Build and sign a PDF form in an Agreement

Short summary

Turn an uploaded PDF in an Agreement into a fillable form with assigned fields for recipients or team members, including signature fields.

When to use this feature

Use this feature when you want to:

• collect signatures inside an uploaded PDF
• ask recipients to complete fields in a PDF Agreement
• prefill fields for team members or recipients
• prepare a guided signing flow for an Agreement

Step-by-step instructions

1. In the Business Portal, open the Agreement where the PDF was uploaded.

1. In the Agreement page, click "+ Add/Edit form fields".

!Screenshot: Add or edit PDF form fields

1. In the "Form builder" dialog, drag a field type onto the PDF.

1. Select the field and update its settings as needed, including:

• "Label"
• “Placeholder”
• "Field by"
• "Specific recipient"
• "Default Value"
• "Required"

!Screenshot: Configure a form field

1. Repeat this for each field you want to add.

1. Click "Close" to leave the builder. Your fields are saved to the Agreement.

▶ Watch video: Add fields in the form builder

Notes & limitations

• This feature is available for uploaded PDF agreements in Proposal and Agreement document types.
• The button is disabled after the document reaches partially signed or approved status.
• After signing, relevant fields are locked and cannot be edited in the Business Portal or Client Portal.
• Approval settings control which assignees are available in "Field by".
• If approval settings change and conflict with existing PDF form fields, incompatible fields can be removed.
• If there are no PDF fields for the current signer to complete, the regular signing flow is used instead.
• Team members can complete sender-assigned fields in the signing flow.
• Signature and initials fields can reuse values across matching fields.
• If text is too long for a field, it scales down to fit.
• For logo tokens, if no logo is uploaded in the Business Portal, the space stays transparent.
• Stamp is available only for company team members.

Troubleshooting

Why can’t I click "+ Add/Edit form fields"?

The Agreement may already be partially signed or approved. In that state, the field editor is locked.

Why can’t I assign a field to the sender?

Your current approval settings may not allow sender-assigned PDF fields.

What happens if I change approval settings after adding fields?

You will see this message:

"This change conflicts with the current PDF form field assignments and will result in their removal. Do you want to proceed?"

If you continue, incompatible fields are deleted.

Why doesn’t the signing flow open for this user?

If there are no PDF fields that the current user needs to complete, Proposaly uses the regular signing flow.

Why is a field highlighted as invalid?

Invalid fields can still be saved, but validation errors are shown in the builder.