E-Signatures

E-Signatures

How It Works

When a document requires signatures, each signer receives a unique, secure signing link via email. Signers can complete their signature by drawing, typing, or uploading an image. Before the signature is applied, signers may be required to verify their identity using a 6-digit email verification code.

Signer Types

Each signature on a document is assigned a signer type:

• Recipient — The person the document was sent to (your client or contact).
• Sender — You or someone from your company.
• Witness — A third-party witness to the signing.
• Other — Any other party not covered above.

For each signer, you configure their name (required), email (required), and optionally their title and company.

Signing Modes

Choose how signers complete their signatures:

• Parallel — All signers receive their links at the same time and can sign in any order. Fastest option when signing order does not matter.
• Sequential — Signers sign one at a time in a defined order (position 1, 2, 3…). Each signer is only notified after the previous one has signed. Use this when signatures must happen in a specific order (e.g., client signs first, then your counter-signature).

Decline Actions (Sequential Mode)

In sequential mode, you can configure what happens if a signer declines:

• Void — The entire document is voided immediately. All remaining signatures are marked as expired. The workflow (if any) is failed.
• Skip — The declined signer is skipped and the next signer in line is activated. The declined signer is marked as “skipped” with a recorded reason.

Verification Codes

For extra security, enable Verification Code on a document. When enabled:

• A 6-digit code is emailed to the signer before they can complete their signature.
• The code expires after 10 minutes.
• Signers have a maximum of 5 attempts to enter the correct code.
• You can also enable View Verification, which requires a code just to view the document.

Signature Statuses

Each individual signature progresses through these statuses:

• Pending — Awaiting the signing request to be sent.
• Sent — The signing email has been sent to the signer.
• Viewed — The signer has opened the signing page.
• Signed — The signature has been captured and recorded.
• Declined — The signer refused to sign. You are notified immediately.
• Expired — The signing link has expired (or the document was voided).

Audit Trail & Compliance

Every signature records a comprehensive audit trail for legal compliance:

• IP address of the signer at the time of signing.
• User agent (browser and device information).
• Timestamp of when the signature was applied.
• Timezone of the signer.
• Geolocation (if the signer grants permission).
• Browser fingerprint for device identification.
• Document hash (SHA-256) — a tamper-proof snapshot of the document content at the time of signing. If the document is modified afterward, the hash will not match.
• Consent to e-sign — Whether the signer explicitly agreed to sign electronically.
• Terms accepted — Whether the signer accepted the terms and conditions.
• Consent timestamp — When consent was given.

This audit data is embedded in the signed document PDF and is available for legal verification.