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Tag & Prepare Documents

  • Updated

Overview

Tagging documents is the act of adding fields and/or flags/tags to make it clear where to provide information, make a selection, sign, date, initial, etc.

This is a valuable practice that saves time and reduces errors for any transaction. When it comes to online notarization, tagging documents in advance creates a smooth experience for your customers and other participants, including the notary.

Before you send the transaction, you can also add instructions to fields if the recipient might need additional help for certain fields.

🎯Primary Audience: Proof for Business

Tag & Edit Your Documents

To tag and edit your documents, go to the Document Upload section on the Transaction Creation page and select your requirements. Examples:

  • Notarization required
  • Verification of Fact
  • Signer Can Fill in Document
  • Additional Witness Required

Click Fill Out Document to add your tags:

  • Signer Tags & Notary Tags are on the right side of the page:
    • Select the tags you want to use and drag them to the document one at a time or in bulk
  • The Shortcuts button produces a list of shortcut keys for placing tags on the document instead of using your mouse.
  • If you upload multiple documents, use the arrows at the top of your screen to prep each one.

Update Tags

  • Resize: Select a tag, then drag it using the blue handle.
  • Move: Select and drag the tag.
  • Delete: Select a tag and click Delete.
  • Mark as optional: Select a tag and click Set as optional on the tag:
    • Alternatively, turn OFF the Field is required toggle in the menu on the right.

Select Save & Close to save your changes.

Tools, Signer & Notary Tags

Tools

Use these tags to edit your document.

  • Text: A tag to add additional text to the document.
  • Checkmark: A tag to add a checkmark to the document.
  • Whiteout: A tag to "white out" or hide text from the document. You can type over the area after the whiteout is applied.
Signer Tags

You place signer tags for the signer. If you create a transaction for multiple signers, choose which signer you place tags for on the right-hand side of the Document Tagging screen.

  • Sign Here: Indicates where you would like the signer to sign the document.
  • Initial Here: Adds a field for the signer to initial.
  • Date Signed: Allows signers to generate the date they signed the document.
  • Signer Name: When clicked, the signer's printed name is added.
  • Full Name: Provides a field to call for signers to manually add their full name.
  • Select: A checkbox for signers to select answers to a multiple-choice question.
  • Radio Group: An empty dial for selecting one (1) answer to a multiple-choice question.
  • Fill in Here: A blank text box that prompts the signer to add information.
  • Signature & Date: Drops both the signature & date on the document for the signer.
  • Day Month Year: Once applied, the three (3) separate tags can be placed in any order.
  • See how Day Month Year works

    day month year gif.gif

If you'd like to make signer fields optional, check out Optional Signer Fields.

If you'd like to add rules to the document fields, check out Add Conditional Fields for Signers - Business

Select Save & Close

ℹ️ Signer tags create required action items for the signer to complete with the notary. These action items are locked until the notary session, with one exception: Fill in Here can be filled out by the signer before the notary session if the toggle for Signer Can Fill In Document is on when you prepare the document.
Notary Tags

Adding Notary tags does not apply any notarial information before the meeting with the signer. It enables your Notary to complete their notarial duties during the meeting efficiently. Notary fields cannot be marked as optional.

  • Seal Here: A notary tag for where you want the Notary Seal placed on the document.
    • This tag is optional. If you do not set this field in advance, the notary will place their seal where it fits best on the document.
  • Sign Here: A signature tag for the Notary Signature
  • State: A tag for the Notarial Commissioned State
  • County: A tag for the county you have designated as the notary's location
  • Name: A tag for the notary's printed name
  • Commission Expiry: A tag for the notary's commission expiration date
  • ID Number: A tag for the Notary Commission/ID Number
  • Date Signed: A tag to place the date the notary signed/completed the notarization
  • Fill In Here: A tag for an empty text box to type information if needed
  • Select: A flag for an empty checkbox to mark information as appropriate in the meeting
  • Bulk: Drops in several tags for the Notarial Certificate at once:
    • Seal, County, State, Signature, and Commission Expiration Date
  • Disclosure: A tag for the annotation with your state-specific language for the audio/video disclosure. This disclosure is required on every document requiring notarization. 
  • Day Month Year: Once this tag is dropped, it separates into 3 different tags that can be placed in a different order. 
  • See how Day Month Year works

    day month year gif.gif

Still have questions you can't find answers to? Click the chat icon in the corner of your screen to start a chat, email us at support@proof.com!

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