Fill & Sign is designed to be a quick and easy method for a user to upload a document, fill in any needed content, and then optionally apply their signature.
Checkmarks and Filled Dots are available for checkboxes and radio buttons.
Signature and Initial fields are both available as needed.
After entering all required content, the user has the option to send a copy of the signed document to one or more recipients.
All input content is captured and extractable through Reports, and the entire transaction is logged in an Audit Report like any other Agreement.
From the Dashboard page in Adobe Sign, click the Fill & Sign link in the Additional Functions section (lower left corner). This opens the Fill & Sign upload page.
The two fields available on the Fill & Sign upload page are:
○ The Files section where you can drag and drop the files you want to sign
◘ Files can also be added from the library or any other integrated source, just like attaching files on the Send page.
○ The Agreement name field, which you use to name the Agreement
◘ By default, the Agreement name field adopts the name value of the first file dropped in the Files section.
◘ This value can be edited if desired.
No form fields are available during the Fill & Sign process, regardless as to where the files come from or the type of fields applied (Authoring, Text tag, or Acroforms).
Multiple files can be added.
During the input process, files display in the order they are listed in the Files section.
Files can be re-ordered in a drag and drop fashion.
Simply changing the order of the documents in the Files list does not change the value in the Agreement name field.
Removing the original document that imported the Agreement name value causes the Agreement name field to adopt a new value based on the file at the top of the Files list.
If the Agreement name is edited in any way, it becomes persistent, and does not change regardless as to how you manipulate the files.
Once all the files are included and the Agreement name is acceptable, click Next.
The Fill & Sign interface loads, showing the document files you uploaded, in the order they were listed.
At the top of the Fill & Sign page are the input tools.
Input types listed from left to right:
A. Text Input – Click this option, and then click anywhere on the document you want to add text. To move to another section of the document, you must explicitly click in the new area and start typing. Text input respects carriage returns, so it is easy to type into multi-line note fields.
B. Checkmark Input – This option places a simple Checkmark graphic. Ideal for Check boxes.
C. Filled Dot Input – Filled Dots are also simple graphics that are traditionally used with Radio Button sets, but can be applied in check boxes as well.
D. Signature Field – The Signature field allows the user to place a signature. If you have a signature saved to your account, that is used by default. Otherwise, you are presented with the normal Signature options allowed by account settings.
E. Initial Field – Mirroring the Signature Field, Initials use any saved image, and allow the normal input options if a saved image isn't in place.
All input types can have their size adjusted to be larger or smaller than the default size, and all input types maintain their size settings discretely from the other input types.
It is possible to have multiple size examples within one Agreement for any given input type.
Text, Checkmarks, and Filled Dots support a "stepped" sizing mechanic that adjusts the font to the next pre-defined size, either smaller or larger.
At the top of each of these fields is an interface that contains a Delete icon (the garbage can on the right side) and two examples of the letter "A".
The left "A" is smaller, and reduces the font size by one "level".
The right "A" is larger, and increases the font one "level".
Changing the font size for any input type is persistent for any subsequent fields of the same type.
For best results, type some text into the first field, and then step the size of the font up or down so that it appears proportional to the font on the underlying document. Once you have a good size, you should not have to resize the font again.
Checkmarks, Filled Dots, Signature, and Initial fields have the ability to be dynamically sized by clicking and dragging the blue "handle" on the input field box.
Again, resizing in this manner is persistent until the input type is resized again (by either method).
All input fields can be moved after they are placed. Depending on how the form is constructed, it may be easier to type your input in a separate section of the form, and then move it into place.
To move a field:
○ Single click it to select it. You will see the field bounding box appear.
○ When the cursor is over the field, it changes to the four direction arrow. Click and hold your mouse button to drag the field to where you need it.
After clicking the Done button, the page reloads to the "Successfully Signed" page.
This page contains a thumbnail of the document you just signed on the left, and four "next steps" that you can click:
○ Send a Copy - This option starts a new workflow that delivers the signed document to one or more email addresses
○ Download a Copy - Clicking this link opens a copy of the signed PDF on your local system
○ Manage This Document - This option opens the Manage tab
○ Sign Another Document - This link opens the Fill & Sign upload page again, so you can sign a different document
By clicking the option to Send a Copy, a new window opens, allowing you to enter the email addresses you want to deliver the document to.
The Recipients field is where you enter the email addresses. If you need to send to more than one email address, separate them with a comma.
○ Clicking the Add Me link at the top right of the recipient field adds your email address into the field.
The Message field is where you can enter any text that you want to deliver with the document.
The recipient gets an email with a link to the document and your message text.
Recipients with an Active Adobe Sign account also see the document listed on their Manage page in the Signed section.
After completing the Send a Copy process, a new page loads to indicate the success of the process.
There are two options available:
○ Manage this Document
○ Sign another Document
At any time the Sender can Share a copy of the document to any recipient email address from the Manage tab.
This works exactly the same way that Send a Copy works on the "Successfully Signed" page, you just use the Share tool on the Manage page to enter the email address for the recipient.
The originator of the document sees their Fill & Sign document sorted on the Manage page just like any other agreement.
If the Fill & Sign process is interrupted before the signature is applied, the document will be in the Draft section.
Fill & Sign documents that successfully have a signature applied will be in the Signed section.
Recipients have the document delivered to their email inbox, but also have the document related to their Adobe Sign account as a shared document.
Any recipient that activates their Adobe Sign account can see the document listed in the Signed section.
Light gray text under the Name value indicates that the document is Shared by another user.
The History tab on the Manage page gives a summary of all action taken regarding the document.
The "Document shared with" line item reflects who the document has been sent to.
Fill & Sign documents that have Text input can generate a CSV file with all of the field data included.
The original user that created the Fill & Sign document has the ability to export the document details and field level content from their Manage tab.
Just single click the Agreement in question to select it, and then click the "Has Form Data" icon
The CSV downloads to your system, and can be opened with any application that understands the CSV format (Excel is the most common).
The CSV shows the input data in a series of columns with the header "MULTILINEDATA".
Admins can see Fill & Sign agreements on their exported reports.
If the account is configured to export field level data, then they also see the "MULTILINEDATA" headers and related field content.
Admins need to have Data Export enabled on their account to see field level data on the exported report. To have Data Export enabled for your account, contact Adobe Sign Support
By default the Fill & Sign / Only I Sign feature is available to all users at all levels of service.
Admins that would like to remove the Fill & Sign / Only I Sign feature from the Dashboard page can do so by request to the Adobe Sign Support team.
The feature can be enabled or removed at the User, Group, and Account level.
While both the Fill & Sign and the Only I Sign workflows co-exist, Admins have the ability to present either workflow as the default, as well as the ability for users to switch between them.
To adjust these settings, navigate to: Account > Account Settings > Send Settings > New Fill & Sign Experience
There are two options you can set to expose the option you prefer:
○ Default to new Fill & Sign experience
◘ Checking this option sets the default Dashboard workflow as Fill & Sign
◘ Unchecking this box leaves the default Dashboard workflow as Only I Sign
○ Allow users to switch...
◘ Checking this box enables a link that allows the user to freely switch between the two workflows
Business and Enterprise account admins can have Digital Signatures added as a signature option by:
- Contacting your Success Managers with a request o enable the option
- Ensure that Digital signatures are enabled in your account
- Navigate to Account > Account Settings > Signature Preferences > Digital Signature Workflows
- At a minimum, enable
- Allow digital signature workflows
- Allow cloud-based digital signatures to internal signers of this account
- Select at least one Cloud Signature Provider
- Click Save