Assign data and metadata fields
Assigning data fields allows others to fill in data without necessarily having the rights to edit the entire contract.
You can assign data fields to internal company users, contract signees or external collaborators with “Can fill”, “Can edit” or “Full access” shared contract permission.
Assigning data fields requires specific document permissions. To assign fields to signees and collaborators, you must have shared access to either “Edit document” or “Full access”, or you need to be the creator of the contract draft.
Assign data fields from the data fields sidebar
Open the contract draft.
Click the Data fields icon on the right-hand sidebar.
Click the Assign to dropdown menu on the top of the data fields’ list.
Select Signee or Collaborator from the dropdown menu to expand the respective list of users.
Choose the specific person from the picked list, or click Add person by email at the bottom of the “Collaborator” picklist to share the document with an external user without current access and assign them data fields.
Pick the data fields you want to assign to the selected person.
Click the blue Save button to confirm the data field’s assignment.
Note: If you choose to assign data fields to anyone who does not have shared access to the draft yet, the draft will be automatically shared with “Can fill” permissions and the fields you selected will be assigned to the new collaborator:
Click on the “Share” button at the top of the draft to review these details and apply changes if needed:
Assign metadata fields
You can assign metadata fields to company users just like standard data fields. Because metadata fields are internal and not visible within the document body, they cannot be assigned to or seen by external collaborators.
Metadata fields can be assigned exclusively to internal company users via the data fields section of the sidebar in the relevant contract draft.
Note: Similar to data fields, assigning metadata fields automatically shares the draft and grants the company user "Can fill" permission.
Assign data fields from the draft’s body
If you are working directly inside the contract draft, you can assign data fields from its body without opening the Data fields section of the sidebar.
Click on the specific data field within the draft’s body.
Click Assign to in the formatting menu directly above the field.
Select Signee or Collaborator from the dropdown menu to view the list of available users already added as signees or collaborators.
Choose the correct person from the list, or click Add person by email to assign to any external collaborator outside the lists and share with “Can fill” draft permissions.
Click the blue Save button to confirm your choice.
Assign data or metadata fields at once
If you need to assign data or metadata fields in bulk, follow these steps:
Open the contract draft.
Click the Data fields icon on the right-hand sidebar.
Click Assign to at the top of the sidebar.
Select Signee or Collaborator, and choose the specific user from the dropdown list.
Click the checkboxes next to the specific data fields you want to assign, or click Select all.
Click the blue Save button.
Automate data field assignment
You can automate data field assignment to ensure fields are automatically delegated when you share a document via the automation builder.
Select the Share a document action when configuring your automation.
Select Fill document from the permission dropdown.
Enable Assign all data fields, or disable it to select specific fields manually from the dropdown list.
Click the blue Save button.
Frequently asked questions
Can several people edit the same data or metadata field?
No, you can not assign multiple people to the same data or metadata field.
How do I remove an assignee from a data or metadata field?
The only way to remove an assignee from data or metadata fields is to remove their access to the draft entirely.
Click the Share button at the top of the contract draft editor.
Locate the assignee in the overview list of the Share module.
Click the trash icon next to their name and permission level.
How do recipients fill in assigned data fields?
When you assign a data field to any contract signee, the system will automatically share the contract draft with them granting them "Can fill" permissions. They will receive an email notification. Upon opening the draft in Contractbook, all assigned to them data fields will be listed at the top of the Data fields sidebar for easy value completion.
How can I ensure the assignee will fill in the data field’s value?
You can mark the assigned data field as "required" from the field’s properties menu in the data fields sidebar.
This means that the assignee must fill them in before the contract draft can be sent for signatures. If you experience issues managing data fields’ assignments, you can contact our Support team for assistance.
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