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Create signable documents with eSignature

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Andrea V.
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This article describes features available to Personal*, Standard, Advanced, and Enterprise customers.

 

Overview

DocSend offers a complete eSignature solution with the ability to create signable documents, add custom fields or allow recipients to sign with a single click, and collect single and multi-party signatures from your visitors that are legally binding for both parties, all while tracking your visitor’s engagement.

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

 

Table of contents

eSignature requirements

To convert your existing document into a signable document, you must meet the following requirements:

  • Links have not been created.
  • No visits have been made.
  • The document is not housed in an existing Space.
  • The document is an accepted file type: .pdf, .doc, .docx, .ppt, .pptx, or .key.

Types of signable documents

Single-party signable document

Single-party signable documents only have one signer role with the option to configure a one-click signable document, or a signable document with custom fields. They can be shared either as a one-time link, or re-signable link.

Note: Links created to share single-party signable documents will be re-signable by default for users on Standard and Advanced plans. The Personal plan supports one-time signable links only at this time.

To create single-party signable documents:

  1. Log in to docsend.com.
  2. Tap Content library.
  3. Select your signable document.
  4. Click “…” (more options).
  5. Click Customize from the dropdown menu.
  6. Drag and drop fields for your single signer to the desired locations on your document.
  7. Click Save.

 

One-click signable documents

Using a single click, your visitor’s signature will be added to an appended signature page at the end of your document. One-click signable documents only collect signatures from one signer at a time.

To create one-click signable documents:

  1. Log in to docsend.com.
  2. Tap Content library.
  3. Select which document you want to make one-click signable.
  4. Click “…” (more options).
  5. Click Convert to signable in the dropdown menu.
  6. Check Let recipients sign with a single click.
  7. Click Save.
Important: Only one-click signables can be converted to single-party signable documents with custom fields. Documents with custom fields configured cannot be converted to one-click signable documents. One-click agreements cannot be converted to single-party signable documents.

 

Learn more about signable documents on the Personal plan.

 

Multi-party signable documents

Multi-party signable documents have multiple signer roles configured. When your visitors complete the assigned signer fields, their signatures will be added directly to your document.

Note: The re-signable link feature is NOT currently available for multi-party signable documents. As a result, all links created to share multi-party signable documents will be one-time signable links.

To create multi-party signable documents:

  1. Log in to docsend.com.
  2. Tap Content library.
  3. Select your signable document.
  4. Click “...” (more options).
  5. Click Customize from the dropdown menu.
  6. Drag and drop fields for each of your signers to the desired locations on your document.
  7. Click add person (person icon with a plus next to Signer 1) to create a second signer.
  8. Repeat steps 6 and 7 for as many signers as needed (up to 10).
  9. Click Save.

Note: Once you configure your signer roles, no modifications can be made to your signable document.

 

Types of signable links

Re-signable link

This means that the same link can be used by different signers to re-sign the same single-party signable document. Each time your link is opened by a visitor, they will be prompted to sign a new copy of the same document. 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. Any signable document can have a one-time signable link. However, by default, multi-party signables can only have one-time signable links.

 

Convert an existing document into a signable document

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

To convert a document into one that is signable:

  1. Log in to docsend.com.
  2. Click Content library.
  3. Click the document you want to convert.
  4. Click “…” (more options).
  5. Click Convert to Signable.
  6. Click Save.
  7. Create a link as outlined below.
Important: Once signer roles and custom fields are configured, the document cannot be converted back to a standard document without signable fields, or to a one-click signable document.

 

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:

  1. Log in to docsend.com.
  2. Click Content library.
  3. Click Upload.
  4. Click Signable Document from the dropdown menu.
  5. Click Save.

 

Upload a signable document on mobile

  1. Log in to docsend.com.
  2. Tap Content library.
  3. Tap Upload.
  4. Tap Signable Document from the dropdown menu.
  5. Click Save.

 

Signer roles & custom eSignature fields

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.
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.

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.
  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 or resizing current and new custom fields.

Note: These updates will void any existing signed documents.

Important: Signer roles cannot be added or removed once configured.
  1. Open the signable document from your content library.
  2. Click “…” (more options).
  3. Select Customize.
  4. Select the fields you want to include in your document (drag and drop) per each signer you add.
  5. Click Update.

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

When creating signable document links, 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 signer roles and custom fields are configured, you can start creating shareable links with your visitors. 

Note: An email address cannot be assigned to more than one signer role at a time.  

  1. Open the signable document from your content library.
  2. Click Create Link in the top-right corner.
  3. 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. 
  4. Configure your preferred link settings. 
  5. Click Create Link.
  6. Copy and Share your link.

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 “…” (more options).
  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).

Signable documents on personal

When subscribed to the personal plan, you’ll have the ability to create and share 4 signable document links per month per 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.

 

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 re-credited so long as they are deleted within the current eSign credit cycle.

 

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 Agreements and signable documents. 
  • 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 documents 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 the E-Sign Act and UETA allow electronic records and signatures to be legally enforceable for commercial transactions. The E-Sign Act is the federal statute, and UETA is the state analog.
  • DocSend is compliant with the E-Sign Act 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 the E-Sign Act and UETA, it is up to the owner and signer to ensure the validity of any documents 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.

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