Our signature request feature can be used to securely request another workspace member's signature of files.
If you subscribe to the Enterprise, 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.’
Click 'Select Advanced' to request signature of a document for one or more signatories and place the signature, name, and other required fields directly on the document.
Who would you like to send this signature request to?
Select the workspace member(s) or enter an email address of the person(s) you would like to send your request to. You can add a personalised message to the invitation and include supporting attachments that do not require a signature.
Signing order
When adding more than one signatory, you will be presented with the option to choose if signatories can all sign at once (parallel) or if they need to sign one at a time (sequential).
If sequential is selected, the order will be as listed in the box above; for example, Jamie Sinclair will need to sign the document before the signature request is sent to Josh Shah. The order can be changed by removing and adding signatories.
Click 'Next'.
Adding fields
On the left, you will see a drop-down that allows you to select the signatories, along with a list of fields that can be placed directly on the document. Simply drag and drop the required fields into the document.
When selecting another signatory, you will see the colour of the fields change on the left and in the document to match that signatory.
Once all required fields have been placed on the document, 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.
You will receive a notification when the recipient has completed the request.
If you have multiple signature requests, you can manage them using the 'Approval report', accessed from the 'Files' section of a workspace.
To view a signed document, select the completed signature request.
The preview shows a fingerprint of the signature, and an option to download a signed copy.