Assign recipients in PDF editor

When you configure your workflow, there are two ways to assign fillable fields to recipients ‒ directly in the document editor and during the workflow setup (step settings).

To learn more about the workflow creation process, see the Send documents and design workflows section of the Help Center.

You can assign fields while creating or editing documents in both the Web Form and PDF editors. A color-coding system helps you visualize which fields belong to which recipients by marking them with corresponding colors.

Start adding fillable fields to your document using the left sidebar. Note that all the fields you add are unassigned and marked with orange by default.

To add recipients and assign them to fields in your web forms, click Add roles in the dropdown list for recipients or use the Roles button in the top right corner.

You can use the window that appears to see and manage the roles (visual representation of recipients) of your workflow. These roles are identical to the ones you have on the workflow diagram.

However, in this view, it’s only possible to add, rename, and delete roles.

Add and move as many recipients as you need while following the routing order for your workflow. Once finished, click Apply.

Use the dropdown on the right to select the role you need and add fillable fields assigned to them. If you want to reassign a recipient, select the necessary field and use the dropdown in the right sidebar to make a change.

Assign a field to several roles by choosing as many recipients as your process requires. Such fields will become grey.

To check how the document will appear to different roles, use the Show Preview button at the top of the page. It’s possible to preview the document for each specific role. Choose the recipient you need from the dropdown at the top of the page.

The instructions on the fields assignment for Web forms can be found in this article.