Adding fields to a PDF document
To add fields to a document, either click the three dots menu on the desired document and select Edit, or directly click on the document and choose Edit document from the sidebar.
Find the list of available fillable fields in the Add Fields tab, on the left-side panel. The Standard fields section contains such fields as:
Text
Signature
Date
Number
Checkbox
Dropdown
Image
Initials
Radio Button
Formula
To add a field to the document, select the field type you need and then drag and drop on the document page where you want to locate it. Likewise, drag the field to change its position, resize it by dragging its corners, or delete it by clicking the trash icon if you don’t need this field.
When you click on the field, its parameters open on the property panel. Customize them, so that recipients complete the documents as you need it. Field parameters vary depending on the field type, but common parameters include database field name, hint text, and options to make the field required or conditional.
For Text, Date, Number, Dropdown, and Formula fields, you can preset various text formatting options, such as font type, size, color, and styling (bold, italics, underline), as well as text alignment.
The Templates fields section contains a list of the most popular fields used in documents. These fields already have respective preset parameters, which saves you redundant work. For example, the Company field already has the name and hint text.
Editing tools in PDF editor
To edit your documents go to the Edit tab.
Note: All elements added by you will permanently appear in every document generated from the workflow after version publishing without the ability to modify them on the given documents.
Editing tools include:
Text - type text in the document
Sign and initials - add your signature and initials as a document author
Cross, check, circle, arrow, line - add graphical objects to the document
Date - add a date to the document
Image - add an image to the document by uploading it from your computer or capturing it with the web camera
Erase, highlight, blackout - apply these tools to modify text in the document
Text Box and Sticky notes - add boxes and notes to the document and type the text you need inside of these objects
Draw - draw deliberate figures in your document
Select - allows you to select an object you’ve added to the document to modify it.
All of the listed objects have their parameters, which you can modify according to your needs. Also, similarly to fillable fields, you can move them across the document pages by dragging them, resize by dragging the object’s corners, or delete by clicking the trash icon.
Additionally to graphical objects, the editor allows you to turn on the Wizard function, which guides recipients throughout document fields, and commenting on documents.
Conditions in PDF document
WorkFlow allows you to hide or reveal fields based on other information completed by recipients. Such fields are called conditional.
For example, in the agreement, we want to make the address field become visible for the recipient only after they enter their full name. To do this, we have to select the field we need to make conditional (Address) and switch the Make this field conditional toggle.
The condition constructor will open. In the constructor, select the field which will serve as the trigger (Full name, in our case). Then, select the action that has to be performed to this field from the dropdown. There are two options: filled in or not filled in (in our case, we select ‘is filled in’).
By following the same logic, you can add more conditions and set how they will execute.
To add more conditions, click on the plus icon.
Let’s say, we want the Address field to reveal when the Company name is filled in. So, we repeat the same process as in the previous condition.
When we have two and more conditions, we need to identify the way how they will be executed. By default, the condition will work when any of the actions is true. To change it, click on the top dropdown and select one of the following options:
All of the following - the field only reveals when all conditions are met.
None of the following - the field reveals when none condition is met.
Not all of the following - the field reveals when some of the conditions are met.
Create groups of conditions that can work separately from each other. This allows you to build different logic for document completion depending on the case. To start, click on the arrow icon on the condition you need.
Another condition constructor will open allowing you to create the next level of conditional hierarchy. Add conditions in the same way as described above.
Likewise, you can select how conditions will work within the group.
Different groups can have different execution settings. For example, you can set the first group to require all conditions to be met (‘All of the following’), while the second group might only require one condition to be met (‘Any of the following’). Fields within the same group are only subject to the execution settings of this group. While the group is subject to the general execution settings.
This means that if the general execution setting is set to 'Any of the following,' the field reveals if either all fields in Group 1 are filled in OR any of the fields in Group 2 is filled in.
Delete any condition whenever you need by clicking on the trash icon.
Using this logic, build different conditions for your case.