which you can add to or edit the contacts at any time by clicking on “Contacts” from the top bar. To add recipients in order to have them sign, please follow the steps below. To enter a new email address: 1. Enter a new email address in the box. 2. If you entered a new email address click “Add Signer” when done to add it to the signer’s list. To enter an email address from your contacts list: 1. To select an email from your existing list, click on the email address box below. Scroll to the desired email address, and click it to add it to the signer’s list.
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www.docverify.com – Detect Fields Tutorial
Step 6 New File – E-Signature Options: DocVerify offers lots of options when sending out a document to be signed such as adding VeriVoice, passwords, messages, signature placement, etc. In this tutorial, we’re going to use “Add Signature Placement Elements”; however, to learn more about our other features, please refer to the online help for more information and more step by step guides.
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www.docverify.com – Detect Fields Tutorial
Step 6 New File – Submit: This tutorial has skipped many of the optional features or options available to you. For more information about these features or options, please refer to the online help or other tutorials. After you have selected a file or files, and added any optional items, click “Submit” at the bottom of the page to go to the final steps. Note: If the button is still greyed out, then there’s an issue with the file or files or recipients.
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www.docverify.com – Detect Fields Tutorial
Step 7 New File – Detect Fields: After our document or I9 form in this case has been uploaded, you will be redirected to the “Signature Placement” page. This page will allow you to add as many elements such as Signatures, Initials, etc., onto the pages of the document. For more information about the Signature Placement feature or the different elements, please refer to the online help. Note: At least one signature element per signer per document is required by DocVerify. As you can see below, the document has many areas on Page 7 and on Page 8 which require the user to fill in the data.
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www.docverify.com – Detect Fields Tutorial
Step 7 New File – Detect Fields (Continued): Now we’re going to detect and locate the fields by clicking the “Detect Fields” button. Once you click it, it will take DocVerify a moment to process the request. After it is processed, you can see below that if the document had any PDF text fields, and the fields conformed to the standards that they will be visible to the signer at time of signing. By default, all fields that are located are automatically assigned to Signer 1, and it is your responsibility to assign them to other signers if applicable by placing your mouse over each form field in the document, and using your right mouse button to edit the field. Also, you may want to give a unique name to the form fields so that the signer understands what form field they’re filling out, and if the field is required or not.
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www.docverify.com – Detect Fields Tutorial
Step 1 Document Library – Go to Add New Page: First, you must sign in to DocVerify using your account. If you don’t have an account, you can get one for free by going to www.docverify.com. Either click “Add New” on the top bar or click “Add New E-Sign Document” if you’re on the Contract Management page.
Step 2 Document Library – Access Library Documents: After the Add New page loads, please click “View / Modify Library Docs” to access the document library files.
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www.docverify.com – Detect Fields Tutorial
Step 3 Document Library – Select Document: For this tutorial we’ve already uploaded the file we wish to use; however, you can easily upload a new document into your library by clicking “Add New Document to Library” from this page. To learn more about the document library, please refer to the online help. For this tutorial, we’re going to click the button “Edit / Get Info” next to the document named “I9 form” from our list as shown below.
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www.docverify.com – Detect Fields Tutorial
Step 4 Document Library – Detect Fields: After our document or I9 form in this case has been uploaded, you will be redirected to the “Signature Placement” page. This page will allow you to add as many elements such as Signatures, Initials, etc., onto the pages of the document. For more information about the Signature Placement feature or the different elements, please refer to the online help. Note: At least one signature element per signer per document is required by DocVerify. As you can see below, the document has many areas on Page 7 and on Page 8 which require the user to fill in the data.
