Signing the Document
Complete signature fields and submit
Signing the Document
Ready to sign? This guide walks you through filling in all required fields and completing your signature. The process is simple, secure, and takes just a few minutes.
SignNXT makes signing documents simple. Just click on each field, fill it in, and submit when you're done. The progress bar shows you exactly how much is left to complete.
Before You Start
Make sure you have:
• Read the document - Understand what you're signing
• Stable internet connection - To ensure your signature is saved
• A few minutes - Most documents take 2-5 minutes to complete
• Required information - Any details you need to fill in text fields
Your signature is legally binding. Only sign if you agree to all terms in the document. If you have questions or concerns, contact the sender before signing.
Complete Step-by-Step Guide
Locate Your Fields
You can see your fields highlighted on the document with different colors to differentiate field types. Unfilled fields are marked with a red dot on the corner. The progress bar shows the number of fields on each page to fill.
Hightlighted fields to fill and the progress bar showing the number of fields on each page to fill.
What you'll see:
• Highlighted borders around your fields
• Field labels (Signature, Date, Text, etc.)
• Red dot on the corner of unfilled fields
• Progress bar showing X/Y fields completed
• Page indicator showing how many fields are on the current page
Fill Text Fields First
Start with text fields. Click on any text field and type your information.
Click and type directly into text fields
Text field types:
• Name fields - Enter your full name
• Address fields - Enter your address
• Email fields - Enter your email (validated automatically)
• Phone fields - Enter your phone number (validated automatically)
• Number fields - Enter numbers only
• Multi-line text - For longer responses
Email and phone fields are automatically validated. If you enter an invalid format, you'll see an error message.
Select Dates
Click on date fields to open the date picker. Choose the appropriate date or use today's date.
Click date fields to open the calendar picker
How date fields work:
• Click the field to open calendar
• Select date from calendar
• Date appears in UK format (22 Nov 2025)
• Often pre-filled with today's date
Check Checkboxes
If there are checkbox fields, click them to check or uncheck as needed.
Checkbox usage:
• Click to toggle on/off
• Required checkboxes must be checked
• Often used for agreements or acknowledgments
Add Your Signature
Now for the main event - your signature! Click on any signature field to open the signature dialog.
Click the signature field to open the signing dialog
You'll see three options:
Option 1: Draw Your Signature
The most popular method - draw your signature with your mouse, trackpad, or finger.
Draw your signature using the canvas
How to draw:
1. Click the "Draw" tab
2. Use your mouse/trackpad/finger to draw
3. Draw naturally - it captures your signature style
4. Click "Clear" if you want to start over
5. Click "Save Signature" when satisfied
- On mobile: Use your finger or stylus for best results
- On desktop: Draw slowly with your mouse for better control
- On tablet: Use a stylus for the most natural signature
- Don't worry about perfection - your signature doesn't need to be perfect!
Option 2: Type Your Signature
Choose from 6 beautiful signature fonts and type your name.
Type your name and choose from 6 signature fonts
How to type:
1. Click the "Type" tab
2. Type your full name (or initials if it's an initials field)
3. Choose from 6 signature fonts:
- Dancing Script (elegant and flowing)
- Pacifico (bold and friendly)
- Allura (classic script)
- Sacramento (delicate and refined)
- Great Vibes (formal and sophisticated)
- Brush Script (traditional cursive)
4. Preview updates in real-time
5. Click "Save Signature" when you like the style
All signature fonts are professionally designed and legally valid. Choose the one that best represents your style.
Option 3: Upload Your Signature
Already have a signature image? Upload it directly.
Upload an existing signature image
How to upload:
1. Click the "Upload" tab
2. Click the upload area or drag and drop an image
3. Supported formats: PNG, JPG
4. Maximum file size: 2MB
5. Preview your uploaded signature
6. Click "Save Signature"
For best results, use a clear image with a white or transparent background. The signature should be dark (black or blue) for visibility.
Add Initials (If Required)
Some documents require initials in addition to your signature. The process is identical to signing, but you'll enter your initials instead.
Initials tips:
• Use 2-3 letters (e.g., "JS" for John Smith)
• Draw, type, or upload just like signatures
• Initials are typically smaller than signatures
• Often used to acknowledge specific pages or clauses
Review Your Entries
Before submitting, scroll through the entire document to review all your entries.
Check that:
• All required fields are filled (progress bar shows 100%)
• Text entries are correct and complete
• Dates are accurate
• Email and phone numbers are valid
• Signature looks good
• Initials are in the right places
Once you submit, you cannot edit your signature. Make sure everything is correct before clicking "Sign Document".
Submit Your Signature
When all required fields are complete, the "Sign Document" button becomes active.
Final steps:
1. Scroll to the bottom of the page
2. Read the confirmation message: "By clicking 'Sign Document', you confirm your agreement to this document"
3. Click the purple "Sign Document" button
4. Wait for confirmation (usually 2-3 seconds)
After clicking "Sign Document", you'll see a success message. Your signature has been recorded and all parties will be notified.
Understanding the Progress Bar
The progress bar at the top helps you track your completion:
The progress bar updates in real-time as you fill fields
What It Shows
• Field Count - "1/3 fields" means 1 completed out of 3 required
• Visual Bar - Purple bar fills from left to right
• Percentage - Shows completion percentage
• Current Page - "2 fields on this page" for multi-page documents
How It Updates
• Updates instantly when you fill a field
• Only counts required fields (optional fields don't affect progress)
• Checkboxes must be checked to count as complete
• Email/phone fields must be valid to count
The "Sign Document" button only becomes active when the progress bar reaches 100%. This ensures you don't accidentally skip required fields.
