How to add fields to a PDF for signing
Fields are what turn a PDF into something people can complete: a box for a signature, a date that fills itself in, a checkbox, a dropdown of choices. Each field belongs to one person, so nobody signs in someone else's spot. This guide shows the fastest ways to place them in SignMaster, and the settings that save you from incomplete paperwork.
Updated November 5, 2026 · 3 min read
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Before you start: add the people
Fields are assigned to recipients, so add them first. Click New envelope, upload the PDF, and on Recipients & order add each person by name and email. On a template, add roles like Customer and Contractor instead of people. Until there's a recipient, the field palette stays grayed out.
Four ways to place fields
- Drag and dropPick the recipient, then click a field in the palette and click the page, or drag it straight on. Drag the edges to size it.
- Auto-place with AlanaThe Auto-place signature fields button puts signature, date and other fields beside the cues the PDF already has, like Signature: or a row of underscores.
- Bring the PDF's own formIf the PDF is already fillable, SignMaster offers to turn its fields into SignMaster fields, each keeping its place and its name.
- Text tagsType tags like {{signature:1}} or {{text:2:req}} into the document before you make the PDF. SignMaster offers to turn each one into a field where it sits.
Which field to use
| Group | Fields | Use them for |
|---|---|---|
| Signature | Signature, Initials, Stamp, Drawing, Approve, Decline | Signing, initialing pages, approving without a full signature |
| Data | Text, Name, Email, Phone, Company, Title, Number, Currency, Date, Driver's license | Details the signer types, each checked for its format |
| Other | Checkbox, Dropdown, Radio group, Note, Link, Date signed | Choices, instructions and the automatic signing date |
| Files and Photos | Attachment, Photo | A copy of an ID, a certificate or a site photo |
Set each field up properly
Click a field to open its settings. The ones that matter most:
- Assigned to: whose field it is. Each recipient's fields show in their own color.
- Required: on by default for new fields, so the signer can't finish without them. Switch it off for answers that are optional.
- Label: a short name like Unit number. Labels head the columns when you export answers, and bulk send fills fields by matching column names to them.
- Prefilled value: text you fill in before sending, such as a price, so the signer sees it already typed.
- Date format and range: choose a format such as Oct 8, 2026 or 10/08/2026, and an earliest or latest date allowed.
Need the same field on every page, like initials in the corner? Open the field's menu and choose Copy to other pages, then pick every page, every page after this one, or specific pages.
Smarter fields on templates
Calculated fields total quantities and prices as the signer types. Conditional fields stay hidden until a checkbox, dropdown or radio choice calls for them. Both work on every plan.
Notes, highlights and cover-ups
Not everything you add is a field. The markup tools let you type a text box onto the page, highlight a clause, underline, strike through, white out a mistake, or redact something nobody should see. A redaction is burned into the page, not just hidden behind a box.
Then send it
- 1
Try it as each signer
Open Preview as signer and walk through the signing page as each recipient, at computer or phone width. Nothing is saved, signed or sent.
- 2
Message & settings
Add a note, a sign-by date and reminders.
- 3
Review & send
Click Send for signature. Each signer is guided from field to field until they finish.
Questions? Answers.
Can I add signature fields to a PDF for free?
Yes. SignMaster's Free plan includes every field type and sends 3 envelopes a month, with no card needed.
How do I add a field to every page of a PDF?
Place it once, open the field's menu and choose Copy to other pages. You can copy it to every page, every page after the current one, or pages you pick.
Can different people fill different fields?
Yes. Each field is assigned to one recipient, and only that person can fill it. Add them in the order they should sign, and each one gets their turn.
What happens to a fillable PDF's existing fields?
When you upload it, SignMaster offers to turn the PDF's form into SignMaster fields with the same names and positions. Undo removes them again.