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www.docverify.com – Detect Fields Tutorial
Step 4 Document Library – Detect Fields (Continued): Now we’re going to detect and locate the fields by clicking the “Detect Fields” button. Once you click it, it will take DocVerify a moment to process the request. After it is processed, you can see below that if the document had any PDF text fields, and the fields conformed to the standards that they will be visible to the signer at time of signing. By default, all fields that are located are automatically assigned to Signer 1, and it is your responsibility to assign them to other signers if applicable by placing your mouse over each form field in the document, and using your right mouse button to edit the field. Also, you may want to give a unique name to the form fields so that the signer understands what form field they’re filling out, and if the field is required or not.
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www.docverify.com – Detect Fields Tutorial
Reference A – Easy Form: At time of signing all DocVerify form fields are available for the signer to to fill out in one easy step through the Easy Form feature. It is important that your form field have easily recognizable names in order for the signer to understand what they’re filling out. The IRS I9 form used in this example has many fields, but the field names they created may be not easily understood by the person signing it, which is why it is important to modify them. The diagram below shows the PDF document utilizing the “Detect Fields” feature with Easy Form, but none of the form field names were changed as this is what the signer will see.
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www.docverify.com – Detect Fields Tutorial
Reference B – How to Create a PDF with text fields: For this part of the tutorial we are going to use Adobe Acrobat X to add the PDF text fields. You can use other versions of Acrobat, and there are many other PDF editors out there such as Fox or PDFescape.com that you can use to add or edit text fields. Please follow the steps below. 1. Create a new document using a program such as Microsoft Word, and save that new document as a PDF. 2. Open the PDF in Adobe Acrobat 3. Click “Tools”, then click “Edit” from the forms section in order to open the field editor. 4. Click “Add New Field”, and select “Text Field” 5. Drag the newly selected field onto the page and location of where you want it to appear. 6. Give the field a name, this is important as this is the name your signers will see when signing, so you want to make sure it’s intuitive. 7. If the field is required, make sure to check the Is Required checkbox. This is important because when it is required, DocVerify will force the signer to enter the data; otherwise, they will not be allowed to sign the document. 8. Optional: We highly recommend making the text sizes consistent, as by default it’s set to “Auto”. To make changes to the field, simply place your pointer over the field, and click the right mouse button. 9. For additional fields, please repeat steps 4 to 8.
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www.docverify.com – Detect Fields Tutorial
Table of Contents Step 1 New File– Go to Add New Page: .................................................................................. 4 Step 2 New File – Select Documents: ..................................................................................... 5 Step 3 New File – Select Recipients: ....................................................................................... 6 Step 6 New File – E-Signature Options: .................................................................................. 7 Step 6 New File – Submit: ...................................................................................................... 8 Step 7 New File – Detect Fields: ............................................................................................. 9 Step 7 New File – Detect Fields (Continued): ........................................................................ 10 Step 1 Document Library – Go to Add New Page: ................................................................. 11 Step 2 Document Library – Access Library Documents: ......................................................... 11 Step 3 Document Library – Select Document: ....................................................................... 12 Step 4 Document Library – Detect Fields: ............................................................................. 13 Step 4 Document Library – Detect Fields (Continued): .......................................................... 14 Reference A – Easy Form: .................................................................................................... 15 Reference B – How to Create a PDF with text fields: ............................................................. 16
www.docverify.com
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www.docverify.com – Detect Fields Tutorial
Overview This tutorial will cover how to use the “Detect Fields” feature for an e-signature document or a DocVerify Library document. By using this feature, DocVerify will locate the fields automatically for you, allowing your signers to fill them as form fields during signing. Detect Fields for both new file uploads and library documents will be covered in this tutorial. For a more thorough E-Signature explanation, please refer to the E-Signature tutorial. More information can be found in the online help.
How it Works? The following document will walk you through the steps necessary to detect the PDF text fields in a PDF document. DocVerify will actually populate the PDF text fields in the PDF document itself when this feature is utilized.
Requirements You are required to have a DocVerify account to follow along this tutorial. If you don’t have an account, you can get a free account by going to www.docverify.com. The PDF must have PDF text fields in it, and they must conform to the PDF standards of editing programs such as Adobe Acrobat; otherwise, none will be detected. In addition, if the PDF is password protected or encrypted it will not be allowed to be uploaded. Please remove all security passwords and/or encryption beforehand.
