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How to Collect Data from Recipients

This document explains how to collect information from recipients in DocStudio.

Use this page when you know what recipients must provide, but you have not chosen the collection method yet.

Before you start

Before you choose a method, define:

  1. Define who enters the data.

  2. Define where the data comes from.

  3. Define whether the data must be validated, reused, searched, or generated automatically.

  4. Define whether the process starts inside DocStudio or through an external link or integration.

Then use the table below to choose the collection method and open the related instruction.

What users often confuse

  • Text Field is not the same as Number Field, Currency Field, or Date Field.

  • Dropdown Field is not the same as Dictionary Field.

  • Lookup Field does not work as a standalone input.

  • Dynamic Table Field is not the same as a static table.

  • Public template links are not the same as integrations and API access.

Choose the right method

Recipient task
Use
Avoid
Go to

Enter a name, address, comment, ID, or other free-text value

Text Field

Number, Currency, or Date fields

Enter a number, quantity, percentage, or other numeric value

Number Field

Text Field

Enter a money value

Currency Field

Number Field

Enter or select a date

Date Field

Text Field

Choose one answer from a short list

Choice Field or Dropdown Field

Dictionary Field

Confirm a condition or mark a yes/no value

Checkbox Field

Text Field

Select a value from reusable reference data

Dictionary Field

Dropdown Field

Fill a related value from the selected dictionary record

Lookup Field

Lookup Field without Dictionary Field

Upload a supporting document or attachment

File upload Field

Text Field or email attachment

Add repeated rows of structured data

Dynamic Table Field

Static table

Validate a value format

Field masks (RegEx)

Manual review only

Find envelopes later by collected values

Search-enabled fields

fields without Search enabled

Let external users start the flow themselves

Public template link

Manual envelope creation for each case

Reuse fields that already exist in a PDF

Embedded PDF field import

Manual field recreation

Collect or prefill data from an external system

Integrations and API access

Manual input

Control recipient language, time zone, and date or number format

Recipient experience settings

field-level validation

After you choose a method, use the scenarios below to confirm the correct flow.

Typical scenarios

Collect customer application data

Use this scenario when recipients must provide basic information in an application form.

Goal: collect personal, contact, or request details.

Use:

Do not use:

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Collect invoice line items

Use this scenario when recipients must enter several rows of similar data.

Goal: collect repeated structured data.

Use:

Do not use:

  • static tables when recipients must add rows

  • several separate Text Field values for repeated items

  • File upload Field when the recipient must enter row data

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Collect company data from a controlled directory

Use this scenario when recipients must select values from a managed list.

Goal: collect standardized values from reusable reference data.

Use:

  • Dictionary Field when the recipient must select a record from a dictionary

  • Lookup Field when related values must be filled from the selected record

Do not use:

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Collect supporting documents

Use this scenario when recipients must attach files during the envelope flow.

Goal: collect files from recipients.

Use:

Do not use:

  • Text Field to describe a file instead of uploading it

  • external documents when the recipient must upload the file during completion

  • email attachments outside the envelope flow

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Let external users start the flow themselves

Use this scenario when users outside DocStudio must open a link, fill the required data, and create or complete an envelope flow.

Goal: start data collection outside the sender’s manual envelope creation flow.

Use:

  • public template link

  • public template iframe when the same public flow must be embedded into a website

  • registered or unregistered template link flows for recipient-side behavior

Do not use:

  • manual envelope creation for every recipient when the same flow must be reused

  • Quick Send when the recipient must start the process

  • public template links when the sender must approve every envelope before sending

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Collect data from an external system

Use this scenario when recipient data already exists in another system or when the process must be automated.

Goal: reduce manual input and connect DocStudio to an external process.

Use:

Do not use:

  • manual field input when the data already exists in another system

  • public template links when the flow must be fully system-driven

  • Dictionary Field as a replacement for integration logic

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Use fields from an existing PDF

Use this scenario when the uploaded PDF already contains fillable fields.

Goal: reuse existing PDF fields instead of recreating all fields manually.

Use:

  • embedded PDF field import

Do not use:

  • manual field recreation as the first option

  • embedded PDF field import when the PDF fields are not needed

  • static PDF content when recipients must enter data into DocStudio fields

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Field-based collection methods

Simple fields

Use simple fields when recipients must type or select one value.

When to use: Use simple fields for basic values that belong directly in the document.

Best for:

  • names

  • addresses

  • comments

  • IDs

  • numbers

  • dates

  • amounts

Do not use this when:

  • the recipient must choose from a controlled directory

  • the recipient must upload a file

  • the recipient must add repeated rows

  • the process must start outside DocStudio

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Predefined answers

Use predefined answers when recipients must choose from available options.

When to use: Use predefined answers to reduce typing mistakes and standardize input.

Best for:

  • one answer from a short list

  • yes/no confirmation

  • simple selection from prepared options

Do not use this when:

  • the list must be centrally managed and reused across templates

  • the selected value must fill related values automatically

  • the recipient must enter long free text

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Dictionary-based values

Use dictionaries when values must come from reusable reference data.

