What is a fillable field?

Fillable fields are boxes to which your signers can add their data. airSlate 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.

What is a field label?

Labels are best explained as field names or instructions for what should be added to a field (e.g., Last Name, State, Phone Number, etc.). With airSlate SignNow, your signers can auto-fill identically labeled fields with one click throughout an entire document. Labels are available for text fields, date/time fields, and dropdown fields.

What is pre-filled text?

With airSlate SignNow, you can prefill documents with information you already know. For example, if you know your signer’s name, you can add it as pre-filled text to the corresponding field in a document. As a result, your signer won’t have to complete this field but will be able to edit the information inside if needed. You can customize pre-filled text for text fields, date/time fields, checkbox fields, radio button groups, and dropdown fields.

How do I add a fillable field to a document?

Open your document in the airSlate SignNow editor and select the fillable field you need from the toolbar on the left. Then, click anywhere on the document to place the field. You can adjust its size and placement as needed. When finished, click OK.

How do I import a digital signature certificate into a PDF?

Click on "My digital Ids" under the "Security" Tab. Click on Import, and locate the digital signature you wish to import. Now you can use this signature when signing or signNowing your PDF files.

Electronic Signature
Features
Fillable fields
Save Time by Importing Data into New Document

Save Time by Importing Data into New Document with SignNow

Avoid re-typing the same information on a document using the import data feature. Save time by simply copying fields that contain your needed data and pasting them into a new document.

See how it works!Click here to sign a sample doc

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Legal and compliance considerations when importing data to create documents

Importing data into a document does not change the legal status of electronic signatures; ensure processes comply with ESIGN and UETA and that data handling meets HIPAA or FERPA requirements when applicable.

Typical users and roles for import-based document creation

IT Administrator

Responsible for configuring integrations, APIs, and mapping templates; ensures secure access, implements retention policies, and troubleshoots import errors to maintain reliable document generation workflows across teams.

Operations Manager

Prepares source datasets, approves templates, and oversees bulk document generation; coordinates testing and validation, and works with compliance to ensure imports meet legal and recordkeeping requirements.

Key tools that help you save time by importing data into new document

A combination of templates, field mapping, bulk generation, and integrations shortens the time from data to signed document, reducing repetitive manual entry and errors.

Templates

Reusable templates store form fields and layout so imported data consistently populates the correct locations each time a new document is generated from a dataset.

Field Mapping

Map spreadsheet columns to document fields once, then reuse mappings across imports to avoid manual placement of each value for every document.

Bulk Create

Generate many documents in a single operation from rows in a data file, producing individually addressable files ready for review or signature.

Conditional Fields

Use conditional visibility so certain imported values show only when relevant, keeping documents concise and tailored to each recipient.

Integrations

Connect to CRMs, cloud drives, and form builders to pull data automatically, eliminating manual export and reformatting before import.

Audit Logs

Automatic logging records who uploaded data, when documents were generated, and subsequent signing actions for transparency and compliance.

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Integrations and templates that streamline data imports

Use connectors and saved templates to reduce manual file handling and map external data sources directly into document fields for consistent, repeatable outputs.

Google Workspace

Connect Google Sheets to pull rows directly into document templates and keep a single source of truth for contact and contract data, which reduces duplicate entry and ensures synchronization across systems.

CRM Connectors

Link CRMs to export contact and deal records into templates automatically, enabling generation of client-specific documents such as quotes, contracts, and engagement letters with mapped fields.

Cloud Storage

Import files from Dropbox or OneDrive and save outputs back to the same storage for centralized document management and consistent backup policies across teams.

Custom Templates

Create and version templates with predefined fields and mapping rules so every import produces uniform documents that follow corporate formatting and compliance requirements.

How importing data into a new document works online

Importing data combines a source dataset with a document template so each record generates a new, prefilled document ready for review or signature.

Upload file: Add CSV or XLSX into the platform workspace.
Select template: Choose the document format or template to populate.
Define mapping: Match each column to the corresponding form field.
Create batch: Generate multiple new documents from each source row.

