Articles in this section

Create Signable Documents with eSignature

Avatar
Andrea V.
  • Updated

Available on: Personal* Standard Advanced  Enterprise

Overview

DocSend offers a complete eSignature solution with the ability to create signable documents, add custom fields, and collect single and multi-party signatures from your visitors that are legally binding for both parties all while tracking your visitor’s engagement. If you're subscribed to the Personal, we recommend reviewing our section on Signable Documents in Personal.

Important: The process of converting documents into signable ones is permanent.  

Skipping Ahead

eSignature Requirements

The following requirements must be met in order to convert your existing document into a signable document: 

  • Links have not been created
  • No visits have been made
  • The document is not housed in an existing Space
  • The document is considered an acceptable file type. For more information, see Uploading Documents.

Types of Signable Documents

Re-Signable link

This means that any single-party signable document can be re-signed by different signers multiple times. Please note, this feature is not available on the personal plan or for multi-party signable documents. 

resignable.png

Important: The signer role must be left blank. If the re-signable feature is enabled and the signer role is assigned, DocSend will automatically remove the configured signer email. 

One-time signable link

This means that the link can only be signed once. Once signed, the document becomes view-only reflecting a copy of the signed document. 

Single-Party Signable Document

This means that a signable document has only 1 signer role configured. For Standard and Advanced users, this automatically defaults to a re-signable link. 

Multi-Party Signable Document

This means that a signable document has multiple signer roles configured. The re-signable link feature is NOT currently available for multi-party signable documents, as a result, the document defaults to a one-time signable link. 

Convert an Existing Document into a Signable Document

If you want to convert an existing document into a signable one, make sure it meets the eSignature requirements before attempting to convert it. 

Important: Once Signer Roles and custom fields are configured, they can no longer be modified. To update your signable document, you’ll need to upload a new document through the Upload a Document flow and create a new link. 

  1. On the document page, click the more options icon.

  2. Select Convert to Signable.

  3. Assign Signer Roles and drag and drop custom eSignature fields to the desired locations on your document. See Custom eSignature Fields to learn more.

  4. Click Save Fields

  5. Create a link using the steps outlined in Create a Signable Document Link.

Convert2Signable.gif

Upload a Signable Document

You can also upload a new document as a signable one instead of converting it after uploading. Follow the steps below to learn how:

  1. On the Content page, click Upload Content.
  2. Select Upload Signable Document.
  3. Assign Signer Roles and drag and drop custom eSignature fields to the desired locations on your document. See Custom eSignature Fields to learn more.
  4. Click Save Fields.
  5. Create a link using the steps outlined in Create a Signable Document Link.

Next, simply create a link to the signable document, and you’re ready to share!

UploadNewSignable.gif

Upload a Signable Document on Mobile

  1. On the Content page, click Upload Content.
  2. Select Upload Signable Document. 
  3. Click Edit Fields to configure your custom fields. See Custom eSignature Fields to learn more.
  4. Click Save Fields.

Signer Roles & Custom eSignature Fields

After uploading or converting a signable document, you’ll be taken to the eSignature editor to configure Signer Roles along with their respective custom fields. Simply apply Signer Roles and drag and drop their corresponding custom fields to the desired location on your document and click on the Save Fields button when complete.

Important: One-Click NDA does not support custom fields at this time. 

Available fields:

  • Signer Roles (up to 10 per document)
  • Signature(s) (required)
  • Name
  • Email
  • Initials
  • Company
  • Title
  • Free form text (255 character limit)
    • The Free form text box only supports single line text (no wrapping). 
    • Links are not supported
  • Date signed
    • To change your date format, click the Date Signed field after it has been added to your document. Select your desired date format from the menu provided and click Save Date Format to finalize.
    • Dates will default to the international date format, yyyy-mm-dd, until explicitly adjusted. Once a different date format is chosen, the date field on all future documents will default to your most recently selected date format.

Configure Multi-Party Signatures (Signer Roles)

When you configure your custom fields, you’ll be prompted to add up to 10 signature fields, also known as Signer Roles, to your signable document. Once you configure your Signer Roles, no modifications can be made to your signable document. 

Important: To remove a Signer Role while in the eSignature editor when converting your signable document, click on Delete last role. 

  1. Signer 1 will be your default. 
  2. Configure custom fields for Signer 1. 
  3. Click on the Add User Role button to the right of the Signer dropdown field to add more signatures. 
  4. Configure custom fields for each user role (Signer 2, Signer 3, and so on). 
  5. Once all your custom fields are configured, click Save Fields. 

ConfigureSignerRoles.gif

Configure Signer Roles & Custom Fields on Mobile

Once uploaded/converted, you’ll be taken to the eSignature editor to add Signer Roles and their respective custom fields to your signable document.

  1. Click Edit Fields
  2. Configure your Signer Roles and Custom Fields. See Custom eSignature Fields to learn more.
  3. Click Save Fields when complete.

Update Signer Roles & Custom Fields

Updating a Signable document’s Signer Roles and custom fields will void any existing signed documents.

Currently, updates to signable documents only support adding additional custom fields and repositioning/resizing current and new custom fields. Please note, these updates will still void any existing signed documents. 

Important: Signer Roles cannot be added or removed once configured. To add or remove, you’ll need to upload a new document through the Upload a Document flow and configure your preferred Signer Roles and custom fields.

  1. Open the signable document from your content library.
  2. Click the more options icon and select Customize fields. 
  3. Review the prompt before moving forward.
  4. From there, you’ll be taken to the eSignature editor where you can reposition, resize, and add (drag and drop) different fields. 
  5. Click Update Fields.

