Preparing In-document Signature Placement

Available to Manager and Administrator.

To have signatures placed in the document content, some preparations are needed during project planning. To allow quicker project planning, you can do the preparations already in the Workflow Template.

Enabling In-document Signature Placement

First, enable In-document Signature Placement in the Workflow Template.

1. Open your Workflow Template.

2. Under Settings card, click “Signature placement” dropdown.

3. Click “In document” option.

4. Notice the new Signature Tags Step added into the Sign Phase.

Workflow Template - In document Signature Placement.png

Signature Tags Step

Signature Tags Step is the checkpoint to make sure a document is ready to be signed.

A document is ready to be signed if the number of Signer Placeholder matches with the number of Signers.

In Signature Tags Step, you are able to:

Choose whether the Task to check the document readiness will be done automatically by the system or manually by a person.
Edit the document and prepare it for automatic Signature Tags placement.

Preparing document for In-document Signature Placement

To prepare a document for In-document Signature Placement, upload the document into the Flow first. And then, depending of its file format:

PDF

Automatic tagging

Documill Leap can recognize specially formatted text in the PDF document to represent Signature Tags.

To make a text to be recognized as a Signature Tag, it needs to be defined with such format:

{signer<number>/<signature tag type>}

signer<number>
This represents the identifier number of the Signer Placeholder. The number starts from 1 and can go up as needed.
For example: signer1, signer2, signer3, etc.
<signature tag type>
This represents the information of the Signer. Leap supports below information:

Type	Description
signature	Signer’s signature.
fullname	Signer’s full name.
initials	Signer’s name initials.
date	The date when the signer signed the document.
title	Title of the signer in their organization
organization	The organization’s name of the signer.

Examples:

Text	Description
`{signer1/signature}`	Signature Tag where signer 1’s signature will be placed.
`{signer1/fullname}`	Signature Tag where signer 1’s full name will be placed.
`{signer2/signature}`	Signature Tag where signer 2’s signature will be placed.

We also recommend making the specially formatted text white, or the same color as the background, so it blends in once the real signature details are placed in the final document.

Manual tagging

You can also use Leap UI to place the Signature Tags in the document:

1. On the Signature Tags Step, click [Edit Document] button.

2. Add Signer Placeholders by clicking [Add signer] button.

3. For each Signer Placeholder, drag and drop their Signature Tags on to the document.

DOCX

Documill Leap utilizes a feature in DOCX file format called Content Control to represent Signature Tags. By doing so, the Signature Tags can adjust their position accordingly when there are changes to the document.

Since Content Control is a feature in DOCX file format, you can prepare it using other text editor, as well as generate the DOCX using Documill Dynamo. Make sure to follow the Content Control definition explained in this chapter: Preparing In-document Signature Placement | Content Control Tag format

If you would like to prepare the DOCX while you are designing your Workflow Template, follow below instructions:

1. On the Signature Tags Step, click [Edit Document] button.

2. In the document, add a placeholder text that will be made as Content Control.

3. Select the placeholder text.

4. Click [INSERT] tab > [Content Control] button > [Rick text] option to convert the placeholder text into Content Control.

5. Click the Content Control label to open its Properties dialog.

6. In the [Tag] field, fill it with below format:

Format:
http://www.documill.com/signature/ooxml/1.0/signer<number>/<signature tag type>

Example:
http://www.documill.com/signature/ooxml/1.0/signer1/signature

Read more about Content Control Tag format in the next chapter.

7. Click [OK] button to save and close the Properties dialog.

8. Repeat for other Signature Tags that are needed in the document.

9. In the right side panel, click [Reload Signers] button.

10. Lastly, click [Save as New Version] button to save your changes.

Content Control Tag format

To make a Content Control to be recognized as a Signature Tag, it needs to be defined with such formatted Tag:

http://www.documill.com/signature/ooxml/1.0/signer<number>/<signature tag type>

signer<number>
This represents the identifier number of the Signer Placeholder. The number starts from 1 and can go up as needed.
For example: signer1, signer2, signer3, etc.
<signature tag type>
This represents the information of the Signer. Leap supports below information:

Type	Description
signature	Signer’s signature.
fullname	Signer’s full name.
initials	Signer’s name initials.
date	The date when the signer signed the document.
title	Title of the signer in their organization
organization	The organization’s name of the signer.

Examples:

Content Control Tags	Description
`http://www.documill.com/signature/ooxml/1.0/signer1/signature`	Signature Tag where signer 1’s signature will be placed.
`http://www.documill.com/signature/ooxml/1.0/signer1/fullname`	Signature Tag where signer 1’s full name will be placed.
`http://www.documill.com/signature/ooxml/1.0/signer2/signature`	Signature Tag where signer 2’s signature will be placed.

Other file formats

In-document Signature Placement only supports PDF and DOCX file formats. Please use Separate Signature Page to sign other file formats.