Add Text Tags to the Document with SignNow

Format your text in a document by adding text tags. Specify the type, location and size of your fields. Add tags before uploading a document to airSlate SignNow.

No credit card required
See how it works!Click here to sign a sample doc

Award-winning eSignature solution

What it means to add text tags to the document

Adding text tags to a document creates predefined placeholders that mark where recipients enter text, dates, or other data during an electronic signing process. Tags are metadata elements placed on a document to collect structured input, enforce field types, and guide signer actions. In eSignature platforms like signNow, text tags integrate with templates, conditional logic, and validation rules so documents remain consistent and accurate across repeated use. Proper tagging reduces manual edits, speeds completion, and supports audit trails for each signed transaction while preserving formatting and field behavior.

Why use text tags in document workflows

Text tags standardize data capture, reduce signer confusion, and make templates reusable across similar transactions for consistent outputs and reliable audit trails.

Why use text tags in document workflows

Common challenges when adding text tags to documents

  • Misplaced tags can cause signer confusion and require manual corrections after execution.
  • Inconsistent field types lead to invalid data, requiring rework or follow-up signatures.
  • Poorly named tags complicate template reuse and make mapping to CRMs difficult.
  • Complex conditional logic without testing can break workflows and delay execution.

User roles that benefit from text tags

Contracts Manager

A contracts manager creates templates, defines tag names and validation rules, and oversees document consistency. They use tags to enforce required fields, apply conditional visibility, and map outputs to backend systems for accurate recordkeeping and auditability.

HR Administrator

An HR administrator applies tags to onboarding and benefits forms, ensuring personal data is captured in structured fields. They rely on tag templates to streamline repetitive hires and to support retention policies and compliance requirements.

Who typically adds text tags to documents

Teams responsible for contract assembly and signing workflows place tags to control data capture and signer interactions.

  • Legal and contracts teams ensuring correct clause placement and signer inputs.
  • Sales operations preparing repeatable proposal and order forms for customers.
  • HR administrators managing onboarding forms, offer letters, and employee data collection.

Proper tagging practices reduce errors and speed processing for all these teams, improving throughput and recordkeeping.

Advanced tagging features to maximize utility

Beyond basic text fields, modern eSignature platforms include advanced capabilities that enhance data integrity, signer experience, and automation potential.

Formatting

Enforce specific input patterns and display masks for consistent data entry.

Validation

Apply numeric, date, email, and custom rules to prevent invalid submissions.

Auto-fill

Prepopulate tags via templates, integrations, or previous signer inputs to speed completion.

Conditional logic

Display tags according to prior responses or role-based conditions.

Tag library

Reuse standardized tags across templates for consistent mappings.

Role-based tags

Assign tags to specific signer roles to control access to fields.

be ready to get more

Choose a better solution

No credit card required

Key tools that improve tagging accuracy

Several editor features make tag placement efficient, enforce data quality, and enable scalable template management across teams.

Text Tag

A basic textbox element that captures free-form input; supports placeholders, label naming, and required status so signers know what to enter and administrators can map fields to external systems.

Validation Rules

Set type constraints such as numeric, date, email, or custom regex to prevent invalid submissions and ensure data matches integration requirements before finalizing the document.

Conditional Tags

Configure visibility rules so tags only appear when previous fields meet conditions; useful for optional clauses and role-specific inputs to reduce signer friction and avoid irrelevant fields.

Template Library

Save commonly used tagged documents as templates to reuse across teams, preserving tag names, validation, and conditional logic for consistent, repeatable document workflows.

How text tags function in an eSignature workflow

Text tags act as mapped fields that bind user input to a document's structure; they interact with templates, conditional rules, and data exports.

  • Placeholder mapping: Tags mark where signer input should be stored.
  • Validation rules: Tags can require numeric, date, or custom formats.
  • Conditional visibility: Show or hide tags based on earlier answers.
  • Data export: Tagged data maps to CSV, CRM, or API payloads.
Collect signatures
24x
faster
Reduce costs by
$30
per document
Save up to
40h
per employee / month

Step-by-step: add text tags to a document

Follow these concise steps to place text tags, configure validation, and prepare a tagged template for sending.

  • 01
    Upload document: Import your PDF or Word file into the platform.
  • 02
    Select Tag tool: Open the text tag or textbox element from the editor.
  • 03
    Place tags: Drop tags where signers must enter information.
  • 04
    Set validation: Define required status and input format for each tag.

Checklist: validate your tagged document before sending

Quick pre-send checks reduce failed signings and improve data quality; run through these items before dispatching documents.