Detected Fields The detect field feature can only detect DocVerify Smart Tags, PDF Text Fields, and PDF check boxes only at this time.
Online Help Please always refer to DocVerify’s online help for more help information about this and other features.
Note: Some features covered in this tutorial may not be available with some editions.
www.docverify.com
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www.docverify.com – Detect Fields Tutorial
Step 1 New File– Go to Add New Page: First, you must sign in to DocVerify using your account. If you don’t have an account, you can get one for free by going to www.docverify.com. Either click “Add New” on the top bar or click “Add New E-Sign Document” if you’re on the Contract Management page.
www.docverify.com
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www.docverify.com – Detect Fields Tutorial
Step 2 New File – Select Documents: After the Add New page loads, please do the following steps below for this step. For this tutorial, we’re only going to add one file, which is going to be the IRS I9 form and it has many PDF text fields in it; however, depending on your edition you may be able to add many more. 1. 2. 3. 4. 5.
Make sure “E-Signatures” is selected. Make sure “Your Drive” is selected. Click “Select” to select one or more documents from your local drive. If you want to select multiple files, repeat step 2. Select “Combine Documents” if you want all the files to be combined as one document, or select “Document Packet” if you want them to be signed as separate documents. Note: Document Packet may not be available with all editions. Please also refer to the online help for more information about Document Packets or Combine.
www.docverify.com
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www.docverify.com – Detect Fields Tutorial
Step 3 New File – Select Recipients: Now that we’ve selected the files we want to have signed, we now need to select the recipients we want to send these documents to for signature. For this tutorial, we’re only going to add two signers; however, you can add many more. DocVerify also maintains a contacts list for you which you can add to or edit the contacts at any time by clicking on “Contacts” from the top bar. To add recipients in order to have them sign, please follow the steps below. To enter a new email address: 1. Enter a new email address in the box. 2. If you entered a new email address click “Add Signer” when done to add it to the signer’s list. To enter an email address from your contacts list: 1. To select an email from your existing list, click on the email address box below. Scroll to the desired email address, and click it to add it to the signer’s list.
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www.docverify.com – Detect Fields Tutorial
Step 6 New File – E-Signature Options: DocVerify offers lots of options when sending out a document to be signed such as adding VeriVoice, passwords, messages, signature placement, etc. In this tutorial, we’re going to use “Add Signature Placement Elements”; however, to learn more about our other features, please refer to the online help for more information and more step by step guides.
www.docverify.com
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www.docverify.com – Detect Fields Tutorial
Step 6 New File – Submit: This tutorial has skipped many of the optional features or options available to you. For more information about these features or options, please refer to the online help or other tutorials. After you have selected a file or files, and added any optional items, click “Submit” at the bottom of the page to go to the final steps. Note: If the button is still greyed out, then there’s an issue with the file or files or recipients.
www.docverify.com
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www.docverify.com – Detect Fields Tutorial
Step 7 New File – Detect Fields: After our document or I9 form in this case has been uploaded, you will be redirected to the “Signature Placement” page. This page will allow you to add as many elements such as Signatures, Initials, etc., onto the pages of the document. For more information about the Signature Placement feature or the different elements, please refer to the online help. Note: At least one signature element per signer per document is required by DocVerify. As you can see below, the document has many areas on Page 7 and on Page 8 which require the user to fill in the data.
www.docverify.com
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www.docverify.com – Detect Fields Tutorial
Step 7 New File – Detect Fields (Continued): Now we’re going to detect and locate the fields by clicking the “Detect Fields” button. Once you click it, it will take DocVerify a moment to process the request. After it is processed, you can see below that if the document had any PDF text fields, and the fields conformed to the standards that they will be visible to the signer at time of signing. By default, all fields that are located are automatically assigned to Signer 1, and it is your responsibility to assign them to other signers if applicable by placing your mouse over each form field in the document, and using your right mouse button to edit the field. Also, you may want to give a unique name to the form fields so that the signer understands what form field they’re filling out, and if the field is required or not.
www.docverify.com
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www.docverify.com – Detect Fields Tutorial
Step 1 Document Library – Go to Add New Page: First, you must sign in to DocVerify using your account. If you don’t have an account, you can get one for free by going to www.docverify.com. Either click “Add New” on the top bar or click “Add New E-Sign Document” if you’re on the Contract Management page.
