With Plexus's digital signing locations, you can execute documents faster, ensuring that no stone is left unturned.
Placeholders are used to help end users visualise where action is required on the document.
The file below illustrates how the different types of placeholders in Plexus translate to editable signature locations when files are sent through to DocuSign at the Sign stage of your workflow.
We'll go through each of the available fields below.
DocuSign placeholders
The following placeholders can be dragged onto any document with a sign stage in Plexus.
Signature. A placeholder field where the signer can adopt a digital signature when signing a document.
Initials. A placeholder field that takes the first and last name initials provided.
Date. A placeholder field that auto-populates the date of signing
Full name. A field that pre-populates the name provided to Plexus when the signer's details are provided at the start of the workflow.
First name. This is determined by DocuSign by looking at the Full name and taking the relevant text before a space.
Last name. This is determined by DocuSign by looking at the Full name and taking the relevant text after a space.
Title. This represents the signer's job title. It is an editable field that is filled in at the point of signing. It will appear as a fixed width but when typing will expand to the right if the title is longer than the field.
Email. This is the signer's email address as provided by Plexus to DocuSign. It may be edited during signing.
Company. This represents the signer's organisation. It is an editable field that is filled in at the point of signing. It will appear as a fixed width but when typing will expand to the right if the title is longer than the field.
Text box. This is a flexible field you can use to place resizable text boxes in your document. At the point of signing, your signers will be able to type in the box provided.
Top tip! Drag and drop your mouse over the edges to change the size of the textbox.
Placeholders including signing locations can be defined for your document either:
At the signing stage, if not added previously
Adding signature locations when creating your workflow
You can add signature locations when you first create your document workflow in Approve and eSign.
Where you indicate that your document requires eSignature, and where you have listed those signers in your document workflow, you will have the option to Add signature locations for each of your recipients.
Note! Adding signature locations is optional. You can always skip this and add the signing locations in from the document details page later.
If you click I want to add signature locations, each of the signers you listed when defining your workflow will be shown in the signatures viewer on the left hand side of your screen.
All digital tags can be dragged and dropped onto the desired area of the document. This needs to be done for each nominated signer separately.
Top tip! You can add signatures for your main document and any sub-documents that you have uploaded. If you'd like to add signature locations to any sub-documents, scroll down to the bottom of your main document. The sub-documents will appear in the document previewer directly after your main document.
Once a tag is listed on the document, you will see a number next to the placeholder, indicating how many times that placeholder type is featured on this particular file.
For more details on using the Approve and eSign tool, check out this article.
Moving or removing existing signature placeholders
If you make a mistake with your placeholder(s), you can easily move the signature locations to a different part of the page using your mouse to drag and reposition the tag accordingly.
Alternatively, you may opt to remove it altogether by clicking the x in the top left corner of the tagging field.
When you’re happy with your changes, finish uploading your document. Your changes will be saved automatically.
Adding or updating signatures on your document details page
For existing documents, it's just as easy to update the signature locations and tags on your document.
Top Tip! After editing a document or uploading an amendment, ensure to check the signature locations of the doc to ensure that they are still in the right place.
Step 1. Open the document from your Document list.
Step 2. Above your document preview, there are three tabs, including one for your signature locations. Click the Signature locations tab.
Step 3. From the left hand side of the screen, click Edit to make changes to your signature locations.
You can drag and drop the signature and tagging fields into the correct sections on the document.
Step 4. When you are ready to save your changes, click Save.
Top tip! The Save button replaces the Edit button on the left hand side of your screen.
Note that each time you update and save signature locations on your document, the activity feed will reflect your changes.
Using signature location placeholders to sign
You may also opt to leave your document untagged if you would like your signers to add the locations in themselves when signing the document.
Top tip! We recommend adding signature locations before your document reaches the signing stage, as it will provide your signers with a more streamlined experience ensuring that no sections are missed, particularly for longer documents.
With the correct signature location placeholders added, your signer will be able to click and anchor through to where they need to add their digital signatures when the document moves to the Sign stage of the workflow.
If you fail to nominate signing locations, the signer is instead given the option to drag and drop their own placeholders onto the document. This may mean that certain fields or signing locations are missed and we advise against this where possible.
Note for custom applications
If the document you are using has been generated with another app, it may already have signing locations defined and you will not be able to use this tool.
Anchor tags are a different technology for adding signature locations, and the app that’s being used has been specifically developed for anchor tag support. Anchor tag locations will still show your signers exactly where they need to sign.
Please note various custom apps do not define signing locations.
Have a question about signature location placeholders? Reach out to our team via live chat or [email protected].