E-Signature App Overview

E-Signature

1. What it is

E-Signature lets you send PDF documents for electronic signature with visual field placement, sequential signing order, and a full audit trail. Signers receive a tokenized link by email or SMS, sign in their browser, and the completed document is stored with a signing certificate.

• Enablement: E-Signature is a pay-as-you-go app billed per envelope sent. It is available to every tenant with no license decision required — an admin enables it from the Apps Marketplace.
• What it is not: E-Signature is the standalone document-signing surface. Other apps (Offer Manager, Contracts, Onboarding Hub, HR File Manager, Policy Hub) each have their own “send for signature” leg that creates requests through E-Signature behind the scenes. Those integrations are configured in the consuming app, not here.

2. Standing it up

1. Go to Apps Marketplace and enable E-Signature.
2. Go to Apps → E-Signature → Settings. Review the defaults. The most important choice is Who Can Send Documents — the default is All users, meaning anyone in the organization can create and send signature requests. Change to Managers only or Admins only to restrict.
3. Decide whether external signers are allowed. Allow External Signers is on by default. Turning it off means every signer’s email must belong to a member of your organization.
4. If you plan to use DocuSign or Dropbox Sign (HelloSign) instead of the built-in native signing, set up the provider integration at Admin → Integrations first, then select it as the Default E-Signature Provider in step 2.
5. Have a user go to Apps → E-Signature → Requests → New Request, upload a PDF, add signers, place fields on the document, and send. The signer receives an email with a link to sign.

What silently does nothing until configured: automatic reminders. The Send Automatic Reminders toggle is off by default. Until an admin turns it on, no reminder emails go out to pending signers — the daily reminder job skips any tenant that has not explicitly enabled it.

3. How it fits together

Requests, signers, and fields

A request is a document (or set of documents) sent for signature. It moves through these statuses: Draft → Sent → Viewed → Partially Signed → Completed. It can also be Declined (a signer refused), Voided (the sender cancelled it), or Expired (it passed its expiration date without completing).

Each request has one or more signers, listed in a signing order. Signing is sequential — signer 2 cannot sign until signer 1 finishes. Every signer has a role: Signer, Approver, Witness, or CC. Signers can be internal (employees in your organization) or external (anyone with an email address), depending on the Allow External Signers setting.

Fields are the form elements placed on the document’s pages: Signature, Initials, Date, Name, Text, Checkbox, Radio, Dropdown, and Attachment. Each field is assigned to a specific signer and can be marked required or optional. Fields are positioned visually on a PDF preview in the field editor.

Worked example: You upload an NDA, add two signers — the employee (order 1) and the HR director (order 2). You drag a Signature field and a Date field onto the last page for each signer. You send the request. The employee receives an email with a signing link, completes their fields, and the HR director is notified it is their turn. Once both sign, the request moves to Completed, a signing certificate is generated, and a completion email goes to everyone.

Templates

A template saves field positions and signer roles so you can reuse the same layout across many documents. Templates have a category — HR, Legal, Sales, General, Compliance, Onboarding, or Other — and can be created from scratch or cloned from a completed request. When you create a new request and select a template, its fields are pre-placed on the document.

There are two kinds of templates: custom templates (created by your organization, scoped to your business) and system templates (global, available to all tenants).

Native signing vs. external providers

E-Signature has a built-in signing engine (the Native provider). Signers open a tokenized link in their browser, fill fields, and draw or type their signature. No third-party account is needed.

If your organization uses DocuSign or Dropbox Sign (HelloSign), you can connect them at Admin → Integrations and select the provider as the default. Requests sent through an external provider use that provider’s signing experience. You can also manually poll a provider for status updates with Check Status on a request.

Integrations with other apps

When a signature request completes, E-Signature notifies the consuming app automatically:

• Offer Manager — marks the offer letter as signed.
• Contracts — marks the contract document as signed and advances bulk-batch signature rollups.
• HR File Manager — flips the file’s badge from “Signature Required” to “Signed”.
• Meal Compliance — activates meal waivers waiting on a signature.
• Policy Hub — acknowledges the policy document.

