Sending Documents
Send documents for signature
Sending Documents for Signature
After adding signers and placing signature fields, you're ready to send your document for signature. Once sent, signers will receive email notifications with secure links to review and sign the document.
Make sure you've added all signers and placed all required fields before sending.
Once sent, the document cannot be edited.
Before You Send
Make sure you have:
- ✅ Added all signers with correct names and email addresses
- ✅ Placed all required fields on the document
- ✅ Reviewed field assignments to ensure each signer has the correct fields
- ✅ Saved your field layout before proceeding
Once a document is sent, you cannot edit signers, fields, or document content.
To make changes, you must void the document and create a new one.
How to Send a Document
Review Document Before Sending
Before clicking send, review your document:
• All signers are listed with correct details
• All fields are placed and assigned correctly
• Signing order is correct (if sequential)
• Document name is clear and descriptive
Review all signers and fields before sending
Certificate of Completion (Optional)
Enable automatic certificate generation if needed:
☐ Generate Certificate of Completion
When enabled, a certificate will be automatically generated upon document completion with:
• Complete audit trail - All signing activities recorded
• Signer details - Names, emails, timestamps, IP addresses
• Verification hash - Cryptographic proof of authenticity
• Download access - Available in document details page
Enable automatic certificate generation if required
The Certificate of Completion provides legal proof of signing with complete audit trail, timestamps, and IP addresses for compliance and verification purposes.
Click Send for Signature
When everything is ready:
1. Review all settings one final time
2. Click the "Send for Signature" button
3. Confirm the sending action
Click Send for Signature to send the document
Confirmation Message
After sending, you'll see a confirmation:
• Success message - "Document sent for signing successfully!"
• Document status - Changes from "Draft" to "Pending"
• Email notifications - Sent to first signer
Your document has been sent successfully. Signers will receive an email notification with a secure 'Review and Sign' link.
After the success message, you'll be automatically redirected to the Documents list where you can track all your documents' progress. To view only the sent items, go to the Sent Items folder.
Sent Items folder showing your sent documents
What Happens After Sending?
Email Notifications
Signers receive an email notification with:
• Sender name - Who sent the document
• Document name - Clear identification
• "Review and Sign" button - Secure link to the document
[Sender Name] has sent you a document
Email notification sent to signers
Document Status Changes
Your document status updates automatically:
• Draft → Pending (after sending)
• Pending → Completed (when all signers finish)
• Pending → Declined (if any signer declines)
• Pending → Expired (if expiry date passes)
Sequential Signing Flow
If you set up sequential signing:
1. First signer receives email immediately
2. Second signer receives email after first signer completes
3. Process continues until all signers complete
4. You're notified at each step
Sequential signing ensures approvals happen in the correct order.
Each signer must complete before the next signer is notified.
Managing Sent Documents
Viewing Document Status
Track your document progress:
1. Go to Documents page
2. Find your document in the list
3. Check the Status column
4. View Progress (e.g., "1/2 signed")
Track document status and signing progress
Voiding a Document
To cancel a sent document:
1. Open the document details
2. Click "Void Document"
3. Enter a void reason (required)
4. Confirm the void action
5. All signers are notified
Voided documents cannot be un-voided.
You'll need to create a new document to collect signatures.
Common Issues
Signer Didn't Receive Email
Possible reasons:
• Email address has a typo
• Email landed in spam/junk folder
• Email server blocked the message
• Signer's inbox is full
What to do:
• Verify the email address is correct
• Ask signer to check spam/junk folder
• Contact support if issue persists
Cannot Send Document
Possible reasons:
• No signers added
• No fields placed on document
• Fields not saved
• Document already sent
What to do:
• Add at least one signer
• Place required fields for each signer
• Click "Save Fields" before sending
• Check document status
Wrong Email Address
If you sent to the wrong email:
1. Void the current document
2. Create a new document
3. Add the correct email address
4. Send again
Once sent, signer email addresses cannot be changed.
You must void and resend with the correct email.
Best Practices
Before Sending
• Double-check email addresses - Typos cause delivery failures
• Test with yourself first - Send to your own email to test the flow
• Add clear document names - Help signers identify the document
Reminder Settings
• Use reminders for time-sensitive documents - Keeps signers on track
• Don't over-remind - Every 2-3 days is usually sufficient
• Set appropriate expiry dates - Give signers enough time
• Monitor progress - Follow up personally if needed
Related Guides
Related Articles
Document sent successfully?
Continue to Tracking Document Status to monitor signing progress.
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