Our signature request feature can be used to securely request another workspace member's signature of files.
If you subscribe to the Professional or Advantage package, you can also send a signature request to external users. Otherwise, if you would like to request an approval from someone that is not currently a member of your workspace, you can invite them into your workspace at the same time as requesting their approval, in a single easy flow.
NOTE: You will need permission to add external users to your workspace. If you do not have that permission, contact an Administrator.
Firstly, locate and click on the file for which you would like to request a signature. In the file ‘Options’ drop-down menu, click ‘Signature requests.’
Who would you like to send this signature request to?
Select the workspace member, or enter an email address of the person, you would like to send your request to. You have the option of adding a personalised message to the invitation.
There are a few ways to add multiple recipients to a request. Each recipient will receive a copy of the request.
Select the members or type the email addresses of each person into the text box, separating each email address by selecting the tab or return key on your keyboard.
Select all to send the request to all workspace members.
Bulk import will open a new window that allows you to copy and paste email addresses from a document.
Clear all selected will remove all recipients from the field.
Note: If you only see ‘Select members’ in the highlighted box, contact your administrator for permission to invite users into your account.
Click 'Next'.
Is there a date that you want a response by?
Then add it to the 'Response due by' field and users will be made aware of the request’s urgency when they receive their notification. Automated reminders will be sent to encourage a timely response, and you can choose the desired frequency. Note: If you don't add a due date, the automated reminders will start from the day you send your request.
Enable recipient verification from an external person
If sending to an external person, you can enable ‘Recipient verification required’ and select whether the recipient receives an email with a one-time password (OTP) or an SMS access code sent to a mobile phone.
If this is enabled, after selecting the secure link to access the request, the recipient will need to enter the OTP or access code to complete verification.
Now click 'Send’, and the recipient will receive an email with a link to view and sign the document.
After clicking the link in the email, the recipient will be presented with the items they have been requested to approve and can view the file by selecting 'View & Sign'.
The file preview will provide the option to either ‘Sign’ or ‘Reject’ the file.
When a user signs the file, they are given the option to add feedback, which will automatically be recorded in the comments section against that file.
When a user rejects a file, they must justify the rejection before they can click the 'Reject' button. This feedback will automatically be recorded in the comments section against that file.
Response results, audit trail and downloading the signed document
After sending the signature requests, the user list records and displays whether they have responded and signed or rejected the document. The person who sent the signature request will receive a notification when it is signed or rejected.
When the document has been signed, the ‘Download’ link will appear by each recipient's name. Clicking on the link will download a signed copy of the document.
Click here for information on file approval and read request reporting.
Do you want to request signatures in bulk?
Click here for more information.