01

Check required flags:

Ensure mandatory tags are set as required.
02

Verify validations:

Confirm format rules on each input field.
03

Test conditional logic:

Simulate different signer answers to reveal fields.
04

Confirm tag names:

Match tag names to integration mappings.
05

Preview signer view:

Review the document from each role's perspective.
06

Run export test:

Verify tagged data exports correctly to target systems.
be ready to get more

Why choose airSlate SignNow

  • Free 7-day trial. Choose the plan you need and try it risk-free.
  • Honest pricing for full-featured plans. airSlate SignNow offers subscription plans with no overages or hidden fees at renewal.
  • Enterprise-grade security. airSlate SignNow helps you comply with global security standards.
Start free trial
illustrations signature

Recommended workflow settings for tagging and automation

Configure these workflow settings to standardize tag behavior, reminders, and post-signature handling across templates and teams.

Workflow Setting Name and Value Header Default configuration values used in templates
Reminder Frequency for Document Signers Send reminder every 48 hours until completed.
Default Tag Validation Policy Enforce required and format rules by default.
Template Version Control Settings Track and lock published template revisions.
Post-signature Export Destination Push tagged data to CRM or SFTP.
Signature Completion Notifications Notify owners immediately after finalization.

Supported platforms and technical prerequisites

Adding and using text tags requires a modern browser or mobile app and basic connectivity to access templates and save metadata.

  • Desktop browsers: Chrome, Edge, Safari supported
  • Mobile operating systems: iOS and Android apps available
  • Connectivity needs: Stable internet connection required

For enterprise deployments, consider single sign-on, API credentials, and gateway configurations; ensure browser pop-ups are allowed and PDF rendering settings are compatible to preserve tag placement across devices.

Security and protection controls for tagged documents

Encryption: At-rest and in-transit
Access controls: Role-based permissions
Audit trail: Complete event logs
Two-factor authentication: Optional signer verification
Certificate signing: Digital certificate support
HIPAA-ready controls: Protected data handling

Industry examples: applying text tags in real workflows

Two practical examples show how tags improve accuracy and speed across common document types.

Sales Order Template

A regional sales team used template tags to standardize order entries and automate pricing fields across quotes and orders, reducing manual edits by enforcing numeric formats

  • Tagging included quantity, unit price, and delivery date fields
  • This allowed automatic calculation and validation before signature

Leading to faster approvals and fewer post-signature adjustments, improving processing time and billing accuracy.

New Hire Packet

An HR department implemented tagged onboarding packets to gather standardized personal, tax, and direct deposit information in one flow

  • Tags enforced required fields and SSN masking rules
  • Conditional tags revealed benefits elections only for eligible hires

Resulting in complete, compliant records at signing and fewer follow-ups for missing paperwork, supporting payroll accuracy and retention policies.

Best practices for secure and accurate text tagging

Adopt these practices to make tags reliable, maintainable, and compliant across document templates and signing workflows.

Use clear, consistent tag names
Choose descriptive, standardized tag names that map directly to backend fields or CRM properties; this reduces confusion during integration and simplifies template maintenance across teams.
Apply validation and required flags
Always set appropriate validation rules and mark required tags where missing data would invalidate the document, ensuring correct data capture at the point of signing and preventing follow-up corrections.
Test templates with real flows
Run end-to-end tests with representative signer roles and conditional scenarios to verify tag visibility, data mapping, and integration exports before using templates in production.
Document tag conventions and ownership
Maintain a central catalog that records tag names, purposes, and owners so teams can update templates safely and auditors can trace field intent and changes.
Connect airSlate SignNow to your apps
Check out airSlate SignNow integrations
Data accuracy, security, and compliance
airSlate SignNow is committed to protecting your sensitive information by complying with global industry-specific
Learn more about security

FAQs About adding text tags to the document

Answers to common questions about tag placement, validation, integration, and error resolution when preparing documents for electronic signing.

Comparison: tagging capabilities across top eSignature platforms

A focused feature comparison shows tagging availability and specific capabilities among leading U.S.-focused eSignature providers.

Feature or Requirement for Comparison signNow (Recommended) DocuSign Adobe Sign
Add text tags support
Conditional fields
Bulk template tagging Limited Limited
Native CRM connectors
be ready to get more

Get legally-binding signatures now!

Start your free trial

Retention and document lifecycle considerations

Define retention, backup, and archival policies that include tagged document versions and exported field data to meet organizational and regulatory requirements.

Record retention schedules:

Retention periods aligned with legal and business needs.

Archival formats and storage:

Store signed PDFs with embedded tags and metadata.

Exported data retention:

Keep exported field data separately for query and reporting.

Regular backups:

Periodic backups stored offsite or in secure cloud archives.

