Enhance Document Accuracy with BoldSign’s Collaborative Fields
Collecting accurate input from multiple signers can be challenging, especially when documents require shared input or verification. The BoldSign collaborative field editing feature simplifies this by enabling signers to edit designated shared fields during the signing process. This collaboration ensures the document is accurate before finalization.
In this blog, we’ll explore how collaborative field editing works, its key configuration options, supported field types, tracking capabilities and notifications, and limitations to help you make the most of it.
What is collaborative field editing?
Collaborative field editing in BoldSign allows multiple signers to edit specific fields within a document during the signing process. This feature is designed for situations where one signer may enter information that needs to be reviewed or corrected by another signer before the document is finalized.
With this functionality, shared fields can be edited by designated signers, ensuring that the final document contains accurate and verified data. It supports real-time updates and flexible field permissions, making it ideal for forms and agreements that require input or validation from more than one party.
Whether you’re handling contracts, onboarding documents, or compliance forms, collaborative field editing helps reduce errors, improve data quality, and streamline the signing workflow.
Why it matters
- Efficiency: Speeds up document preparation with simultaneous editing.
- Accuracy: Reduces errors through collective input and instant updates.
- Compliance: Tracks changes for transparency in regulated industries.
Supported field types
Collaborative field editing supports the following commonly used form fields in BoldSign:
- Text box
- Radio button
- Checkbox
- Editable date
- Dropdown
These field types cover a wide range of use cases, from contracts to onboarding forms. For detailed setup instructions, see the BoldSign guide on how to use collaborative field editing for form fields.
Advanced collaborative field editing options
BoldSign offers three straightforward options to control how collaborators and signers interact with form fields. These settings ensure changes are transparent, approved, and complete, tailored to your team’s needs.
Require initials for changes
This option ensures accountability by requiring collaborators to add their initials when they modify a field.
How it works
- When a collaborator changes a field’s value, they must provide their initials.
- This creates a clear record of who made the change and when, visible in the audit trail.
- If another collaborator edits the same field later, they must also initial to maintain a transparent history.
- This field is useful for documents like contracts or financial forms where tracking changes is essential.
Require initials for changes
How to enable it
- In the BoldSign application page, select Create New and then Create New Document.
- Add recipients, upload your document, and select Next.
- On the Configure Fields page, drag and drop a form field like a text box or signature field.
- Click the field to open its settings panel on the right.
- Use the Collaborative Settings dropdown to assign collaborators.
- Check the box for Require Initials for Changes.
Select Require Initials for Changes
- Select Send to distribute the document.
Require approval for changes
This option ensures all signers agree to changes made to a field after they’ve signed, maintaining document integrity.
How it works
- If a collaborator modifies a field after some recipients have signed, a re-signing process is triggered.
- Signers who have already completed the document receive an email notification to review and re-sign, approving the updated field.
- If further changes are made, the re-signing cycle repeats, ensuring everyone agrees on the final version.
- Only collaborative fields are editable during re-signing; other fields remain locked.
- Ideal for scenarios where all parties must consent to updates, such as legal agreements.
Require approval for changes
How to enable it
- On the Configure Fields page, place a form field and assign collaborators using the Collaborative Settings dropdown.
- Check the box for Require Approval for Changes.
- Send the document out for signature.
Enable the Require Approval for Changes option
- Send the document for signatures.
Required for collaborators
This option makes a field mandatory, ensuring collaborators provide a value before the document can be completed.
How it works
- Collaborators must fill in the designated field before they can complete the signing process.
- This prevents critical fields, like employee details or contract terms, from being left blank.
- This option is perfect for ensuring all necessary information is included, especially in HR or compliance forms.
Field required for collaborator
How to enable it
- On the Configure Fields page, place a form field and assign collaborators using the Collaborative Settings dropdown.
- Check the Required for Collaborators boxand then send the document.
Enable the Required for Collaborators option
Tracking and notifications
BoldSign provides robust tracking and notification systems to ensure transparency and keep everyone informed during collaborative activities.
Audit trail document
Considerations and guidelines
To optimize your experience with collaborative field editing, consider these aspects:
- Single recipient: Collaborative fields require multiple recipients; they’re not supported for single-signer or self-signed documents.
- Recipient type: Collaborators cannot be in-person signers, group signers, or reviewers.
- Feature conflicts: Collaborative settings are incompatible with:
- Documents using print and sign.
- Fields with data sync tags.
- Fields with conditional logic.
- Formula fields.
Get started with the BoldSign collaborative field editing
The BoldSign collaborative field editing feature streamlines document preparation with real-time collaboration, flexible field options, and robust tracking. Whether you’re handling contracts, onboarding forms, or legal documents, this tool helps your team ensure every field is accurate and compliant, reducing errors and saving time.
Ready to try it? Sign up for a BoldSign account or explore a demo to experience collaborative field editing.
We’d love your feedback! Share your thoughts or suggest topics for future posts in the comments below.
Comments
Post a Comment