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:
Define who enters the data.
Define where the data comes from.
Define whether the data must be validated, reused, searched, or generated automatically.
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
Enter a name, address, comment, ID, or other free-text value
Text Field
Number, Currency, or Date fields
Choose one answer from a short list
Choice Field or Dropdown Field
Dictionary 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
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:
Text Field for names, addresses, comments, and IDs
Number Field for numeric values
Date Field for dates
Dropdown Field or Choice Field for predefined answers
Field masks (RegEx) when values must follow a specific format
Do not use:
Dictionary Field for a short one-time list
Dynamic Table Field for simple single-value questions
public template links only because the form has many fields
Go to:
Collect invoice line items
Use this scenario when recipients must enter several rows of similar data.
Goal: collect repeated structured data.
Use:
Dynamic Table Field for repeated rows
Number Field for quantity
Currency Field for prices or totals
Formula Field when values must be calculated
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
Go to:
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:
Dropdown Field when values must be maintained in a central directory
Lookup Field without a related Dictionary Field
Text Field when manual input can create duplicates
Go to:
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
Go to:
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
Go to:
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
Go to:
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
Go to:
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
Go to:
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
Go to:
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
Go to:
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
Go to:
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
Go to:
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
Go to:
Related tools that support data collection
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
Go to:
Validation and search
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
Go to:
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
Go to:
Advanced collection methods
Public template links
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
Go to:
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
Go to:
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
Go to:
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
Go to:
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:
If recipients type values, use Text Field, Number Field, Currency Field, or Date Field.
If recipients choose values, use Choice Field, Checkbox Field, or Dropdown Field.
If values come from master data, use Dictionary Field.
If values depend on another selection, use Lookup Field.
If files are required, use File upload Field.
If rows repeat, use Dynamic Table Field.
If values must follow a format, use Field masks (RegEx).
If users must search by collected data, enable Search only for the needed fields.
If the process starts outside DocStudio, use a public template link or integrations and API access.
If the PDF already has fillable fields, use embedded PDF field import.
If recipients need localized emails or formats, configure recipient experience settings.
Useful links
Fields
Template and recipient setup
Public and automated flows
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