Field Types Reference Guide - Complete Overview

Understand all field types available in BreezeDoc for building interactive documents. This comprehensive guide covers signature, text, checkbox, date, initials, and dropdown fields with use cases, properties, validation options, and best practices for each type.

Prerequisites

• Account: Active BreezeDoc account
• Plan: All field types available on Free, Pro, and Agency plans
• Document: PDF document uploaded or template ready for field placement
• Access: Document editing permissions (Owner, Sender, or Editor role for team documents)

Field Types Overview

BreezeDoc provides 6 field types for creating interactive, signable documents. Each field type serves a specific purpose and can be placed anywhere on your document pages. All field types:

• Drag-and-Drop – Place fields by dragging from the field selector onto document pages
• Resizable – Adjust field dimensions to fit your document layout
• Recipient-Specific – Assign fields to different recipients (parties) using color coding
• Required/Optional – Mark fields as required or optional for completion
• Multi-Page – Add fields to any page in your document
• Universal Availability – All field types work on all plans (Free, Pro, Agency)

The Six Field Types

1. Signature – E-signature capture for legal agreements
2. Text – Single or multi-line text input for names, addresses, notes
3. Checkbox – Yes/no options for acknowledgments and consents
4. Date – Auto-populated signature date for legal documentation
5. Initials – Initial-only signatures for quick acknowledgments
6. Dropdown – Multiple-choice selection from predefined options

Signature Field

What is a Signature Field?

Signature fields capture legally binding e-signatures from recipients. Recipients can draw their signature with a mouse/touchscreen or type their name in a signature font.

Properties

• Default Size: 260px wide × 55px tall
• Default Required: Yes (typically required for legal validity)
• Input Methods: Draw, Type, or Upload signature image
• Output: PNG image embedded in final PDF
• Icon: Pen icon in field selector

Common Use Cases

• Contract signatures (service agreements, NDAs, employment contracts)
• Legal document execution (wills, power of attorney, leases)
• Compliance acknowledgments (policy acceptance, training completion)
• Client approvals (project proposals, statements of work)
• Financial agreements (loan documents, investment forms)

Best Practices

• Placement: Place near signature lines or at the end of agreements
• Labeling: Add "Signature:" or "Sign Here:" text near the field for clarity
• Size: Keep default 260×55px size for readability (don't make too small)
• Required: Always mark as required for legally binding documents
• Multiple Recipients: Assign different signature fields to each party using color coding

Text Field

What is a Text Field?

Text fields allow recipients to type free-form text into the document—names, addresses, phone numbers, notes, or any written information.

Properties

• Default Size: 218px wide × 38px tall
• Default Required: No (often optional unless critical information)
• Input Type: Free-form text (single or multi-line)
• Character Limit: No built-in limit (practical limit based on field size)
• Output: Text rendered in PDF at 11pt font size
• Icon: Text area icon in field selector

Common Use Cases

• Personal information (full name, address, phone number, email)
• Business details (company name, job title, department)
• Financial information (bank account numbers, routing numbers)
• Additional notes or comments
• Project descriptions or specifications
• Contact information

Best Practices

• Width: Make fields wide enough for expected content (addresses need more width than names)
• Height: Use default height for single-line entries; increase for multi-line notes
• Labels: Add clear labels like "Name:", "Address:", "Phone:"
• Required vs Optional: Mark critical fields (name, email) as required; leave optional fields (phone) unrequired
• Grouping: Place related text fields together (all contact info in one section)

Checkbox Field

What is a Checkbox Field?

Checkbox fields let recipients acknowledge statements, agree to terms, or make yes/no selections by clicking a box.