When to use: Use Dictionary Field when recipients must select a record from a managed list.

Best for:

  • companies

  • employees

  • departments

  • products

  • services

  • regions

  • reusable business values

Do not use this when:

  • the list is short and used only in one template

  • the recipient must enter a unique free-text answer

  • related values must be filled without a dictionary selection

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Lookup values

Use Lookup Field when a related value must be filled from a dictionary selection.

When to use: Use Lookup Field after the recipient selects a value in Dictionary Field.

Best for:

  • company address from the selected company

  • tax number from the selected company

  • employee details from the selected employee

  • related product or service data

Do not use this when:

  • there is no Dictionary Field in the document

  • the recipient must type the value manually

  • the value does not depend on another selection

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File uploads

Use File upload Field when recipients must provide files.

When to use: Use File upload Field when the recipient must upload a file during the envelope flow.

Best for:

  • supporting documents

  • scans

  • certificates

  • images

  • attachments

  • additional forms

Do not use this when:

  • the sender already has the file before sending

  • the recipient only needs to enter text

  • the file must be part of the template before the envelope starts

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Repeated table data

Use Dynamic Table Field when recipients must add several rows of similar data.

When to use: Use Dynamic Table Field when the number of rows may change.

Best for:

  • invoice line items

  • product lists

  • service lists

  • employee lists

  • expense rows

  • asset lists

Do not use this when:

  • the table is only visual layout

  • the number of rows is fixed and recipients do not fill them

  • each value can be collected as a separate simple field

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Use these tools when the collection flow needs more than a single input field.

Formula Field

Use Formula Field when DocStudio must calculate a value from other fields.

Best for:

  • row totals

  • grand totals

  • calculated percentages

Duplicate Field

Use Duplicate Field when the same collected value must appear in several places.

Best for:

  • repeating an ID

  • reusing a company name

  • copying one field into several document areas

Autonumber Field

Use Autonumber Field when the value must be generated automatically instead of entered by the recipient.

Best for:

  • request numbers

  • internal references

  • sequential document IDs

QR/barcode Field

Use QR/barcode Field when collected or generated values must be encoded into a scannable code.

Best for:

  • links

  • tracking codes

  • internal identifiers

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Validate recipient input

Use Field masks (RegEx) when a value must follow a strict format.

When to use: Use validation when incorrect input can break the process or require manual correction.

Best for:

  • phone numbers

  • tax numbers

  • registration numbers

  • contract numbers

  • codes

  • bank account numbers

Do not use this when:

  • the value does not require a fixed format

  • a different field type already solves the problem

  • manual review is enough for the process

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Make collected data searchable

Use Search-enabled fields when users must find envelopes by collected values later.

When to use: Use Search only for values that must appear in mailbox filters or columns.

Best for:

  • contract number

  • customer name

  • company name

  • department

  • region

  • service type

Do not use this when:

  • the value is not useful for search

  • too many searchable fields would make filtering harder

  • the field is only useful inside one document

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Advanced collection methods

Use public template links when external users must start the flow themselves.

When to use: Use public template links for reusable self-service flows.

Best for:

  • public application forms

  • external user requests

  • customer onboarding

  • website or messenger-based flows

  • reusable template-based processes

Do not use this when:

  • the sender must prepare every envelope manually

  • the recipient must only sign a prepared envelope

  • the flow must be fully controlled by an external system

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Integrations and API access

Use integrations and API access when data collection is part of an automated process.

When to use: Use integrations or API access when data comes from another system or when the envelope must be created automatically.

Best for:

  • CRM-based flows

  • ERP-based flows

  • website forms

  • repeated automated processes

  • system-driven envelope creation

  • integration-based data prefilling

Do not use this when:

  • a user can complete the process manually

  • a public template link is enough

  • no technical setup is available

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Import and localization

Embedded PDF field import

Use embedded PDF field import when an uploaded PDF already has fillable fields.

When to use: Use embedded PDF field import to convert existing PDF fields into DocStudio fields where supported.

Best for:

  • existing fillable PDF forms

  • documents with prepared field structure

  • faster migration from PDF-based forms

Do not use this when:

  • the PDF has no useful embedded fields

  • you need to redesign the document structure

  • the document should be rebuilt as a structured template

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Recipient experience settings

Use recipient experience settings when recipients must see localized email, date, time, and number formats.

When to use: Use recipient experience settings before sending an envelope or publishing a template flow.

Best for:

  • external recipients

  • unregistered recipients

  • multilingual flows

  • flows with date and number values

  • public template link flows

Do not use this when:

  • you need to validate a specific field value

  • you need to change the field type

  • the issue is about template access, not recipient display settings

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Common mistakes

Avoid these mistakes when you choose a collection method:

  • Using Text Field when the value must be numeric or calculated.

  • Using Dropdown Field when values must come from a centrally managed directory.

  • Using static tables when recipients must add rows themselves.

  • Enabling Search for too many fields and making mailbox filtering harder.

  • Using a public template link when the process should run through Integrations & API Access.

Quick decision guide

Use these rules to choose faster:

Fields

Template and recipient setup

Public and automated flows

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