Summary: once you've added all personnel to a project, click "Get signatures", if your account has the digital signatures feature enabled. If email addresses are missing, use the 'In-person signatures' feature
Note: this feature is only available on Enterprise plans
The Digital Signatures feature enables the personnel working on a project to acknowledge that they have read and understood the document, by providing their signature digitally, via email, or directly in person.
It also lets you know which version they signed, and at what time, giving you full audit control over your documents.
Requesting digital signatures ✍️
Once you are happy with the content of a project, (and any internal approvals are completed) you can request digital signatures by following these steps:
After creating your project, add personnel as normal
Click on the "Get signatures" button
Click "Ask everyone to sign the latest version"
Note: If you're missing the 'Get signatures' option, this feature isn't enabled on your account.
Signing a document (email) 📩
Any personnel you have added to the project will receive an email instructing them to read over the document and provide their signature as evidence. Simply click the link to view and sign the document. No login is required for this feature.
Digital signatures work both on a desktop/laptop or smartphone device.
Note: the personnel profile added must contain a valid email address for this feature to work. If they don't have an email, use the in-person signature
Signing a document (in-person) 🤳🏻
In-person signature customers have the option to sign the document using a tablet or smart device on-site - capturing the photos and signatures of personnel by passing around one device.
Checking the signature status and actions 🟢
Once requested, the status bar will show what is happening with the signatures.
You will be notified when the last time the signatures were requested was, and what version of the project was sent to the personnel.
You will be able to see when the document was opened by each person when it was signed and you can resend the email if no signature has been received.
You can request signatures again when a new version of the project is created, and send reminders to personnel.
The table below breaks down the different signature statuses and recommended actions.
Signature status explained
Status | Meaning | Action |
Signed (green) 🟩 | The latest version has been signed | Work can start! |
Signed (amber) 🟨 | A previous version was signed. A significant change to the document triggered a version change. | Request new signatures:
|
Sent 🟦 | An email request for a signature has been sent to the email on the personnel profile | You can send a reminder to sign:
|
Unable to send ⬜️ | An email address is missing from the personnel profile | Use the in-person signatures feature:
|
Not sent ⬜️ | Signatures have not yet been requested for this project | Request signatures:
|
Viewing the signatures 🔍
As the document is signed, the signatures will be automatically added and updated in your project PDF. Simply click 'Preview" to view the final look.
You can also view individual signatures to check exactly which version was signed and at what time.
Click on the signature status button to view the specific signature and time.