Properties

• Default Size: 38px wide × 38px tall (square)
• Default Required: No (often optional unless for mandatory acknowledgments)
• Input Type: Single click to check/uncheck
• Output: Checkmark image (✓) in PDF if checked; empty box if unchecked
• Icon: Check-square icon in field selector

Common Use Cases

• Terms and conditions acceptance ("I agree to the terms")
• Policy acknowledgments ("I have read the privacy policy")
• Consent forms ("I consent to data processing")
• Multiple choice options (select one or more from a list)
• Compliance certifications ("I certify this information is accurate")
• Opt-in selections ("Send me marketing emails")

Best Practices

• Labels: Place descriptive text immediately to the right of the checkbox
• Required Acknowledgments: Mark critical checkboxes (terms acceptance) as required
• Grouping: Align multiple checkboxes vertically for scannable lists
• Size: Keep default 38×38px size for easy clicking on mobile devices
• Negative Language: Avoid double negatives ("I do not disagree" → "I agree")

Date Field

What is a Date Field?

Date fields automatically populate with the date when the recipient completes their fields. This provides a timestamp for when the document was signed.

Properties

• Default Size: 230px wide × 28px tall
• Default Required: N/A (auto-filled, not user input)
• Input Type: Automatic (no user entry required)
• Format: YYYY-MM-DD (e.g., 2024-05-15)
• Timezone: Uses document owner's timezone setting
• Output: Date text rendered in PDF at 11pt font
• Icon: Calendar icon in field selector

Common Use Cases

• Signature date lines ("Date: _______")
• Agreement execution dates
• Legal document timestamps
• Compliance certification dates
• Effective date documentation

Best Practices

• Placement: Place near signature fields ("Signature: _____ Date: _____")
• Label: Add "Date:" label to left of field for clarity
• Multiple Recipients: Each recipient gets their own date field showing when they completed
• Width: Keep default 230px width to accommodate full date format
• Not Editable: Recipients cannot edit date fields—they auto-populate on completion

Initials Field

What is an Initials Field?

Initials fields capture recipient initials (abbreviated signature) for quick acknowledgments on multi-page documents.

Properties

• Size: Similar to signature field but smaller (typically 100-150px wide)
• Default Required: No (often optional for secondary acknowledgments)
• Input Methods: Draw or Type initials
• Output: PNG image embedded in final PDF
• Icon: Person icon in field selector

Common Use Cases

• Page-by-page acknowledgment ("Initial each page")
• Secondary agreements within documents ("Initial if you agree to this clause")
• Amendment acknowledgments
• Witness initials on multi-page contracts
• Quick approval indicators

Best Practices

• Size: Smaller than signature fields (initials are typically 2-3 letters)
• Consistency: Use initials fields consistently (every page or none)
• Label: Add "Initial:" or "Initials:" label for clarity
• Placement: Bottom of pages for page-by-page acknowledgment
• Required: Mark as required only if legally necessary (often optional)

Dropdown Field

What is a Dropdown Field?

Dropdown fields (select menus) let recipients choose one option from a predefined list of choices.

Properties

• Default Size: Width varies based on options; height typically 30-40px
• Default Required: No (often optional unless critical selection)
• Input Type: Select one option from dropdown menu
• Options: Configure custom options when adding the field
• Output: Selected option text rendered in PDF
• Icon: Caret-down-square icon in field selector

Common Use Cases

• Payment method selection (Credit Card, Bank Transfer, PayPal)
• Salutation selection (Mr., Mrs., Ms., Dr.)
• State/Province selection
• Country selection
• Product or service tier selection
• Delivery preference (Standard, Express, Next-Day)
• Department or division selection

Configuring Dropdown Options

1. Add a dropdown field to your document.
2. Click the field to open field properties.
3. Enter dropdown options (one per line or comma-separated).
4. Example options:
   • Monthly, Quarterly, Annually
   • Basic, Pro, Enterprise
   • Alabama, Alaska, Arizona, ..., Wyoming
5. Save the field.
6. Recipients see a dropdown menu with your configured options.