Field Validation
Some fields are automatically validated to ensure accuracy:
Email Fields
• Must contain @ symbol
• Must have valid domain (e.g., .com, .org)
• Shows error if format is invalid
• Example: john@example.com ✅ | john@example ❌
Phone Fields
• Must contain 7-16 digits
• Can include spaces, dashes, parentheses
• Shows error if too short or too long
• Example: +1 (555) 123-4567 ✅ | 123 ❌
Required Fields
• Must be filled before you can submit
• Checkboxes must be checked
• Text fields must have content
• Signatures must be added
If you try to submit with invalid or missing fields, you'll see an error message telling you what needs to be fixed. The progress bar will also show which fields are incomplete.
Mobile Signing Tips
Signing on mobile is easy and fully supported:
Drawing Signatures on Mobile
• Use your finger - Draw naturally on the screen
• Rotate to landscape - More space for drawing
• Draw slowly - Better line quality
• Use a stylus - For more precision (if available)
Typing on Mobile
• Keyboard auto-appears - When you tap text fields
• Auto-correct disabled - For names and signatures
• Zoom in - Tap field to zoom for easier typing
• Swipe keyboard - Use swipe typing for faster entry
Mobile-Specific Features
• Touch-optimized - All buttons are large and easy to tap
• Pinch to zoom - Zoom in on document for better readability
• Scroll smoothly - Navigate pages with one finger
• Auto-save - Your progress is saved as you go
SignNXT is fully optimized for mobile devices. Over 40% of documents are signed on smartphones and tablets!
What Happens After You Sign
Once you click "Sign Document", here's what happens:
1. Immediate Confirmation - You see a success message
2. Document Updated - Your signature is embedded in the PDF
3. Notifications Sent - All parties are notified via email
4. Audit Trail Created - Your signing action is logged with timestamp and IP address
5. Next Signer Notified - If sequential signing, the next person receives their email
6. Completion Check - If you're the last signer, the document is marked as completed
You'll see this success message after signing
Success Screen
After signing, you'll see:
• Success message - "Document Signed Successfully!"
• Document name - Confirms which document you signed
• Next steps - Information about what happens next
• Close button - You can safely close the window
You'll receive an email confirmation that you've signed the document. If all signers have completed, you'll also receive the completed document and Certificate of Completion (if enabled).
Common Questions
Can I edit my signature after submitting?
No, once you click "Sign Document", your signature is final and cannot be edited. This is for legal validity and security. If you made a mistake, contact the sender to void the document and resend it.
What if I accidentally close the page before signing?
No problem! Your signing link remains active. Just open the email again and click the link. Any fields you filled will still be there (they auto-save as you go).
Can I sign on multiple devices?
Yes! You can start on your phone and finish on your computer, or vice versa. Your progress is saved automatically.
Do I need to sign all at once?
No, you can take breaks. Your progress is saved automatically. Just return to the signing link when you're ready to continue.
What if I don't agree with the document?
Don't sign it! Use the "Decline to Sign" button at the bottom of the page. You'll be asked to provide a reason, and the sender will be notified.
Can I print the document before signing?
Yes, use your browser's print function (Ctrl+P or Cmd+P) to print the document for your records before signing.
Troubleshooting
"Sign Document" button is grayed out
Cause: You haven't completed all required fields.
Solution:
1. Check the progress bar - it should show 100%
2. Scroll through all pages to find unfilled fields
3. Look for fields with red dots (unfilled)
4. Green checkmarks indicate completed fields
5. Make sure checkboxes are checked if required
Signature canvas won't let me draw
Cause: Browser or device issue.
Solution:
1. Try refreshing the page
2. Try a different browser
3. On mobile, make sure you're touching the canvas area
4. Use the "Type" option as an alternative
Email/phone field shows error
Cause: Invalid format.
Solution:
1. Email: Must include @ and domain (e.g., john@example.com)
2. Phone: Must be 7-16 digits (can include spaces/dashes)
3. Check for typos
4. Remove any special characters
Page is frozen or not responding
Cause: Browser or connection issue.
Solution:
1. Wait 10-15 seconds (might be processing)
2. Refresh the page (your progress is saved)
3. Check your internet connection
4. Close other browser tabs
5. Try a different browser
Signature looks blurry or pixelated
Cause: Drawing too fast or zoom level.
Solution:
1. Click "Clear" and redraw slowly
2. Use the "Type" option for cleaner signatures
3. Upload a high-quality signature image
4. On mobile, use a stylus for better quality
Security & Privacy
Your signature is protected:
• Encrypted Connection - All data transmitted via HTTPS
• Unique Link - Your signing link is tied to your identity
• Audit Trail - Every action is logged with timestamp and IP
• Tamper-Proof - Signed documents cannot be altered
• Legal Validity - Your signature is legally binding
• Certificate of Completion - Provides proof of authenticity
SignNXT uses the same encryption standards as online banking to protect your documents and signatures.
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Need help?
If you're having trouble signing your document, contact the person who sent it to you or reach out to our support team at support@signnxt.com
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