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Quick setup to save time by importing data into new document

Start by preparing a source file with consistent column headers and values; this reduces mapping steps and speeds up creating a new document with prefilled fields.

01

Prepare data: Create a spreadsheet with clear headers matching target fields.
02

Upload source: Import the CSV or Excel file into the document editor.
03

Map fields: Link source columns to document form fields once.
04

Generate document: Apply mapping to create a new document with populated data.

Audit trail and verification when creating documents from imports

Maintain comprehensive logs for imports and generated documents to support traceability and compliance reviews.

01

Record import:

Log file name and uploader.

02

Map snapshot:

Save mapping configuration used.

03

Document create:

Timestamp each generated file.

04

Signer activity:

Track viewing and signing events.

05

Export logs:

Provide CSV audit exports.

06

Retention flag:

Mark records for archiving.

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Workflow settings when automating imports to create documents

Configure import and generation settings to match your business rules so each import produces correctly formatted, signed-ready documents with minimal manual steps.

Setting Name	Configuration
Data Mapping Template	Default mapping
Import Frequency	On demand
Notification Rules	Email alerts
Document Naming	Auto-generated
Retention Action	Archive after 7 years

Device and browser requirements for importing data

Use a modern browser on desktop for the most reliable import experience; file uploads and field mapping are optimized for larger screens.

Desktop browsers: Chrome, Edge, Firefox supported.
Tablet compatibility: iPad and Android tablets supported.
Mobile limitations: Advanced mapping may be limited.

While mobile devices can view and sign documents created from imports, perform initial uploads and complex field mapping on desktop to avoid layout or interaction constraints and ensure accurate data placement.

Security controls relevant to data imports and document creation

Encryption at rest: AES-256 encrypted storage.

Encryption in transit: TLS for data transfers.

Access controls: Role-based permissions.

Audit trails: Immutable activity logs.

Data residency: US-based storage options.

HIPAA support: Business associate agreements.

Industry scenarios where importing data into new document saves time

Common workflows across sectors benefit from automated data import to generate standardized, prefilled documents for signature or record keeping.

Human Resources onboarding

Onboarding packets are generated from HR spreadsheets containing new hire details

Map name, address, and role fields
Reduces data entry and onboarding time

Resulting in faster new-employee processing and complete signed files.

Real Estate closings

Closing documents are populated from contract and buyer data pulled from a CRM

Map contract terms and client information
Minimizes manual errors and inconsistent entries

Leading to more consistent closings and auditable document histories.

Best practices for secure and accurate data imports

Follow these practices to reduce errors and maintain compliance when importing data to create new documents.

Standardize source file formats and headers

Use a consistent CSV or XLSX schema with fixed column names and data types; document the schema so all contributors prepare files the same way and reduce mapping errors during imports.

Test mapping with sample records

Validate mapping on a small subset of rows first to catch formatting or logic issues; examine generated documents before running full batches to prevent mass rework.

Restrict access and use role-based permissions

Limit who can upload or trigger imports, and log all actions; ensure only authorized roles can modify templates or mappings to maintain data integrity and compliance.

Keep audit trails and backups

Retain import logs, original source files, and generated document versions for the required retention period to support audits and incident investigations.

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Data accuracy, security, and compliance

airSlate SignNow is committed to protecting your sensitive information by complying with global industry-specific

Learn more about security

Common mistakes and FAQs about importing data into new document

Address frequent issues and questions to prevent import errors and ensure accurate document creation from datasets.

Headers don’t match template fields
If import fails or fields remain empty, verify that column headers exactly match the expected mapping names and correct any extra spaces or typos before re-importing.
Incorrect date or number formats
Normalize dates and numeric fields in the source file to a consistent format (e.g., YYYY-MM-DD) so the platform interprets and places values correctly during document generation.
Large file performance issues
Split very large datasets into smaller files or use API-based batch processing to avoid timeouts and to maintain predictable processing and error handling.
Missing conditional content
Confirm conditional field rules in the template match the imported values used to trigger visibility, and test with sample rows to validate expected outputs.
Duplicate records created
Check import logs for retries and ensure idempotency by using unique identifiers in the source file to prevent creating duplicate documents across multiple imports.
Security and compliance questions
Verify access controls and audit logs, and ensure sensitive data imports follow organizational policies and legal obligations such as HIPAA or FERPA when applicable.

