Prepare and tag documents for recipients

Tagging documents is the act of adding fields to make it clear where to provide information, make a selection, sign, date, initial, etc. Tagging documents is a valuable practice that saves time and reduces errors by highlighting what needs to be filled out and signed on the document. Fields are especially helpful when you add specific instructions to fields that recipients might need extra help with. 

A field is an action item for someone on the transaction.

• Fields are filled out by anyone completing a transaction on the Proof platform. Fields are usually used by signers and notaries, but they could be used by witnesses or others who interact with the document.
• Fields are placed by an individual or business creating a transaction or template for someone to complete.

Who can do this

Any user in your organization with an owner, admin, team member, and sender role can perform the action below.

If you uploaded your own document for notarization, read Prepare a document after you upload instead.

What to expect

Preparing a document after your create a new transaction and upload the file is a multi-step process:

1. Set the document requirements.
2. Tag your document with appropriate fields.

If you'd like more details about types of fillable fields you can add to your documents, feel free to read Notary fields and Signer fields overview.

Tag the documents

Tagging documents before an online notarization meeting creates a smooth experience for all participants, including notaries.

1. Click the name of the document to open the Document Preparation window. 
2. Click the desired field on the right sidebar.
   • The mouse cursor changes to the selected field.
3. Move your cursor to the appropriate place on the document.
4. Click that spot to drop the field.
5. Repeat as needed until all the desired fields have been added.

If you upload multiple files, use the arrows in the upper left corner of the Document Preparation screen to view each one.

Edit the field

Resize

If a field needs to be bigger or smaller to fit on the document correctly:

1. Select the field you'd like to resize.
2. Click the circle in the lower right corner of the field
3. Drag the circle until the field is the desired size.

Move

1. Select and hold the field.
2. Move your cursor to the desired spot.
3. Release the mouse button to place at the new location.

Delete

1. Select the tag.
2. Click the trash bin icon that appears above the field.