Assigning Signatures

Assigning signatures is crucial for sharing your documents to others to be signed. Signature assignments is what dotloop uses to prompt your clients and colleagues to sign once they receive and open a document (See this article to learn more about the client signing experience).

Signature fields in documents can be assigned one of two ways. If your document is an interactive document that has been properly set up to autofill, you can assign fields automatically using the Autofill window. These interactive documents are provided either by your company, association, or are set up by you. They may be automatically added to a loop if you choose to use a loop template, or you may import them into the loop from the Templates section. Otherwise, you can manually add and/or assign signatures to specific roles or people using Doc Editor.

Open a document in a loop by clicking the document title in the Documents section. Follow the steps below- be sure to click on each step to read more.

Step 1: Click Autofill in the document toolbar

At the top of the document, click the Autofill link. This is a feature that allows the document to fill any information available from your loop and profile details, as well as from the people in the loop. The information presented here is all the possible information that is available to autofill on the document. For the purposes of this article, we will focus on the first section - Roles.

If you are working with a flat PDF, the Autofill option is disabled. Skip to step 5 to manually assign signatures.

Note: If this is the first time opening an interactive document, the Autofill window will appear automatically.

Step 2: Review and edit Role assignments

Scroll through the Roles section and confirm that the correct people are assigned to the correct roles. Look for their names in the list of blue links on the right side of the window. You may edit assignments by using the dropdown list for each role. Click Select Person to select your clients for the role that they need to sign for.

You can also assign a role yourself, another agent, and update any other related information that can be applied to the document in the autofill window.

Step 3: Click the Autofill button

Click Autofill at the bottom right of the window to apply your role assignments. Be sure to scroll to the bottom of the window. The signature boxes assigned to selected roles will update with the first name of the person selected from autofill. Initial fields also update within the document.

Step 4: Click Save to apply your changes.

Click Save to the left of the Save & Share button to continue working. You may edit any autofilled fields at any time.

Step 5: Manually assign signatures to roles or people

To manually assign a role or person, first click on the field. Hover over the Assigned to dropdown in the document toolbar to open the list of assignment options. Signature and Initial fields are the most common fields to which you will assign, because this is what prompts that person to sign when the document is shared.

The field will turn the color green if the document has autofill available- refer to the autofill steps if you'd like to return to edit the autofill assignment. You may still manually assign these fields as well.

If you are working with a flat PDF, you must first add a signature field to assign it. See this article to learn how to set up a flat PDF in a loop.

Assigning Signatures to a Role

When you need to share a document to another agent for their clients to sign, you can save time by assigning signatures fields by the role in the loop. This helps for when you may not have their contact information directly, but still want to assign the fields on your document.

Hover over Roles in the Assigned to dropdown menu and select the appropriate role.

The signature/initial field selected will update to the name of the selected role. Anyone you share the document with who matches that role will be prompted to sign.

Assigning Signatures to a Person

When you have more than one person signing a document to reduce confusion on which fields to sign, you can assign signature/initial fields directly to people within the loop.

Select the desired person from the Assigned to dropdown menu. This list will display people who are already in the loop. You may also assign a field by adding a new person to the loop by clicking Add Person at the bottom of the Assigned to dropdown.

The signature/initial field selected will update to the person assigned name or initials.

If you need to assign multiple fields you may use the hot key option of SHIFT + CLICK to select the other fields and use the Assigned to dropdown to assign all fields to a certain person. See more on Doc Editor hotkeys here.

Assigning Signatures to Anyone or No One

By default, a newly added signature or initial field will assign to the role of Anyone. You may assign a signature to Anyone or No One at any time.

• Anyone: means that any person at any time can sign in this place regardless of role
• No One: means that no one can sign in this place at any time regardless of role

Helpful Links for Further Learning

• Working with Interactive Documents
• Set Up a Flat PDF in a Loop
• Sharing Documents
• How to Sign Your Own Documents
• How Clients Sign
• Host In-person Signing
• Electronic Signature Legality