Customize_UpdateFields.png

Update Signer Roles & Custom Fields on Mobile 

  1. Open the signable document from your content library.

  2. Click the more options icon and select Customize fields. 

  3. Review the prompt before moving forward.

  4. From there, you’ll be taken to the eSignature editor where you can reposition and resize Signer roles and custom fields. 

  5. To add more custom fields, click Edit fields on the top right corner and drag and drop different fields into your document. 

Create a Signable Document Link

Just like a Standard DocSend link, you’ll have the ability to configure link settings to maximize security on your signable document. The difference here, you’ll be able to assign a specific signer role to a specific email address when you have more than one Signer role configured. 

Once you configured your Signer Roles and Custom Fields, you can start creating shareable links with your visitors. 

Important: An email address cannot be assigned to more than one Signer Role at a time.  

  1. Click Create Link. 
  2. Assign Roles under the Signature Options section by inputting the signer’s email address. Note: You can leave the Signer Roles blank so that anyone with access can sign. 
  3. Configure your preferred link settings. 
  4. Click Create Link.
  5. Copy and Share your link! 

AssignRoles.png

Void a Signable Document

If you void or update the signable document that has more than one Signer Role configured, signers that have already affixed their signature to the document will be notified of the void. 

Important: Voided documents will disable the link and cannot be re-enabled or accessed. 

  1. Locate the link you’d like to void
  2. Click on the More Options icon (...)
  3. Click Void this link
  4. Review the prompt and the email address impacted and select Void signable link. 
  5. An email notification of the void will be sent to the signer(s)

VoidLink.gif

Signable Documents on Personal

When subscribed to the personal plan, you’ll have the ability to create and share 4 signable document links/month/user with DocSend. The steps to create and share a signable document are exactly the same as those provided for Standard and Advanced plans. 

Important: On Personal, you will not have the option to make a signable link re-signable. 

eSign Credits

Each company is awarded 4 signable document link credits per paid user each month. Your esign credit renewal cycle is dependent on when you start your billing cycle. 

  • Monthly plan: esign credit cycle renews each month on your billing renewal date.
  • Annual plan: esign credit cycle renews each month on a month-to-month basis within your annual billing cycle. 

Ex. A company with 5 active users on the personal annual plan will be awarded 20 shared esign credits, giving them the ability to create 20 signable document links across the entire account each month. 

Important: Credits do not roll over. 

eSignOnPersonal.png

eSign Credit Limit Reached

When you reach the eSign credit limit, you’ll be notified the next time you attempt to create a signable document. In the notice, you’ll see the date of when your eSign credits will reset.

Important: Links created and deleted with no collected signatures will be recredited so long as they are deleted within the current eSign credit cycle. 

CreditLimit.png

User Seat Updates

Once a user is added/deactivated, credits will be immediately updated to reflect the current active user seat count.

Signable Documents in Spaces

Single-party signable documents can also be added to Spaces. There are a few things to keep in mind:

  • Spaces does not support Multi-Party signable documents. 
  • Watermarking is currently not supported on signable documents. 
  • If you have a signable document in a Space that doesn’t require email to access, visitors to the signable document will still be required to enter their email addresses. 
  • When Watermarking is enabled on a Space, any signable documents in the Space will not be watermarked. 
  • When you upload a Signable Document through the Add New Content flow in a Space and select Upload signable document, your content will automatically skip the eSignature configuration steps; you’ll need to click into the document within your Space to configure it. Otherwise, the document will not be visible to your visitors. 

Visit Manage Content in a Space for more information. 

Things to Consider

  • Automatically save copies of your completed signables to Dropbox by following the steps listed in Dropbox's Help Center Article, How to save DocSend files to your Dropbox account. 
  • Unlimited signatures are available on paid Advanced and Standard subscriptions. 
  • Trialing users have a 50 signature limit across NDA and signable documents. 
  • Switching to the Personal plan will disable all signable documents and their links. 
  • Watermarking on signable documents is not supported.
  • You can create internal links for signable documents.
  • Document previews will not reflect any custom eSignature fields configured.
  • You can upload multiple signable documents at once by following the steps listed in Upload a Document. 
  • Skipping custom field set up will result in a non-viewable document. To make it viewable, you'll need to configure Signer Roles and custom fields for your signable document. 
  • Multi-Party Signature: Completed documents are disabled permanently when a new version of the document is uploaded.
  • When you downgrade from Advanced/Standard to Personal, all resignable links will be disabled.

Legal Considerations

DocSend does not offer legal advice. Any questions regarding eSignature regulations should be directed to your legal counsel. It is up to the owner and signer to ensure the validity of any agreements signed using DocSend’s eSignature feature, and that it complies with any additional state or industry-specific rules and regulations. For more details, see our Terms of Service.

  • Both E-Sign and UETA allow electronic records and signatures to be legally enforceable for commercial transactions. E-Sign is the federal statute, and UETA is the state analog.
  • DocSend is compliant with E-Sign and UETA regulations because the platform obtains prior consent from the parties to conduct business electronically under the Terms of Service and when the signer clicks on the checkbox when signing. While compliant with E-Sign and UETA, it is up to the owner and signer to ensure the validity of any agreements signed using DocSend eSignature and that it complies with any additional state or industry-specific rules and regulations.
  • DocSend eSignature is not compliant with any eSignature rules and regulations outside of the United States.

Related Reading

–––

Still need help? Reach out to support@docsend.com!

Related articles