Feature comparison for importing data into new document

Compare core import capabilities across providers to match your technical and compliance needs when generating documents from datasets.

Feature Comparison and Availability Criteria	signNow (Recommended)	DocuSign	Adobe Sign
Bulk Import Support
Field Mapping Persistence		Limited
API Import Endpoint	REST API available	REST API available	REST API available
Mobile Import Capability		Limited

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Retention and backup considerations for imported documents

Define retention and backup schedules that align with legal, regulatory, and internal policy requirements for documents created via data imports.

Short-term backups:

Daily incremental backups retained 30 days.

Long-term retention:

Archive for seven years per policy.

Legal hold support:

Freeze documents on litigation notice.

Export capability:

CSV export of logs and documents.

Disposal schedule:

Automatic purge after retention end.

Cost comparison for providers that support importing data into new document

Review typical pricing and feature allocations to estimate cost and capacity for import-driven document generation across vendors.

Pricing and Features Comparison	signNow (Featured)	DocuSign	Adobe Sign	Dropbox Sign	PandaDoc
Starting Price	Affordable per user plans	Mid-range per user plans	Enterprise-oriented pricing	Included with Dropbox plans	Tiered subscription plans
Monthly Cost (per user)	$8 to $15 per user	$25 to $40 per user	$30 to $50 per user	$10 to $20 per user	$19 to $39 per user
Templates Included	Unlimited templates in most plans	Limited templates on lower tiers	Template library included	Templates with business plans	Template usage varies by tier
Bulk Send / Batch Limit	Batch generation and Bulk Send supported	Bulk features on higher tiers	Bulk options available in enterprise	Batch sending available	Bulk send on business plans
API Access	API available with commercial plans	Robust API with usage limits	API for enterprise customers	API with Dropbox integration	API included on higher tiers

How to import fields to a document with airSlate SignNow

If you have already created a fillable document with multiple pre-configured fields, you can easily transfer those fields to a new or similar document using the Import Fields feature.

Upload a document to your account

In the airSlate SignNow web app, click the Upload Documents button and browse your device for the document you need to be signed. Then, open it in the editor by clicking More > Open.

Import fillable fields in one click

Click on the Settings button at the top of the screen. Then, select Import Fields from the dropdown.

Select an identical or similar document with fillable fields in any of your airSlate SignNow folders. You can view the number of fillable fields and signing roles for each of your documents. Click Next to proceed.

Assign or edit signing roles according to your needs and then click the Import field(s) button.

The fillable fields will be instantly transferred from one document to another along with their settings. You can then adjust the size and position of the imported fields or change their settings.

Save Time by Importing Data into New Document with SignNow

Award-winning eSignature solution

Legal and compliance considerations when importing data to create documents

Typical users and roles for import-based document creation

IT Administrator

Operations Manager

Key tools that help you save time by importing data into new document

Templates

Field Mapping

Bulk Create

Conditional Fields

Integrations

Audit Logs

Choose a better solution

Integrations and templates that streamline data imports

Google Workspace

CRM Connectors

Cloud Storage

Custom Templates

How importing data into a new document works online

Quick setup to save time by importing data into new document

Audit trail and verification when creating documents from imports

Record import:

Map snapshot:

Document create:

Signer activity:

Export logs:

Retention flag:

Why choose airSlate SignNow

Workflow settings when automating imports to create documents

Device and browser requirements for importing data

Security controls relevant to data imports and document creation

Industry scenarios where importing data into new document saves time

Human Resources onboarding

Real Estate closings

Best practices for secure and accurate data imports

Common mistakes and FAQs about importing data into new document

Feature comparison for importing data into new document

Get legally-binding signatures now!

Retention and backup considerations for imported documents

Short-term backups:

Long-term retention:

Legal hold support:

Export capability:

Disposal schedule:

Cost comparison for providers that support importing data into new document

How to import fields to a document with airSlate SignNow

Upload a document to your account

Import fillable fields in one click

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