Add Smart Fields to Your Template to Sign
How to add Smart Fields to a document with signNow
Automatically import data from spreadsheets, databases, and CRMs to your signNow documents or use specific markers in a signing link’s URL to pre-fill fields with data. Smart Fields work in tandem with the Bulk Invite and Signing Link features.
Use Smart Fields when sending bulk invites
With Smart Fields, you can instantly send documents for signing to multiple recipients and have these documents filled out automatically with data from a CSV file (spreadsheet).
Please note that your CSV must have a name for each column. Without proper column names, Smart Fields won’t be able to transfer information correctly.
First, create a document template or choose an existing one. Click More next to the template’s name and select Smart Fields.

Add Smart Fields to the document and label them. Make sure their labels match the column names in your spreadsheet.
Then, add standard fillable fields to the document. Sending bulk invites requires your documents to have at least one fillable field. Click Done once finished.

Prepare a CSV from which you will export data. Make sure it has a column where your signers’ email addresses are specified. Here is how your spreadsheet should look:

Go back to the Templates folder, click More next to your template, and then select Bulk Invite from the dropdown.

In the new popup window, upload your CSV file by clicking the Upload CSV button and then assigning columns to the respective smart fields (you can recognize them by their labels). When finished, click Done.

signNow will extract data from your spreadsheet and match it with the Smart Fields in your document template. To send it for signing to all your recipients, click Send Invite.

When your signers receive their copy of the document, it will already be pre-filled with their data.

Use Smart Fields when sending signing links
You can also auto-fill Smart Fields in your documents when sharing signing links with your recipients. To do so, you will need to embed the data you require in the signing link’s URL.
After you have created a template and added Smart Fields, click the Create Signing Link button next to the template’s name.

Copy the link from the popup window and paste it in any text editor or your internet browser’s URL bar.

Next, complete the following steps to add the information you need in the signing link’s URL.
- Place (?) after the URL like this: https://signnow.com/s/pDe06pMX?
- Type a Smart Field’s name and the equals sign (=) followed by the data you need to fill. Example: Title=CEO
- To add a space, insert (%20) like this: John%20Smith
- Separate each value with the ampersand symbol (&): Name=John%20Smith&Title=CEO

Finally, share the link with your signer. The values embedded in the URL will automatically populate the corresponding Smart Fields.
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Eliminate paperwork and switch to online form creation and signature collection. Try signNow, a smart tool that makes your document management smooth and easy. Make documents of any kind easily fillable: utilize the add smart fields to your template feature, add various custom fields, and set up them with rules and conditions according to your needs.
Follow the instructions below on how to use the add smart fields to your template feature:
- Log in to your signNow account or register it.
- Click on the Upload Documents button at the top of the screen.
- Open your sample and find the Tools menu on the left.
- Add various fillable fields to your document such as Text, Checkbox, Date/Time, Initials and Dropdown, Radio Button Group, Calculated one, and others by clicking on the corresponding option and drop it to the place you need it to appear.
- Set it as the required one, if needed, and apply other additional settings, using the} toolbar on the right. Click Ok to adjust it.
- Insert a Signature Field. Drop as many as you need. Click on each of them, assign roles, make them required or conditional by using the Signature menu on the right.
- Collect other supportive documents by adjusting a Request Attachment option from the left-hand menu. Make it required or optional, or set the conditions to show it to your signee.
- Click Save and Close to finish editing.
- Select how you will share your sample. Use the Invite to Sign button to send it to your colleagues and partners, or clients’ emails, or Create Signing Link to post it on your website and share it with more users.
It’s easy to customize documents of any kind. Take advantage of the add smart fields to your template functionality to create new forms and templates. Send it to your recipients, and once the form is completed and signed, you'll automatically get it back with an email notification. Streamline collaboration with your teams, partners, and clients by sending them contracts, orders, reports and applications and other forms for signing, which they can quickly fill out and sign hassle-free. Save your precious time and efforts with signNow. Try it out!
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Electronic Signature FAQs
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What is a Smart Field?
Smart Fields allow users to import data from external data sources like spreadsheets, internal company databases, or CRMs, to signNow documents. Smart fields work in tandem with the Bulk Invite and Signing Link features. Bulk Invite sends copies of a document to multiple recipients and auto-fills them with information from a CSV. When using smart fields in a document shared via a signing link, the required values have to be added to the link’s URL. -
What is a fillable field?
Fillable fields are text boxes that you can embed in your documents so that signers can add their data. signNow allows you to use text fields, signature fields, date/time fields, calculated fields, initials fields, checkbox fields, radio button groups, dropdown fields, and attachment request fields. To add them to a document, select the type of field you need from the left-hand toolbar in the editor and drop it anywhere on your document. -
How do I add fillable fields to a document?
When in the signNow editor, choose any item in the Tools section of the left-hand sidebar and click where you need the field to appear on the document. Then, adjust its size and placement and click OK. Don’t forget to save the document after editing by clicking Save and Close. -
How do I invite signers?
Upload a document to signNow and open it in the editor. Select Signature Field in the left-hand sidebar and click anywhere on the document to place a signature field. Then, click Invite to Sign in the top right corner of the screen, enter the recipient’s email address, and hit Send Invite. -
How many signers can I add when sending a document with signNow?
Add as many signers as you need. Also, try using Bulk Invite to speed up sending documents to lots of people at one time. -
How do I send signing invites in bulk?
Use the Bulk Invite feature. Create a document template, click More next to its name, and then select Bulk Invite from the dropdown. Upload a CSV file that contains a column with your signers’ email addresses and hit Send Invite. Each of your recipients will receive a copy of your document for signing. -
What is a signing link?
With signNow, you can create a signing link for any document or template. It is a short link that can be shared with anyone whose signature you require. By following the link, each user receives their own copy of a document that can be eSigned. Completed documents automatically appear in your Documents folder. -
How do I create a signing link?
Select any document or template uploaded to your signNow account and click Create Signing Link in the menu on the right. A signing link will appear in a new dialog box. Copy it and share it with as many signers as you need.
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