Step 2 Document Library – Access Library Documents: After the Add New page loads, please click “View / Modify Library Docs” to access the document library files.
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www.docverify.com – Detect Fields Tutorial
Step 3 Document Library – Select Document: For this tutorial we’ve already uploaded the file we wish to use; however, you can easily upload a new document into your library by clicking “Add New Document to Library” from this page. To learn more about the document library, please refer to the online help. For this tutorial, we’re going to click the button “Edit / Get Info” next to the document named “I9 form” from our list as shown below.
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www.docverify.com – Detect Fields Tutorial
Step 4 Document Library – Detect Fields: After our document or I9 form in this case has been uploaded, you will be redirected to the “Signature Placement” page. This page will allow you to add as many elements such as Signatures, Initials, etc., onto the pages of the document. For more information about the Signature Placement feature or the different elements, please refer to the online help. Note: At least one signature element per signer per document is required by DocVerify. As you can see below, the document has many areas on Page 7 and on Page 8 which require the user to fill in the data.
www.docverify.com
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www.docverify.com – Detect Fields Tutorial
Step 4 Document Library – Detect Fields (Continued): Now we’re going to detect and locate the fields by clicking the “Detect Fields” button. Once you click it, it will take DocVerify a moment to process the request. After it is processed, you can see below that if the document had any PDF text fields, and the fields conformed to the standards that they will be visible to the signer at time of signing. By default, all fields that are located are automatically assigned to Signer 1, and it is your responsibility to assign them to other signers if applicable by placing your mouse over each form field in the document, and using your right mouse button to edit the field. Also, you may want to give a unique name to the form fields so that the signer understands what form field they’re filling out, and if the field is required or not.
www.docverify.com
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www.docverify.com – Detect Fields Tutorial
Reference A – Easy Form: At time of signing all DocVerify form fields are available for the signer to to fill out in one easy step through the Easy Form feature. It is important that your form field have easily recognizable names in order for the signer to understand what they’re filling out. The IRS I9 form used in this example has many fields, but the field names they created may be not easily understood by the person signing it, which is why it is important to modify them. The diagram below shows the PDF document utilizing the “Detect Fields” feature with Easy Form, but none of the form field names were changed as this is what the signer will see.
www.docverify.com
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www.docverify.com – Detect Fields Tutorial
Reference B – How to Create a PDF with text fields: For this part of the tutorial we are going to use Adobe Acrobat X to add the PDF text fields. You can use other versions of Acrobat, and there are many other PDF editors out there such as Fox or PDFescape.com that you can use to add or edit text fields. Please follow the steps below. 1. Create a new document using a program such as Microsoft Word, and save that new document as a PDF. 2. Open the PDF in Adobe Acrobat 3. Click “Tools”, then click “Edit” from the forms section in order to open the field editor. 4. Click “Add New Field”, and select “Text Field” 5. Drag the newly selected field onto the page and location of where you want it to appear. 6. Give the field a name, this is important as this is the name your signers will see when signing, so you want to make sure it’s intuitive. 7. If the field is required, make sure to check the Is Required checkbox. This is important because when it is required, DocVerify will force the signer to enter the data; otherwise, they will not be allowed to sign the document. 8. Optional: We highly recommend making the text sizes consistent, as by default it’s set to “Auto”. To make changes to the field, simply place your pointer over the field, and click the right mouse button. 9. For additional fields, please repeat steps 4 to 8.
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