Set Up a Flat PDF in a Loop

Set Up a Flat PDF in a Loop

The dotloop Document Editor in a loop is where interactive documents are prepared for sharing and signing for a particular transaction. It is also where flat PDFs/non-interactive documents can be made into interactive documents within a loop. There are many features offered in the loop document editor including autofill and signature/initial assignments that prompt your clients to sign.
 

This article covers making a PDF in a loop interactive. To learn how to work with interactive dotloop documents (documents that have already been set up) in a loop, check out this article.
 

Open a PDF document in a loop by clicking the document title in the Documents section. This might be a document that you have uploaded to the loop from your computer, for example. Follow the steps below- be sure to click on each step to read more.

 

Step 1: Review the Document Editor toolbar

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The document editor toolbar contains many options for adding and making modifications to your interactive fields.
Document Title
By clicking on the document title, you can change the name of the document while it is open.
File Dropdown Menu
  • Save
  • Print
  • Download
  • Split document (must be done before any interactive fields are applied)
  • Rotate a document (must be done before any interactive fields are applied)
Apply template
Save as a template
Add Dropdown Menu
From the Add dropdown list you can select different interactive fields to add to the document.
Autofill
This feature can only be used with interactive documents, such as those provided by your brokerage, association, or ones you set yourself (see more on creating templates here).
More Dropdown Menu
  • Review Notes
  • Show Tasks
  • Document History
  • Host in-person Signing
Save
Share
Sharing is how you send your documents to others to be signed. See more on sharing here.
 

Step 2: Add interactive fields

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There are two methods to adding interactive fields
1. Using the hotkeys (See more on that here)
2. Using the Add dropdown list found at the top right of the document editor page.
After making a field selection, find the location on the document you would like to place the field and click. From the Add dropdown list, you can add the following interactive fields:
Signature
Signature fields are used to indicate consent.
  • They are legally binding and carefully recorded with time stamps and dates.
  • Signatures must be assigned to a specific role or person to prompt the signer to sign once the document is shared.
Initial
Initial fields are used to indicate consent.
  • They are legally binding and carefully recorded with time stamps and dates.
  • Initials must be assigned to a specific role or person to prompt the signer to sign once the document is shared.
Text
A text field is the most commonly used field because it is a blank slate to which almost all applications/tools can be applied
  • Can be assigned to a specific role
  • Can change font type, size, alignment, color, highlight, and transparency
Date
Date fields are used when a calendar selection can be made
  • Formatted as MM/DD/YYYY
  • Can change font type, size, alignment, color, highlight, and transparency
Name
  • Can change font type, size, alignment, color, highlight, and transparency
Checkbox
Checkboxes are used to indicate a selection where more than one option can apply.
  • Can be assigned to a specific role
Radio Button
Radio buttons are used to indicate a selection where only one option can apply.
  • Can be assigned to a specific role
  • Must be in a grouped pair of no fewer than two radio buttons
Strikethrough
Strikethrough is used to cross out a selection on a form.
  • Can be assigned to a specific role
 

Step 3: Review new line of options in the toolbar

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Upon adding a new field to a document, you can see another line of options appear in the Doc Editor toolbar. Hover over each symbol to see its meaning. These options vary depending on the field, and which options are applicable (if the second toolbar has disappeared, simply click on a field to make it appear):
 
'Assigned To' Dropdown Menu
Choose who has permission to make modifications to a field. This is important for assigning signatures and initials.
 
Font Style
 
Font Size
 
Left Align, Center, or Right Align text
 
Bold, Italics, or Strikethrough Font
 
Font Color
 
Highlight text in a field
 
Field Transparency
Text still visible, outline of interactive field is not when a document is downloaded or printed.
 
Field History
Indicates what modifications were made to the document when and by whom. This option only appears when a document has been saved.
 
Delete an interactive field / Remove a field 
Select a field, then click the X to delete it.
 
Group Interactive Fields
 
More…
Opens Advanced Options window: change the size of an interactive field by the pixel make an interactive field non-editable once in an active loop.
 
Save These Styles as My Default
If you have created a new font preference in the field selected, you can choose to make that your default font style for document creation in the future.
 

Step 4: Assign Roles or People to Interactive Fields

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To assign a role or person, hover over the Assigned to dropdown menu 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. By default, a signature or initial field will assign to the role of Anyone while a text, date, check box, or radio button will assign to the role of No One.
  • 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
  • If any field is assigned to a specific person, only that person will be prompted to sign.
 

Step 5: Group Fields

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To group interactive fields together:
1. select the fields that you would like grouped together so that both are highlighted in blue.
2. use the Group button on the Toolbar.
Signatures and Initials
When multiple users are required to sign a section only once, signature and initial fields can be grouped to prevent a double signing. For example, at the bottom of an addendum, two sellers need to sign:
  • If both signatures are assigned to the role of the seller, but ungrouped, the first seller will be prompted to sign in both places.
  • If both signatures are assigned to role of the seller and grouped together, the first seller will only be prompted to sign in the first signature field.
Text Wrapping in Text Fields
Where large text boxes in place of multiple lines of text can have the font-size modified and additional lines of text can be added, text wrapping maintains the integrity of the form for legal compliance.
Radio Buttons
Radio buttons are intended for either/or, or yes/no answers They must be grouped in pairs of no fewer than 2 before the document will save
 

Step 6: Fill in any necessary information manually

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Once all of the document fields are placed and assigned, you can complete the document by typing directly into any of the text or date fields, making checkbox or radio selections, and self-signing any relevant signatures or initials. To learn how to sign a document yourself, see this article.
 

Step 7: Share!

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Once your document has been set up and completed to satisfaction, you are ready to share. Check out this article to learn more. Be sure to view all the sharing articles in the section by using the links in the left column of each article.

 

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