Setting up your electronic signature template is easy with bob’s eSign builder’s visual interface. After you've uploaded your desired PDF template, you can start adding fields using the element options. The template builder will show you the order of recipients that will be included according to your field setup, from roles such as HRBP to employee, to specifically selected people. Once you finish creating the template, you may adjust the order of recipients and customize your message to recipients so that they understand what actions you’d like them to take upon receiving the document request.

If you're more of an audiovisual learner, head to our video tutorial here.

How to edit an eSign document’s name

  1. Press Settings in the main menu

  2. Select Docs

  3. Click on the eSign templates tab at the top left

  4. To use the editor, do one of the following

    1. Upload a new PDF document, or

    2. Click on the template you wish to edit from the template table

  5. Click on the title in the eSign editor

  6. Type in the new document title

  7. Click Save

The different elements in bob’s eSign builder

Once you’ve uploaded your template, you may use various eSign elements to create your eSign document in bob. These include:

  • Signature: a field requesting a person’s electronic signature

  • Initials: a field requesting a person’s initials

  • Signature date: an automatically populated date field showcasing when the corresponding assignee filled out the Signature field

  • Date Field: a field requesting for a date to be filled out, e.g. birth date, start date, etc.

  • Text Field: an open text field to be filled out, e.g. allergies, home address

  • Checkbox: a checkbox field, e.g. to indicate whether a person does or does not meet a criteria

  • Employee Field: a field that syncs information from bob’s employee reference field, e.g. SSN, personal email address, job title

Notes:

  • The signature date and date fields will display the date as per the assignee’s Site settings’ date format

  • Apart from the signature date, which corresponds with the signature field, all fields can be marked as required or optional to fill out. Some elements have particular configuration options as relevant to the field type, e.g. adjusting the font in a text field.

  • When recipients get the document, the employee field will be seen as blank if it is not filled in the employee profile in bob

How to use elements in bob’s eSign template builder

Learn more about how to do the following in an eSign document template in bob. These abilities are possible for all elements unless specified otherwise in the section of the article.

Tip: save the document as you work on it to make sure your progress is saved

How to add an element to an eSign document template in bob

bob’s eSign builder is equipped with common elements required in electronic documents. Add any element using the following instructions:

  1. Press Settings in the main menu

  2. Select Docs

  3. Click on the eSign templates tab at the top left

  4. To use the editor, do one of the following

    1. Upload a new PDF document, or

    2. Click on the template you wish to edit from the eSign template table

  5. Hover over the desired element in the Elements section on the right side of the editor, then press and hold to drag the field onto the document in the middle

  6. Move the field to the desired placement on the document

  7. Edit the field as desired using the instructions in this article

Note that the Employee Field element syncs directly to the corresponding person’s (i.e. assignee’s) employee profile fields in bob. When adding an Employee Field, also follow these steps:

  1. Select a person or a role from Data of dropdown in the Employee field element settings in one of two ways by either scrolling and selecting them or searching for them in the search box at the top of the dropdown:

    1. By role: assign to a role specified in bob, e.g. employee, manager, HRBP, etc.

    2. To a specific person: assign to a specific person in bob by finding their name

  2. Select a field from bob’s fields, listed in the Field name dropdown in the Employee field element settings by either scrolling and selecting them or searching for them in the search box at the top of the dropdown.

Notes:

  • Since the employee field pulls data from a person’s employee profile in bob, it does not require an additional action nor an assignee

  • If the field is empty in the employee profile, it will be blank when recipients get it

How to resize a field in bob’s eSign document template

You may resize a field to fit the space you’d like for it to take in the document, typically to match the original print area in the uploaded document. To do so, follow these steps:

  1. Press Settings in the main menu

  2. Select Docs

  3. Click on the eSign templates tab at the top left

  4. Click on the template you wish to edit from the template table

  5. From the document, select the desired field. Sizing handles will appear on the border of the field

  6. Click and hold a sizing handle and hold the cursor while dragging it up the screen to increase height and/or across to increase width as desired

How to duplicate a field in bob’s eSign document template

To increase efficiency, you may duplicate similar items, e.g. checkboxes. To do so, follow these steps:

  1. Press Settings in the main menu

  2. Select Docs

  3. Click on the eSign templates tab at the top left

  4. Click on the template you wish to edit from the template table

  5. Select the field you wish to duplicate and either:

    1. Use the copy keyboard shortcuts to copy the field (CTRL+C then CTRL+V in Windows OS or Command+C then Command+V in Mac OS), or

    2. Click and press on the field you wish to duplicate to select it, then hold the Alt button (Windows OS) or Option button (Mac OS) as you drag the field outward to another area of the document, thereby pulling the new one

  6. Edit the field as desired

Tip: if the keyboard shortcuts don't work for you, try moving your cursor to the side in the document between copying and pasting

How to undo a change in an eSign document template in bob

To undo any changes you’ve made to elements, use the CTRL + Z (Microsoft OS) or Command + Z (Mac OS) in your keyboard.

How to delete a field in an eSign document template in bob

Deleting an eSign element can be done easily using the following instructions:

  1. Press Settings in the main menu

  2. Select Docs

  3. Click on the eSign templates tab at the top left

  4. Click on the template you wish to edit from the template table

  5. Click on the element you wish to remove

  6. Remove in one of two ways:

    1. Press the Backspace/delete button in your keyboard, or

    2. Click on the trash icon in the element editor

How to mark a field as required or optional in an eSign document template in bob

Once an element has been added as a field to the eSign document template, you may make it as required or optional. Required fields must be filled by the assignee for the document to progress to the next step in the Recipients order. To mark a field as required or optional, follow these steps:

  1. Press Settings in the main menu

  2. Select Docs

  3. Click on the eSign templates tab at the top left

  4. Click on the template you wish to edit from the template table

  5. From the document, select the desired field. The field’s settings will appear on the right hand Elements section

  6. Navigate to the Required checkbox:

    1. Mark the checkbox (i.e. fill it) to mark the field as required for completion for the selected assignee

    2. Unmark the checkbox (i.e. leave empty) to make the field as optional for completion for the selected assignee

Required fields assigned to a person will be colored in, while optional fields will have the color on the field’s borders.

