Knowledge Base › eSign & Web Portal › Sending a Document for Signature

Sending a Document for Signature

Aug 21, 2026 · 379 views

This guide walks through sending a document for signature — from upload to a completed, fully signed PDF.

Step 1: Upload to My Documents

  1. In the web portal, open My Documents.
  2. Drag one or more PDFs onto the upload area (or click to browse). Optional: set a category and tags for easier filtering later.
  3. Uploaded documents stay private to your account until you send them.

Step 2: Prepare — Recipients and Fields

Click Prepare & send on the document to open the builder:

Prepare & send — drag Signature, Text, Checkbox, Radio and Select fields onto the PDF for each signer
  1. Add recipients via the Recipients button: name and email for each signer, or pick them from Contacts. The order you list them is the signing order — signer 2 is only invited after signer 1 completes.
  2. Optional per signer:
    • Access code — the signer must enter it before opening the document. Share it via another channel (SMS, phone).
    • Signing mode — personal USB-token digital signature, or electronic (draw/type) signature. See The Signer Experience.
  3. Place fields: select a signer in the palette, pick a tool — Signature, Text, Checkbox, Radio, or Select (dropdown) — then click or drag on the page. Move by dragging, resize with the corner handle. Fields are colour-coded per signer.
  4. Mark fields required or optional; text fields can carry labels and pre-filled values; radio groups support min/max selections.
  5. Every signer needs at least one Signature field — the builder will remind you if one is missing.

Step 3: Send

  1. Add an optional message — it appears in the email and on the signing page.
  2. Click Send. Signer 1 immediately receives an email with their personal signing link. If SMTP is not configured, copy the link from the portal and deliver it yourself.

Step 4: Track Under "Sent for signature"

Sent for signature — per-signer status, field values, certificates used and the full audit trail
  • Status per signer: waiting → viewed → signed (with the certificate used), plus whose turn it is.
  • Details shows submitted field values and the complete audit trail: sent, viewed, access-code attempts, prepared fields, signature events with certificate subject — each with timestamp and IP.
  • Available actions while pending: Edit (until the first signature is made), Resend email, Cancel.
  • When everyone has signed: View signed opens the built-in viewer; Download fetches the final PDF.

Tips

  • Reuse layouts with templates; send one document to many people with bulk send.
  • Set a default expiry and automatic reminders in Settings → eSign so requests don't linger forever — see Reminders, Expiry & Corrections.
  • Sending outside your LAN? Publish the portal on a public HTTPS URL with the built-in Cloudflare Tunnel (Custom Domain tab in the configuration app).