Form templates: how to add fields to PDF documents
Uploading a form template to the Dokobit portal allows our users to create documents with customizable fields that can be filled out by the invited signing participants.
Note: This feature is available for paid plan users only.
In this article:
How to upload a form template
Note: Documents that have already been pre-prepared with customizable fields through other document editing websites or software are supported in the Dokobit portal and can be uploaded in the "Form templates" section.
1.0. Log into the portal. Then, on the left side of the page, choose the category "Form templates".
1.1. Drag and drop the required file into the dotted frame or press "Browse files".
Note: Form templates are limited to PDF format files and cannot exceed 100 MB in size.
1.2. Once your document has been uploaded, you can then use the toolbar to add various customizable fields to it.
The toolbar: an overview
When a PDF file has been uploaded as a form template, the toolbar located above the document can be used to add customizable fields. In this section, we take a closer look at each of the tools separately to give you a better understanding of what they are and when to use them.
1: "Text Field" ↓
Where can I find this tool?
This tool is listed as the first icon on the left.
What is it used for?
The document owner can use this tool to add text that might be missing from the uploaded form or to collect any unknown information from the recipient of the document.
Can I see an example of it in use?
Here is an example image of three text fields that have been added to request personal data:
Is there anything else I should know?
This tool provides the ability to create shortcuts for preset visual customizations.
2: "Checkbox Field" ↓
Where can I find this tool?
This tool is listed as the second icon on the left.
What is it used for?
The document owner can use this tool to add a checkbox in a document wherever it might be necessary.
Can I see an example of it in use?
Here is an example image of a checkbox field that has been added as a way to ask the recipient of the document to agree to terms and conditions:
3: "RadioButton Field" ↓
Where can I find this tool?
This tool is listed as the icon in the middle.
What is it used for?
The document owner can use this tool as a common way to allow users to make a single or multi-choice selection from a list of pre-entered options.
Can I see an example of it in use?
Here is an example image of two radio button fields that have been added to request the recipient of the document to make a choice between two options:
Is there anything else I should know?
When using the "RadioButton" tool, if there is a need to disable a multi-choice response from the recipient of the document, in the field settings, you can enter identical names for all the fields that belong to one group.
Note: For more information on field settings, go here → Field settings: explained
4: "List Box Field" ↓
Where can I find this tool?
This tool is listed as the second icon on the right.
What is it used for?
The document owner can use this tool to allow users to make a single or multi-choice selection from a list of pre-entered options.
Can I see an example of it in use?
Here is an example image of a list box field that has been added to request the recipient of the document to make a choice between three options:
Is there anything else I should know?
If there is a need to allow a multi-choice response from the recipient of the document, you can enable the "Multi Select" field setting, as seen in the image below.
Note: For more information on field settings, go here → Field settings: explained
This tool also provides the ability to create shortcuts for preset visual customizations.
5: "Combo Box Field" ↓
Where can I find this tool?
This tool is listed as the first icon on the right.
What is it used for?
The document owner can use this tool as a common way to allow users to make a single selection from a list of pre-entered options in a drop-down menu.
Can I see an example of it in use?
Here are example images of a combo box field that has been added to request the recipient of the document to indicate their marital status:
Is there anything else I should know?
This tool provides the ability to create shortcuts for preset visual customizations.
How to add customizable fields to your document
Summary: This section describes the basic process of adding fields to a document and explains the settings that can be adjusted for each added field. If you'd like to learn more about the available tools instead, go back to the previous section → The toolbar: an overview.
2.0. When a document has been uploaded as a form template, the toolbar above the document can be used to add customizable fields.
2.1. The basic process of adding these fields is quite simple:
- pick the appropriate tool;
- click and drag your cursor across the page of the document to draw the field.
2.2. Once a field has been added to the page, a settings window will appear. Below is an example image of this window for the "Text Field" tool.
Please refer to the table below for a detailed breakdown of these settings that can be adjusted for every added field. ↓
Field settings: explained
Field Name → In most cases, an optional setting mainly used by the system to differentiate between each added field. However, when using the "RadioButton" tool, if there is a need to disable a multi-choice response from the recipient of the document, you can enter identical data for the necessary fields that belong to one group.
Default Value → When used in combination with the "Read Only" setting, the document owner can add their own missing information to the document. The entered data can be previewed on the document by selecting the "View" option above the toolbar. This setting is only available for the "Text Field" tool.
Read Only → Used to deactivate interaction with an added field when missing information needs to be added to a document. The entered data can be previewed on the document by selecting the "View" option above the toolbar.
Required → Used to ensure that the recipient of the document can't continue with the signing process unless the required field has been filled out.
Multiline → Enables the option for the recipient of the document to insert text in multiple rows. This setting is only available for the "Text Field" tool.
Multi Select → Enables the recipient of the document to select multiple options of values that have been pre-entered by the document owner. This setting is only available for the "List Box Field" tool.
Useful tip: To save time when adding multiple identical fields to a document, copy-paste them by using the standard keyboard shortcuts.
2.3. Each added field can also be customized visually.
- The "Text" tab adjusts the color of the text.
- The "Stroke" tab adjusts the border color of the added field.
- The "Fill" tab adjusts the background color of the added field.
Note: The previously mentioned settings also can be accessed later through the shortcut buttons that appear once a field has been highlighted.
Adding highlights: an overview
In the Dokobit portal, once a file has been uploaded as a form template, a user can add highlights to the text of the document or leave comments if necessary.
These settings can be accessed by clicking anywhere on the page while pressing the "control" key. This will open an additional toolbar, as seen in the image below.
There are numerous ways in which the highlighting tools can be used or visually adjusted. Therefore, we recommend heading over to the form templates section in the portal and experimenting with each of them to discover all the possibilities firsthand. But before you do, here's a brief preview of what's available:
The "Note" tool
Uses: For adding notes to a document without highlighting any particular area.
The "Highlight" tool
Uses: For adding standard highlights that can be layered over one another if necessary.
The "Free Hand" tool
Uses: For adding free-form underlines, cross-outs, or drawings if necessary.
The "Free Hand Highlight" tool
Uses: For adding a free-form highlight over text or any other area in a document.
The "Free Text" tool
Uses: For adding text boxes to a document.
How to share a form template for signing
Summary: The process of collecting signatures for documents that have been uploaded as form templates differs from the standard way that documents get shared through the Dokobit portal. Form templates can be shared for signing by sending the document link to the necessary recipients by using other channels of communication. Follow the steps below to find out how. ↓
3.0. Open the document that was uploaded and prepared as a form template.
3.1. On the right side of the page, go to the section for "Options" and toggle the "Include me as a signer" button to add or remove yourself as a signing participant.
3.2. In the "Overview" section, activate the document link by toggling the "Link active" button to the right. Then copy the link at the top to share it with others.
Important!
Every time each document recipient begins the process of filling out the form template, the Dokobit portal will create and place a separate copy of this document in the "Documents" section of your account, even before it gets signed.
How to sign a form template
4.0. Open the link to the form template that was shared with you.
4.1. Fill out the form, enter your email address, and then on the bottom right, press "Continue to sign".
4.2. Select the appropriate country and e-identification tool and press "Continue". The full list of e-identification tools supported in the Dokobit portal is available here.
4.3. Enter your personal data and press "Sign document" to proceed with the signing process according to your chosen eID tool.
4.4. Once the form template is successfully signed, a message similar to the one in the image example below will be displayed.
