Why is Data Replicating in Multiple Fields? Using Data Population Scope

Data Population Scope works on an envelope or document level and is helpful for repeating content throughout fields with the same name or "Data Label". While sending or signing envelopes, if you notice that fields appear to be linked (what you type in one field is automatically duplicated in another field in the same envelope), this is likely caused by the Data Population Scope feature.

When you set multiple Data Labels to the exact same value for fields of the same type, the field data becomes linked. This means that when the sender prepares the document or template and when the signer signs the document, an entry in any one of the linked fields is automatically populated into all fields with the same Data Label. This behavior is constrained by the Data Population Scope setting for the account. This setting can restrict the replication to just linked fields within a single document, or extend to all linked fields in the entire envelope.

By default, Data Population Scope is set to envelope. The scope may be adjusted in eSignature Settings, under the Sending Settings, and is called "Automatically replicate information in fields with the same Data Label".

Note: The ability to view or modify this setting depends on your billing plan, but is not available for most accounts. If you would like to modify the setting:

  • As a sender, contact your eSignature Administrator to request the setting be updated.
  • As an eSignature Administrator, attempt to update the drop-down in eSignature Settings > Sending Settings. If the drop-down is not available, visit our Contact Support Page and create a case for assistance.
 

To change the Data Labels in an envelope:

  1. Create a new envelope, or Correct an existing one.
  2. Navigate to the Add Fields screen, and either add a new field, or click on an existing one. This will open the Field Properties panel.
  3. When two or more fields are linked together, the Data Label section will indicate which fields are linked.
    ​​Data Population - Sending

If you want to link two or more fields together, make sure the Data Labels for each are exactly the same. Data Labels are case-sensitive.

If you want to unlink two fields, update the Data Label in one of them to a unique value. If you have more than two fields linked together this way, each linked field will need its own unique Data Label.

Important Rules / Notes

  • ​Data Population Scope only works with Check box, Company, Text, Drop Down, Name, Note, and Title fields.
  • This is a passive feature that is always enabled and cannot be turned off. The only way to "turn off" or disable this feature is to make sure that each field on your envelope has a unique Data Label.
  • Data Population Scope is an account-level setting, which can only be set to:
Document: only applies to fields with the same Data Label for a single file / document
or
Envelope: applies to fields with the same Data Label for all files within each envelope
  • Scope cannot be narrowed down to the page level.
  • Read Only aka Locked fields do not support data population scope. You must have Read Only unchecked in order for this feature to work on the fields you're editing. (If you check Read Only, it will hide this field from the Document.)
  • If you are a Signer and the behavior seems unintended, please notify the Sender. The Sender can leverage the Correct action to adjust the field names and disable the replication.​

Advantages/Use Case

Leveraging Data Population Scope is a great way to speed up the signing process by duplicating their data throughout the document automatically. This can also reduce potential mistakes by the sender or signer. One common use case for Data Population Scope includes duplicating a signer's address or phone number on a job application, or any other form where a signer has to enter the same information multiple times.

Resources

Field Properties
Sending Settings