Delete policies and audits:

Controlled deletions with audit records retained.

Risks of incorrect or missing text tags

Invalid execution: Void signatures
Data loss: Missing fields
Regulatory exposure: Noncompliance fines
Operational delays: Rework required
Privacy breaches: Unauthorized access
Integration errors: Failed data mapping

Pricing snapshot and feature availability for tagged documents

Pricing and included tagging features vary by plan; the table summarizes typical entry-level options and common tagging-related inclusions for each vendor.

Monthly Plan Features Comparison signNow (Recommended) DocuSign Adobe Sign HelloSign PandaDoc
Starting Price (per user, billed monthly) From $8/user/month From $10/user/month From $14.99/user/month From $15/user/month From $19/user/month
Included signatures per month Unlimited signatures on paid plans Tiered signature limits Tiered signature limits Tiered signature limits Tiered signature limits
Tagging tools included Full tag editor and templates Full editor Full editor Editor with limits Full editor with templates
Enterprise support options Phone and dedicated support available Enterprise support available Enterprise support available Email support primary Enterprise support available
API access and developer tools Included with developer keys Paid API plans Included for business plans API available Included with business plans

How to use text tags in documents

Text tags in airSlate SignNow are specifically formatted combinations of symbols that can be placed anywhere within your documents in order to preset the location, size and type of various fields such as Signature, Text, Initial fields etc.

1. To use text tags, you must add them to your document before uploading.

For example, the text tags being used for the ‘Date’ line are the following:

{t (for the Type of field): t (for Text): r (for Required): y (for Yes): o (for Role): “Customer”; l (for Label): “Date”; }

The text tags being used on first the ‘Sign Here’ line are the following:

{ t (for Type of field): s (for Signature); r (for Required): y (for Yes); o (for Role): “Customer”;}

The text tags being used on the second ‘Sign Here’ line are the following:

{ t (for Type of field): s (for Signature); r (for Required): y (for Yes); o (for Role): “Agent”; }

After placing text tags in your document and uploading it to airSlate SignNow, the document fields will show up automatically:

The table below shows the most widely used text tags in airSlate SignNow along with the types of fields for which these text tags can be applied.

KEY What does it mean? Accepted format & values When fields need this KEY?
t TYPE of the field

s (for signature)

i (for initials)

t (for text)

d (for dropdown)

c (for checkboxes) 

 For every field
r REQUIRED

y (for required)

n (for optional)

 For every field
o ROLE " " For every field
l LABEL " Only for Text and Drop down fields
dd DROPDOWN "option1, option2, option2, ...." Only for Drop down fields
f FILE " ".pdf" File attachment
w WIDTH w (width) For every field
h HEIGHT h (height) For every field
v VALIDATOR_ID v (validator_id) Only for Text field

You can preset standard fields, such as Initials, and also more complex fields with data validations, such as a US phone number.

1 To create a  field of TYPE signature, with required REQUIREMENT, ROLE 'CEO', WIDTH '100', and HEIGHT '15' {{t:s;r:y;o:"CEO";w:100;h:15;}} 
2 To create a  field of TYPE initials, with optional REQUIREMENT, ROLE 'CEO', and WIDTH '50' {{t:i;r:n;o:"CEO";w:50;}}
3 To create a  field of TYPE text, with optional REQUIREMENT, ROLE 'CEO', LABEL 'Label', and HEIGHT '75'

{{t:t;r:n;o:"CEO";l:"Label";h:75;}}
4 To validate a date for TYPE text, with optional REQUIREMENT, ROLE 'CEO', LABEL 'Label', WIDTH '100', and VALIDATOR_ID '13435fa6c2a17f83177fcbb5c4a9376ce85befeb'

Date: {{t:t;r:n;o:"CEO";l:"Label";w:100;v:"13435fa6c2a17f83177fcbb5c4a9376ce85befeb";}}
5 To validate a US phone number for TYPE text, with optional REQUIREMENT, ROLE 'CEO', LABEL 'Label', WIDTH '100', and VALIDATOR_ID '13cc1d661da456d27b249b73056ed4d1f2e72d8e' {{t:t;r:n;o:"CEO";l:"Label";w:100;v:"13cc1d661da456d27b249b73056ed4d1f2e72d8e";}}
6 To validate a US zip code for TYPE text, with optional REQUIREMENT, ROLE 'CEO', LABEL 'Label', WIDTH '100', and VALIDATOR_ID '1671f4eb87444a24e1e00f149bade8b7cf3af5da' {{t:t;r:n;o:"CEO";l:"Label";w:100;v:"1671f4eb87444a24e1e00f149bade8b7cf3af5da";}}
7 To validate an age for TYPE text, with optional REQUIREMENT, ROLE 'CEO', LABEL 'Label', WIDTH '100', and VALIDATOR_ID '1a203fa91791b0458608be045a454ba90557fb26'