How to assign a field to a person in bob’s eSign document template

Once a field is added to the eSign document template, you will need to associate it to a person by assigning it. To do so, follow these steps:

  1. Press Settings in the main menu

  2. Select Docs

  3. Click on the eSign templates tab at the top left

  4. Click on the template you wish to edit from the template table

  5. From the document, select the desired field. The field’s settings will appear on the right hand Elements section

  6. Click on the Assignee dropdown. You may select an assignee in one of two ways by either scrolling and selecting them or searching for them in the search box at the top of the dropdown:

    1. By role: assign to a role specified in bob, e.g. employee, manager, HRBP, etc.

    2. To a specific person: assign to a specific person in bob by finding their name

When a person or role has at least one field assigned to them, the builder will include them in the Recipients order and give them a unique color that will apply to all other fields assigned to them. Required fields assigned to a person will be colored in, while optional fields will have the color on the field’s borders. To learn more about the Recipients order, go here.

Tip: assigning fields to a role in repeatedly used documents (e.g. policy agreements, standard contracts, etc.) allows for better process automation

How to enter placeholder text in a field in an eSign document template in bob

The Date Field and Text Field elements allow you to include placeholder text in the field that may be used to indicate the type of information needed. For example, the placeholder text may be used to label the field, e.g. “Date of birth”, or by including instructional text, e.g. “Type address here.”

To enter placeholder text in a field, follow these steps:

  1. Press Settings in the main menu

  2. Select Docs

  3. Click on the eSign templates tab at the top left

  4. Click on the template you wish to edit from the template table

  5. From the document, select the desired field. The field’s settings will appear on the right hand Elements section

    1. Click on the text field in the Placeholder section

    2. Enter in the desired placeholder text

How to adjust text formatting of a field in bob’s eSign document template

The following elements may also allow for text formatting:

  • Employee Field

  • Text Field

  • Date Field

  • Signature Date

To format the text of a field, follow these steps:

  1. Press Settings in the main menu

  2. Select Docs

  3. Click on the eSign templates tab at the top left

  4. Click on the template you wish to edit from the template table

  5. From the document, select the desired field. The field’s Formatting settings will be at the bottom of the Elements section

    1. To change the font type:

      1. Click the font dropdown at the top of the Formatting section

      2. Select the desired typeface

    2. To change the font size:

      1. Click on the numerical font size dropdown

      2. Select the desired font size

    3. To change the text alignment:

      1. Click on the left alignment icon to align the text to the left of the field box

      2. Click on the center alignment icon to align the text to the center of the field box

      3. Click on the right alignment icon to align the text to the right of the field box

How to apply changes to multiple fields at once

You may select multiple fields to align them as well as assign them to the same person at once. If all selected fields share other configuration options, e.g. text fields all have the text formatting options, then you may edit those in bulk too. To apply changes to multiple fields at once, follow these steps:

  1. Press Settings in the main menu

  2. Select Docs

  3. Click on the eSign templates tab at the top left

  4. Click on the template you wish to edit from the template table

  5. Click and drag your cursor over the fields you want to select. The Elements section of the builder will show what actions can be taken for all fields, which may include

    1. Marking all selected fields as required/optional

    2. Aligning fields

      1. Select the icon (from left to right) to either

        1. Align all fields to the left

        2. Align fields from horizontal centers

        3. Align all fields to the right

        4. Align fields from the top

        5. Align fields from vertical centers

        6. Align fields from the bottom

    3. Assigning all fields to a singular person

    4. Adjusting text formatting

How to change the recipients order of an eSign document template

The Recipients order section on the right of the eSign builder automatically displays all of the assignees included in the template. An assignee is a person who has at least one field assigned to them in the document template, and each assignee has a unique color to easily differentiate them in the eSign interface.

The Recipients order indicates who will receive and need to act on the document first and who will follow them next (and onwards) once the person before them completes their required actions. The top person is the first and the person at the bottom is last. To make changes to the recipients order, follow these steps:

  1. Press Settings in the main menu

  2. Select Docs

  3. Click on the eSign templates tab at the top left

  4. Click on the template you wish to edit from the template table

  5. Navigate to the recipient you wish to move in the Recipients order section of the eSign builder

  6. Click and hold the drag and drop icon on the right side of the recipient’s icon, moving it up or down to adjust the recipient’s placement in the order
    Note: if a recipient is a specific person, their initials will be displayed instead of a person icon

How to edit the eSign request message

Each template includes a customizable message that will be included in the request, sent via email, to the recipients to notify them of the actions that they need to complete. To customize the message, follow these steps:

  1. Press Settings in the main menu

  2. Select Docs

  3. Click on the eSign templates tab at the top left

  4. Click on the template you wish to edit from the template table

  5. Navigate to the Message section on the righthand of the builder

    1. Enter the subject line of the email request in the top text field (with “Review & act” as default text)

    2. Enter the body of the email request in the larger text field below the top

After you've created you eSign template, it is saved in the eSign templates area in bob. Read this article to learn how to enable (and disable) the use of the template in bob.

Need more help? If you're unsure about anything please send us a message through the chat icon below. You can also check the following articles that may help:

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