Placing Signature Fields

This guide covers how to add signature fields and other interactive elements to your documents.

Understanding Signature Fields

Signature zones are the areas where recipients will interact with the document. Each field is color-coded to match the recipient who needs to complete it.

Available Field Types

Subnoto offers several field types:

• Signature - Where recipients draw or type their signature
• Initials - A shorter mark, optionally repeated on every page (see Initials below)
• Full Name - Auto-fills the recipient’s full name
• Email - Auto-fills the recipient’s email address
• Phone - For entering phone numbers
• Text - For any custom text input

Tip

Most Common Use For most documents, you’ll primarily use Signature fields. Other fields are useful for collecting additional information.

Note

Not self-service signature forms The fields in this guide are placed on the PDF in the template or envelope editor. Signers fill them in when they open the document to sign. For a public intake link that lets others request a signature automatically, see Self-service signature forms.

Workspace stamps

On Pro and Ultimate plans, you can upload stamp images per workspace and place them on envelopes and templates from the editor toolbar. Stamps are fixed visuals on the PDF (for example a company seal)—not interactive signature fields.

See Workspace stamps for upload limits, settings access, and placement steps.

Initials

Instead of placing an initials field by hand on every page, you can turn on Add initials on all pages automatically for a recipient in the edit sidebar. Use the Initials height from bottom slider to set how far from the bottom of the page the initials sit, with a live preview on the document as you drag.

Recipients see the same preview before they sign, so there are no surprises about where their initials will land on each page.

Date field formats

The Date of signature field and date-type document input fields support several display formats (ISO, French, US, or a localized long date). Choose the format and language when placing the field; a preview updates as you change the settings.

Placing Fields on the Document

1. Select the Recipient

   • In the floating toolbar, you’ll see avatars for each recipient
   • Click on the recipient’s avatar whose field you want to place
   • The avatar will highlight, indicating you’re in “placement mode”

2. Choose the Field Type

   • Click the dropdown next to the recipient’s name (if available)
   • Select the type of field you want to place:
     • Signature (default)
     • Date of signature
     • Mention read and approved
     • Full Name
     • Email
     • Phone
     • Text
     • Document input fields (checkbox, text, number, dropdown, radio)

   

3. Place the Field

   • Your cursor will change to indicate placement mode
   • Navigate to the page where you want the field
   • Click on the document at the exact location where you want the field
   • The field will appear, color-coded to match the recipient

   

Managing Fields

Resizing Fields

1. Click on the field to select it
2. Drag the corners or edges to resize
3. Make sure the field is large enough for a signature

Moving Fields

1. Click once to highlight and click and hold on the field
2. Drag it to a new location
3. Release to place

Duplicating Fields

1. Click on the field to select it
2. Click on the duplicate icon
3. The field will be duplicated

Deleting Fields

1. Click on the field to select it
2. Click the delete icon
3. The field will be removed

Tip

Field Placement Best Practices

• Place signature fields on signature lines in the document
• Ensure fields don’t overlap with important text
• Make signature fields large enough (at least 200x60 pixels)
• Place all required fields before sending
• Use the scroll zoom to precisely position fields

Visual Feedback

• Color Coding: Each recipient’s fields match their assigned color
• Labels: Fields show the recipient’s name and field type
• Auto-Save: Changes are automatically saved every few seconds
• Save Indicator: A checkmark appears when changes are saved

Field Types Explained

Signature Fields

Most commonly used field type. Recipients can draw their signature or type it. Should be placed on signature lines in the document. Make sure they’re large enough for comfortable signing.

Initials Fields

A shorter mark than a full signature. Can be placed once or added automatically on every page, with a configurable height from the bottom of the page and a live preview.

Full Name Fields

Automatically fills with the recipient’s full name. Useful for contracts and formal documents. Can be placed anywhere text is needed.

Email Fields

Automatically fills with the recipient’s email address. Useful for contact information sections. Ensures accurate email capture.

Phone Fields

For collecting phone numbers. Useful in contact forms or emergency contact sections. Recipients can enter their preferred phone number.

Text Fields

For any custom text input. Useful for comments, notes, or additional information. Can be used for any text that needs to be filled in.

Document Input Fields

Checkbox, text, number, dropdown, and radio fields placed on the PDF. Signers complete them during signing. Not the same as self-service signature form intake pages.

Troubleshooting Field Issues

Next Steps

Once you’ve placed all necessary fields:

1. Preview and Send - Review and send the document
2. Track Completion - Monitor the signing process

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Ready to preview and send? Continue with Previewing and Sending.