{{t:t;r:n;o:"CEO";l:"Label";w:100;v:"1a203fa91791b0458608be045a454ba90557fb26";}}
8 To validate an email address for TYPE text, with optional REQUIREMENT, ROLE 'CEO', LABEL 'Label', WIDTH '100', and VALIDATOR_ID '7cd795fd64ce63b670b52b2e83457d59ac796a39'

{{t:t;r:n;o:"CEO";l:"Label";w:100;v:“7cd795fd64ce63b670b52b2e83457d59ac796a39”;}}
9 To validate a US state for TYPE text, with optional REQUIREMENT, ROLE 'CEO', LABEL 'Label', WIDTH '100', and VALIDATOR_ID '3123849de563f9e14acacc2739467e3d30e426b6'

{{t:t;r:n;o:"CEO";l:"Label";w:100;v:“3123849de563f9e14acacc2739467e3d30e426b6”;}}
10

To create a  field of TYPE signature, with required REQUIREMENT, and ROLE 'CFO'

 {{t:s;r:y;o:"CFO";}}
11

To create a Field of TYPE Text, with optional REQUIREMENT, with ROLE 'CFO', and with LABEL "notes"

 {{t:t;r:n;o:"CFO";l:"notes";}}
12

To create a Field of TYPE Initial, with optional REQUIREMENT, and ROLE 'CFO'

 {{t:i;r:n;o:"CFO";}}
13 To create a Field of Type Drop down, with required REQUIREMENT, with ROLE 'Employee', with LABEL 'Date', and with DROPDOWNS '2012,2013,2014' {{t:d;r:y;o:"Employee";l:"Year";dd:"2012,2013,2014";}}
14

To create a Field of TYPE Text, with a Date label which will auto-fill with current date

 {{t:t;r:y;o:"CFO";l:"Date";}}
15

To create an Invite tag with signing order, with required REQUIREMENT, with ROLE 'Role1', 'Client', 'Manager':

{{t:e;o:"Role1";e:"siri@mailinator.com";order:1;}}
{{t:e;o:"Client";e:"siri2@mailinator.com";order:2;}}
{{t:e;o:"Manager";e:"siri3@mailinator.com";order:3;}}

There can also be more complex tags which consist of a tag_name and the airSlate SignNow field creation information as presented in the call PUT /document/.

These complex tags appear in the format {{}} such as {{my signature}} or {{ClientSignatureDate}}.

Here are some of the most popular examples of such complex tags:

Text Tag

      {

tag_name:'TextTagExample',
role:'Role1',
label:'Label1',
required:true,
type:'text',
prefilled_text:’family-name',
width:100,
height:20

},
Date Validator Tag

    {

"tag_name":"DateValidatorTagExample",
"role":"Role1",
"label":"Date of Birth",
"required":true,
" type":"text",
"height":15,
"width":100,
"validator_id":"13435fa6c2a17f83177fcbb5c4a9376ce85befeb"

},
Initials Tag

    {

"tag_name":"InitialsTagExample",
"role":"CLIENT",
"required":true,
"type":"initials",
"height":15,
"width":40

},
Signature Tag

    {

"tag_name":"SignatureTagExample",
"role":"CLIENT",
"required":true,
"type":"signature",
"height":15,
"width":200

},
Drop-Down Tag

    {

"tag_name":"DropDownTagExample",
"role":"Role1",
"label":"Options",
"required":true,
"type":"enumeration",
"height":15,
"width":100,
"custom_defined_option":false,
"enumeration_options":["All","None"]

},
Attachment Tag

    {

tag_name:'AttachmentTagExample',
role:'Role2',
label:'Label2',
required:true,
type:'attachment',
width:100,
height:20

}
Checkbox Tag

{
"tag_name":"CheckboxTagExample",
"role":"CLIENT",
"required":true,
"type":"checkbox",
"height":12,
"width":12,
},

To begin, you can simply copy-paste the needed tag from the table below and add it your document prior to uploading it to airSlate SignNow. Height and width are easily adjusted manually, just change the numbers as per your needs.

walmart logo
exonMobil logo
apple logo
comcast logo
facebook logo
FedEx logo

Explore Advanced Features

Discover More eSignature Tools

be ready to get more

Get legally-binding signatures now!

Start free trial
Company
Forms
Pricing
Resources
Knowledge base
Products
© 2026 airSlate Inc. All rights reserved.
English