Adding Fields to Documents - Complete Guide

Learn how to add interactive fields to your BreezeDoc documents. This guide covers all six field types (Signature, Text, Date, Checkbox, Initials, Dropdown), field placement, recipient assignment, and best practices for creating professional documents.

Prerequisites

• Document: Existing document created in BreezeDoc
• Account: Active BreezeDoc account
• Recipients: At least one recipient added to the document
• Editor Access: Document must be in "Not Sent" status to add fields

The Six Field Types in BreezeDoc

BreezeDoc provides six interactive field types to capture information from recipients:

• Signature – Electronic signature (draw, type, or upload)
• Text – Single or multi-line text input
• Date – Date picker with auto-fill option
• Checkbox – Boolean yes/no toggle
• Initials – Initials-only signature
• Dropdown – Multiple choice selection

Signature Field

The most common field type for electronic signatures.

How to Add a Signature Field

1. Open your document in the editor.
2. Click the Signature button in the field toolbar.
3. Click on the document where you want the signature field.
4. Drag the field to position it precisely.
5. Resize using the corner handles.
6. Assign the field to a recipient using the dropdown.
7. Mark as Required if the recipient must sign.
   • 💡 Note: Signature fields can be optional for witness signatures or secondary acknowledgments. Simply uncheck the "Required" checkbox to make a signature field optional.

Signature Input Options

Recipients can provide signatures in three ways:

• Draw – Draw signature with mouse or touchscreen
• Type – Type name and auto-generate signature
• Upload – Upload a signature image file

Best Practices

• Size: Make signature fields large enough for legible signatures (minimum 200x60 pixels)
• Position: Place near signature lines or at the bottom of contract pages
• Label: Add text labels like "Signature" or "Sign Here" near the field
• Multiple Signers: Use different signature fields for each recipient

Text Field

Use text fields to capture typed information like names, addresses, or custom data.

How to Add a Text Field

1. Click the Text button in the field toolbar.
2. Click on the document to place the field.
3. Drag and resize to fit the space.
4. Assign to a recipient.
5. Optionally add placeholder text (Pro+ feature).

Text Field Features

• Single-line: For short inputs (names, phone numbers)
• Multi-line: For longer inputs (addresses, descriptions)
• Placeholder text: Helpful hints for recipients
• Japanese character support: Full Unicode support

Common Use Cases

• Full name or legal name
• Company name or job title
• Mailing address or email
• Phone number or contact info
• Custom agreement terms

Date Field

Date fields provide a date picker interface and can auto-fill with the completion date.

How to Add a Date Field

1. Click the Date button in the field toolbar.
2. Place the field on the document.
3. Resize to accommodate date format (e.g., MM/DD/YYYY).
4. Assign to a recipient.
5. Choose whether to auto-fill with completion date.

Date Field Features

• Date picker: Interactive calendar for easy selection
• Auto-fill: Automatically insert the date when recipient signs
• Timezone-aware: Respects recipient's timezone
• Format options: Multiple date formats supported

Common Use Cases

• Signature date ("Signed on: ___")
• Contract effective date
• Project start or end date
• Payment due date
• Deadline or milestone date

Checkbox Field

Checkboxes are perfect for agreements, confirmations, and yes/no questions.

How to Add a Checkbox Field

1. Click the Checkbox button in the field toolbar.
2. Place the checkbox next to a statement or option.
3. Assign to a recipient.
4. Mark as required if the recipient must check it.

Checkbox Features

• Boolean toggle: Simple checked/unchecked state
• Visual rendering: Clear checkmark when selected
• Required validation: Ensure recipients acknowledge terms

Common Use Cases

• "I agree to the terms and conditions"
• "I have read and understood this agreement"
• Optional service add-ons
• Consent checkboxes (GDPR, marketing)
• Delivery or payment method selection

Initials Field

Initials fields are smaller signature fields used for acknowledging specific clauses or pages.

How to Add an Initials Field

1. Click the Initials button in the field toolbar.
2. Place the field on the document.
3. Resize (smaller than signature fields).
4. Assign to a recipient.

Initials Field Features

• Compact size: Fits in margins or small spaces
• Quick input: Recipients type initials only
• Per-page acknowledgment: Confirm reading each page

Common Use Cases

• Initial each page of a multi-page contract
• Acknowledge specific clauses or terms
• Confirm changes or amendments
• Witness initials on legal documents

Dropdown Field

Dropdowns let recipients select from predefined options.

How to Add a Dropdown Field

1. Click the Dropdown button in the field toolbar.
2. Place the field on the document.
3. In the field properties, add dropdown options:
   • Click Add Option
   • Enter option text (e.g., "30 days", "60 days", "90 days")
   • Repeat for all options
4. Assign to a recipient.
5. Mark as required if needed.

Dropdown Features

• Multiple options: Add as many choices as needed
• Validation: Recipients must select one option
• Clear selection: Prevents ambiguous responses

Common Use Cases

• Payment terms ("Net 30", "Net 60", "Upon receipt")
• Delivery options ("Standard", "Express", "Overnight")
• Service tier selection ("Basic", "Pro", "Enterprise")
• Country or state selection
• Contract duration ("1 year", "2 years", "3 years")

Managing Fields

Editing Fields

1. Click on any field in the document.
2. The field properties panel opens.
3. Modify settings:
   • Recipient assignment
   • Required status
   • Field size and position
   • Field-specific options (dropdown choices, placeholder text)
4. Changes save automatically.

Removing Fields

1. Click on the field you want to remove.
2. Click the Delete or Remove button.
3. Confirm deletion if prompted.

Clear All Fields

To remove all fields at once:

1. Go to Document Settings.
2. Click Clear All Fields.
3. Confirm the action (this cannot be undone).

Assigning Fields to Recipients

Every field must be assigned to a recipient. Here's how:

1. Click the field on the document.
2. In the field properties, select a recipient from the dropdown.
3. The field color changes to match the recipient's assigned color.
4. Recipients only see and complete their assigned fields.

Multiple Recipients

For documents with multiple signers:

• Assign signature fields to each signer
• Use different colors to distinguish recipient fields
• Set up sequential signing if one person signs after another

Auto-Extract Fields (Advanced)

BreezeDoc can automatically detect and extract fields from certain PDFs:

1. Upload a PDF with fillable form fields.
2. Click Extract Fields in the toolbar.
3. BreezeDoc analyzes the PDF and places fields automatically.
4. Review and adjust field positions as needed.
5. Assign fields to recipients.

Note: Auto-extraction works best with text-based PDFs that have clear form structures.

Troubleshooting

Issue: Cannot add fields to document

Fix: Ensure the document status is "Not Sent". Once sent, documents are locked. Clone the document to create an editable copy.

Issue: Field not appearing for recipient

Fix: Check that the field is assigned to the correct recipient. Click the field and verify the recipient assignment in the properties panel.

Issue: Signature field too small

Fix: Click and drag the corner handles to resize. Signature fields should be at least 200x60 pixels for legible signatures.

Issue: Dropdown options not saving

Fix: Ensure you press Enter or click Add Option after typing each option. Save the document after making changes.

FAQ

Q: How many fields can I add to a document?

A: There is no limit on the number of fields per document. Add as many as needed.

Q: Can I reuse field configurations?

A: Yes, save your document as a template to reuse field layouts. Go to Document Settings ➜ Save as Template.

Q: What happens if a required field is not completed?

A: Recipients cannot submit the document until all required fields are completed. BreezeDoc highlights incomplete required fields.

Q: Can I add fields after sending the document?

A: No, documents are locked once sent. You must create a new document or clone the original to add fields.

Need more help? Contact our support team – we are here to help!