Overview

On the Electronic Signature / Fillable PDF step in a sequence, an administrator can review a document a user has filled out and signed, add their own content on top of it, and save the result as the new primary file for that user's step.

The administrator can place text, a signature, initials, a name, a date, or checkmarks anywhere on the document. When the administrator saves a new version, the file that existed before is preserved as a previous version that only administrators can see. The user's original submission is never lost.

This applies to the Electronic Signature / Fillable PDF step type within a sequence, and is available on the web application only (not on the mobile app).

When would I use this?

• Countersigning a waiver or agreement after the user has signed it.
• Adding an administrator approval, signature, or initials to a completed document.
• Filling in information on behalf of a user, whether or not they have submitted the document yet.
• Recording a completion or expiration date on the signed document.

Where to find the action

The action is reached from the sequence expand view:

1. Open the sequence and expand the user's progress.
2. Open the detail popup for their Electronic Signature / Fillable PDF step.
3. Select the fillable PDF button (chip). Its label depends on whether the user has already submitted a file:
   • Review & fill out PDF appears when the user has already submitted. The document opens with the user's filled-out file as the starting point, so you work on top of what they submitted.
   • Fill PDF for profile appears when there is no submission yet. The document opens from the blank template.

The button only appears for Electronic Signature / Fillable PDF steps, and only when you have access to act on that user's step. If you do not have that access, the button is not shown.

Adding your content to the document

Selecting the button opens the signing view, with the document displayed and a field palette across the top. The header reads "Review & fill out the PDF below."

You can place the following field types:

• Signature
• Text
• Name
• Initials
• Date
• Checkbox

To add a field:

1. Select a field type from the palette. A short hint indicates that clicking on the document places the field.
2. Click on the document where you want the field. For most field types, a value prompt opens right away (a signature pad for signatures, a date picker for dates, and a text entry for text, name, and initials). Checkboxes are marked on when placed.
3. Repeat for as many fields as you need, of any type, placed anywhere on any page.

Moving, resizing, and deleting fields

While a field type is selected, clicking the document places new fields. To adjust existing fields, select the same field type again to turn it off. This switches the view into move mode, where you can:

• Drag a field to reposition it (fields stay within the page area).
• Resize a field from its edges or corners.
• Delete a field using the X control on it.
• Re-open a field's value by double-clicking it. Checkboxes toggle on a double-click.

A field that is placed but left without a value is not included in the saved file.

Saving

Select Save to write your additions onto the document and make it the new primary file for that user's step. Save becomes available once you have placed at least one field with a value. You can also close the signing view with the X in the top-right, or by clicking outside it.

When you save:

• Your signed file becomes the current primary file shown under the submitted file area, with download and preview available.
• The step is set to a complete state, and the completion date is recorded.
• If the user had already submitted, their file is moved into the previous versions history before your version becomes primary.
• If the document is configured with automatic expiration, the expiration date is recalculated from the new completion date.

Previous versions

Previous versions are shown as a collapsible section on the step popup, visible to administrators only. The section shows the number of prior versions, and each entry includes a version number, the date and time it was archived, and download and preview actions for that version's file.

The user's original submission is preserved here, along with any earlier administrator-signed versions. Users do not see the previous versions history; they only see the current primary file.

What the user sees

The user fills out and signs the document in their own flow and submits it. After an administrator signs over the submission, the current file for the step becomes the administrator's signed version. The user does not have access to prior versions of the document.

Status values

An electronic signature record can carry a status of Pending, Signed, or Complete. An administrator sign-over results in a Complete state.