In this guide, you will be presented to all the features when sending a document for signing. To follow this guide, you must have access to a Addo Sign account and have a PDF document on your computer that you can test with.
The benefits of digital signatures are many. You save a lot of time collecting signatures, especially if multiple parties and documents need to be signed. In addition, you can streamline and automate work processes, simply and securely.
Below we will take you through, step by step, how to use Addo Sign to send your first document for digital signature. To send a document, we start at the front page. From here we can add the signer(s), document(s), copy recipient(s) and reference number.
Note! It is your templates that set the requirements for the sending. Most of these presets can be changed for each new sending, as shown below. You can read more about templates here.
6 steps for sending your document
Step 1: Template
Step 2: Signing settings
Step 3: Add signers
Step 4: Add documents
Step 5: Notifications
Step 6: Recipients of copy
Step 1: Template
Initially you need to set up templates to define the workflow. The templates are located at the top in images, where clicking on one will display all the available templates for you. You can select a template in the following way:
- Find your desired template by expanding the template menu.
- Click on the template you want to use for the specific workflow.
Refer to the article Create a New Template to learn how to create and edit templates.
Step 2: Signing settings
Signing settings relate to the other available options under the signers' names. You can find the feature and select the different functions in the following way.
- Click on Signing settings.
- Add the different functions by clicking on them. They will turn blue when activated for the respective transaction.
I need to sign - This function allows you to quickly add yourself as a signer. By using this function, your name will appear as a signer, and the signature method will be determined by the template.
The signers must sign in sequential order - This function allows you to set a signing order for the signers. The transaction will not be forwarded to the next person until the previous person has signed.
Sign multiple documents with one signature(signing key) - This function makes it easy for the signer to approve all documents before signing. Therefore, they only need to sign once, even if there are multiple documents requiring signatures. We recommend always enabling this function as it saves both time and credits.
Reference number - The reference number is used for your internal purposes and can therefore be anything from a name to a system or case number. The purpose is to give you a better overview in your transaction overview.
Step 3: Add signers
Below, the process of adding a signer will be explained. You can add as many signers as desired. In Addo Sign, there is no limitation on the number of signers, but please note that you will be charged credits for each signature made. You can customize the signature flow for each specific recipient. The signing flow is initially defined based on the templates chosen in step 1. See how to add signers below:
- Press the plus sign, or any desired location within the box.
- Insert the name of the signer.
- Insert the title of the signer (this function is optional).
- Insert the email of the signer.
- Choose Notification. We can send it to anything from email to e-Boks (only if this integration is set up).
- Choose Authentication.
- Choose Signing.
- Choose whether the signer should receive a receipt after the transactions are completed. Additionally, a decision must be made on whether they should receive a copy of the signed document.
- Once the information is filled out, press Add signer.
- After the addition, the signer will appear in the blue field. To add additional signers, click on Add signer.
Step 4: Add Documents
In this step, you add the documents that will be part of the sending. Documents that need to be signed should be uploaded or dragged into the browser. You can send documents with a combined maximum size of 100 MB.
- Upload or "drag and drop" the document into the field.
- Specify whether the document needs to be signed or if it should be included as an attachment. If it is highlighted in blue as shown in the example, it is marked as a document that needs to be signed.
Step 5: Notifications
Messages to the signer are messages that you send to the signer in connection with a new signature, form, etc. These messages can be set up in the templates and will give the signer the first impression of the company. The image below shows where you can locate these notifications and make changes to them.
- Changing the language - You can have your notifications translated into other languages by clicking on the language. It will display the following window where you can change the language:
- By clicking on Invitation message you can find the initial message sent to the signer in the first notification:
- In the Deadline and reminder message you can modify the messages for the reminder notifications. Additionally, you can change the expiration date, reminder date, and more:
- In the Receipt message you can modify the final message that the signer will receive when the documents are signed:
You can read more about the different messages in this article.
Step 6: Recipients of copy
Finally, you can set up recipients of copy. Recipients of copy are considered third parties outside the transaction who do not need to take any active actions, but who gets a copy of the signed document when the signing is completed. You can find recipients of copy at the bottom of the signing flow. You can add a recipient of copy in the following way:
- Click on the Recipients of copy (optional) section and then click on Add Recipients of copy to add recipients of copy.
- Enter the Name and E-mail of the respective third party who should receive the signed documents.
- Then click on Add to add them as a copy recipient.
The recipient will now appear with their name and email in the blue box, as illustrated above.