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A preparer is a recipient who fills in document fields before the envelope reaches a signer. Preparers can complete text inputs, checkboxes, and dropdowns, but they cannot add signatures or initials. Use preparers when someone needs to populate document data before a signer receives the envelope. Common examples include:
  • A sales representative entering pricing, dates, or contract terms
  • An internal team member adding details visible to other recipients
  • An administrator collecting information separately from signatures
Preparers are functionally equivalent to approvers. The difference is in the wording shown during the ceremony. Preparers see “Finish” as the final action. Approvers see “Approve”.

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The preparer’s ceremony

The preparer accesses the envelope through the preparer’s ceremony. The preparer reviews the documents and fills in all input places assigned to them. These places may include:
  • Text input fields for names, dates, or other values
  • Checkboxes for selecting options
  • Other data entry fields defined in the document
Text input After filling in all required places, the preparer clicks Finish. The envelope then proceeds to the next recipient. Prepared confirmation
Preparer actions are not recorded in the audit log. Only signer actions appear in the audit log attached to the deliverable.

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Workflow example

1

Create an envelope

Include a preparer recipient before any signers in the recipient list.
2

Preparer completes their ceremony

The preparer enters required information such as pricing, dates, or terms.
3

Subsequent recipients see the data

Recipients who act after the preparer see the document with the preparer’s fields already filled in.
4

Signers complete signing

Signers review the document and add their signatures.

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Creating an envelope with a preparer

Specify "type": "preparer" for recipients who should fill in fields before the signer receives the document. Use sequential routing so the preparer acts first. 
// POST https://api.signatureapi.com/v1/envelopes
// X-API-Key: key_test_...
// Content-Type: application/json

{
    "title": "Sales Agreement",
    "recipients": [
        {
            "key": "sales_rep",
            "type": "preparer",
            "name": "Alex Smith",
            "email": "alex@company.com"
        },
        {
            "key": "customer",
            "type": "signer",
            "name": "Jordan Lee",
            "email": "jordan@customer.com"
        }
    ],
    "routing": "sequential",
    //...
}
In this example, the sales representative fills in the agreement details first. Then the customer receives the document to sign. With sequential routing, the preparer’s input is visible to the signer.

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Assigning places to a preparer

Assign places to a preparer using the recipient_key property. Preparers can fill in text inputs, checkboxes, and dropdowns. Signature and initials places cannot be assigned to preparers. 
{
    "documents": [
        {
            "places": [
                {
                    "type": "text_input",
                    "recipient_key": "sales_rep",
                    "key": "contract_value",
                    //...
                },
                {
                    "type": "signature",
                    "recipient_key": "customer",
                    //...
                }
            ],
            //...
        }
    ],
    //...
}

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Delivery

The delivery_type defaults to none for preparers. SignatureAPI does not send an invitation email. Your application is responsible for sharing the ceremony URL with the preparer. Set delivery_type to email if you want SignatureAPI to send the invitation automatically.

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Next steps