Best Practices

• Option Count: Limit to 3-20 options (too many = hard to scan; use text field instead)
• Alphabetical: Sort options alphabetically for easy finding (except when order matters)
• Default Selection: Consider setting a default/most common option
• Labels: Add a label above or to the left ("Select Payment Method:")
• Width: Make field wide enough to display longest option text

Universal Field Properties

Required vs. Optional Fields

• Required (default for signatures):
  • Recipients cannot complete document without filling required fields
  • Marked with red asterisk (*) or indicator
  • Use for critical legal fields (signatures, acknowledgments, names)
• Optional (default for text, checkbox, dropdown):
  • Recipients can skip these fields and still complete document
  • No asterisk indicator
  • Use for supplementary information (phone, fax, notes)

Assigning Fields to Recipients (Parties)

When you have multiple recipients, assign fields to specific parties using color coding:

• Party 1 (Yellow): Typically the first signer or client
• Party 2 (Blue): Second signer or counterparty
• Party 3+ (Other Colors): Additional signers as needed
• Self-Signing (Orange): Fields you'll fill out yourself

How to assign:

1. Select a recipient from the party selector before adding fields.
2. All fields added while that recipient is selected are assigned to them.
3. Change recipient selection to add fields for different parties.
4. Fields display in the recipient's color for easy identification.

Field Positioning and Sizing

• Drag-and-Drop: Drag field from sidebar onto document pages
• Resize: Click and drag field corners to adjust width/height
• Move: Click and drag field to reposition
• Delete: Click field and press Delete key or click trash icon
• Alignment: Use visual guides to align fields neatly

💡 Pro Tip: BreezeDoc remembers your last field size. When you resize a field, the next field you add will automatically use that size, making it faster to create documents with consistently sized fields.

Field Validation and Rules

Automatic Validation

BreezeDoc automatically validates certain field types:

• Signature/Initials: Must contain drawn or typed signature
• Required Fields: Must be filled before document completion
• Date Fields: Auto-populated, no validation needed
• Checkboxes: Must be checked if marked required

Validation Error Messages

Recipients see clear error messages when validation fails:

• "Please complete all required fields"
• "Signature is required to continue"
• "Please acknowledge this statement by checking the box"

Troubleshooting

Issue: Cannot add fields to document

Fix: Ensure you have document editing permissions (Owner, Sender, or Editor role for team documents). Verify the document is not already sent—you cannot add fields after sending (you must recall or create a new version). Refresh the page to ensure the document editor loaded correctly. Check that you selected a recipient from the party selector before adding fields.

Issue: Field is too small and text gets cut off

Fix: Click the field to select it, then drag the corner handles to make it wider/taller. For text fields with long content, increase both width and height to allow multi-line display. Preview the document from recipient's perspective to verify field size is adequate.

Issue: Dropdown options are not showing for recipient

Fix: Click the dropdown field in the editor to verify options are configured. Ensure you entered multiple options (at least 2) when setting up the dropdown. Check that options are separated correctly (one per line or comma-separated). Save the document after configuring options.

Issue: Date field shows wrong date

Fix: Date fields populate when the recipient completes their fields, not when the document is sent. Verify the date field is assigned to the correct recipient (party). Check your account timezone setting in Account ➜ Settings—date uses your configured timezone. If the date is from the wrong day, the recipient may have signed on a different date than expected.

Issue: Recipient cannot complete document - says required fields missing

Fix: Ask recipient to scroll through all pages to find unfilled required fields (marked with red asterisk). Verify all required signature fields have signatures. Check that all required checkboxes are checked. If recipient still sees error, there may be a hidden required field—review document in editor to locate all required fields.

FAQ

Q: Are all field types available on the Free plan?

A: Yes! All 6 field types (Signature, Text, Checkbox, Date, Initials, Dropdown) are available on Free, Pro, and Agency plans with no restrictions.

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 fields as needed across all pages.

Q: Can recipients edit date fields?

A: No, date fields are automatic and populate with the completion date. Recipients cannot manually enter or edit dates.

Q: Can I make dropdown fields multi-select?

A: No, dropdown fields currently only support single selection. For multiple selections, use multiple checkbox fields instead.

Q: What font is used for text fields in the final PDF?

A: Text fields use DejaVu Sans font at 11pt size in the final PDF for universal readability and character support.

Q: Can I add custom validation rules to text fields (e.g., email format)?

A: Not currently. Text fields accept free-form text without format validation. Consider adding instructions in field labels ("Email: (yourname@example.com)").

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