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1. Send a document for signing

Our electronic signature product lets you send documents (in Word, pdf and other document formats) for signing to one or more people. Sending a document for signing is super simple. Here is how to send out your first document.

1. Select the document

Choose whichever way suits you.

a) From Files (upload a new document)

  1. Go to Files/All Files.

  2. Click the "+" button next to "Company files".

  3. Select "Send a document for signing", then choose the document on your computer.

b) From Files (a document you've already uploaded)

  • Right-click the document, or click the three-dot menu at the end of its row, and select "Send for signing".

  • Alternatively, open the document and click "Send for signing" in the toolbar at the top.

c) From Signatures

  1. Go to Signatures/Dashboard.

  2. Click the "+" button next to "Dashboard".

  3. On the "Upload a document and send for signing" page, drag and drop your document into the box, or click the "+" button to choose it from your computer

Good to know: a document you upload this way is saved in your Documents folder.

2. Add your signers

The signing page opens with your document in the middle, Signers on the left and Advanced options on the right. The "Add a signer" window opens straight away.

  1. Start typing the name or email address of the first signer. Pick them from your contacts, or type a new email address to create a new contact.

    • To sign the document yourself, click "Add me".

    • Alternatively, click the tag icon next to the field and use "Find contacts by tag" to add everyone with a particular tag.

  2. Optionally, write a Welcome message (shown when the signer opens the document) and a Thank you message (shown when they finish). Click the three-dot icon in either box to insert one of your "Message templates", or click "Save as a template" to reuse what you've written.

  3. Choose the Electronic signature type (eIDAS):

    • Simple Electronic Signature (SES) — the standard choice for most documents. Optionally, add an "Extra authentication step to unlock the document":

      • "Verification through a one-time SMS code" (SMS fees apply)

      • "KBA - Send a system generated password to signer's email address"

      • "KBA - Send a system generated password to another email address"

      • "KBA - Require a password to unlock the document"

    • Advanced Electronic Signature (AES) — identity-verified, one signer only.

    • Qualified Electronic Signature (QES) — one signer only

    AES and QES carry a small fee per signature, which is shown next to each option.

  4. Optionally, switch on "Allow the signer to forward the signature request to another person".

  5. Click "Submit".

The signer now appears in the Signers list. To add the next signer, click "Add a signer" and repeat the steps above. To change a signer's details, click the pencil icon next to their name.

Optionally, set the signing order. Click the gear icon next to "Signers" to open the "Manage signers" window:

  • Drag and drop signers by the dotted handle on the left to rearrange the signing order.

  • Click the bin icon to remove a signer.

  • Click "Save changes" when you're done, or "Cancel" to leave the order as it was.

3. Place the signature fields

Under the Signers list you'll see "Please drag and drop relevant fields onto the document".

  1. Click a signer in the Signers list to select them. The fields you place next belong to that signer.

  2. Drag and drop fields to the right places on the document. You can choose from:

    • "Signature"

    • "Date"

    • "Text"

    • "Checkbox"

    • "Paragraph"

  3. Repeat for each signer.

4. Optionally, choose advanced options

The Advanced options panel on the right applies to the whole document. Click the gear icon at the bottom right of the document to show or hide it.

  • "E-mail me each time someone signs and when everyone signs the document."

  • "Send automatic reminder"

  • "Delete the original document after everyone signs."

  • "File the signed document in a specific folder associated with the recipient."

  • "Require user(s) to login before they can sign."

  • "Disable typed signatures" — signers must draw their signature.

  • Expiration period — the number of days the request stays open.

  • "Send expired signatures notification to signees"

  • "Save as default signing options." — tick this to use the same choices next time.

5. Send the document

Once every signer has at least one field on the document, the "Send document" button at the top right becomes active. Click "Send document".

Your signers receive an email asking them to sign.

6. Track the signing

Back in Files, you'll notice a pen icon at the end of the document's row. Click it to see the signing requests for that document.

To see every document you've sent for signing in one place, go to Signatures/Dashboard. Each row shows the sent date, the document, the sender, the signers and the status ("Signed" or "Unsigned"). A tick next to a signer means they've signed; a paper-plane icon means they haven't yet.

To open the status report, click the "i" icon in the Actions column.

The "Document signing actions" page shows the Signing status of each signer and a Transaction log of everything that has happened. From here you can:

  • click "Edit Signer" to change a signer's details if they haven't signed yet;

  • click "Send reminder" to nudge a signer, on top of any automatic reminders;

  • click "Open contact" to go to the signer's contact;

  • click "Cancel document signing" to cancel the whole request.

What happens when everyone has signed

Once all signers have signed, we:

  • attach a signature certificate to the final document, which is always a PDF;

  • save it in the same folder as the original, with "- signed with MyDocSafe" added to its name (unless you chose a different folder in Advanced options);

  • email every signer a link to download their copy.

On Signatures/Dashboard, the document's status changes to "Signed". Documents that other people have asked you to sign are in Signatures/"Sign now", and the ones you've signed are in Signatures/"Signed by you".

Advanced scenarios

Note that we cover quite a few more complex situations. You can:

Next step: 2. Create your first Client Portal

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