These integrations fire on completion. No configuration in E-Signature is needed — the consuming app links the request when it creates it.

4. Running it

Sending a request

1. Go to Apps → E-Signature → Requests → New Request.
2. Upload one or more PDF documents. Multiple documents are combined into a single PDF for field placement.
3. Add signers with name, email, and signing order. Optionally select a template.
4. In the field editor, drag fields onto the document pages. Assign each field to a signer.
5. Review the request on the Confirm Send page, then send immediately or schedule for later.

Requests can also be scheduled for a future date and time. Scheduled requests remain in Draft until the scheduled time, when a background job sends them automatically. Scheduled sends that are more than 7 days past due are cleared rather than sent.

Sending reminders

If Send Automatic Reminders is enabled, a daily job sends reminders to signers who have not yet signed, respecting the configured Reminder Frequency (default: every 3 days). Reminders stop after 60 days. You can also send a manual reminder from a request’s detail page by clicking Resend.

Voiding a request

A sent request can be voided at any time before it completes. Voiding cancels the request and notifies internal signers that the signing link is no longer valid.

Duplicating a request (revise and resend)

Click Duplicate on any request to create a new draft that copies the documents, signers, and field placements. The copy belongs to the current user and starts fresh — no signed data carries over.

Downloading results

After a request completes, download the signed document (the original PDF with signatures overlaid) and the signing certificate (a separate PDF with the document hash, audit trail, signer IP addresses, and timestamps).

Bulk sends

Go to Apps → E-Signature → Bulk Sends → New Bulk Send. Upload a CSV with recipient names and emails, select a single-signer template, and preview before sending. Each row creates an individual request. Bulk sends are subject to the same Who Can Send restriction as individual requests.

Kiosk mode

Kiosk mode turns a shared device into a walk-up signing station. Go to Apps → E-Signature → Kiosk → New Kiosk Session, select a template, set a passcode (4–6 digits), and set the session timeout (default: 5 minutes). Share the kiosk link with the device. Each person enters the passcode, signs, and the session resets for the next person.

Sharing requests

A request creator or admin can share a request with individual users or groups. Shared users get read-only access to the request and its audit trail. Go to a request’s detail page and use the Share action.

Exporting the audit trail

From a request’s detail page, click Export Audit Trail to download a CSV with every event: creation, sending, viewing, signing, declining, reminders, and voiding — each with a timestamp, user email, and IP address.

5. Settings

All settings are at Apps → E-Signature → Settings. Only admins and app admins can access this page.

Setting	Default	What it changes
Default Expiration (days)	30	How long signers have before a request expires. An hourly job moves expired requests to the Expired status.
Default E-Signature Provider	Native (Built-in)	Which provider handles signing. Options: Native (Built-in), DocuSign, HelloSign (Dropbox Sign). External providers appear only after they are connected at Admin → Integrations.
Send Automatic Reminders	Off	When on, a daily job emails pending signers who have not acted within the configured frequency.
Reminder Frequency (days)	3	How often automatic reminders are sent to a pending signer. Only applies when automatic reminders are enabled.
Enable SMS Delivery	Off	Allows signing invitations and reminders to be sent by SMS in addition to email.
Who Can Send Documents	All users	Who can create signature requests. Options: All users, Managers only, Admins only. This also gates bulk sends.
Allow External Signers	On	Whether signers outside your organization can be added. When off, every signer email must belong to a member of your business.
Generate Signing Certificate	On	Whether a PDF signing certificate is generated when a request completes. The certificate includes the document hash (SHA-256), audit trail, and signer details.
Require Signer Identity Verification (OTP)	Off	When on, signers must verify their identity with a one-time code sent to their email before they can sign.
Enable Trusted Timestamp (RFC 3161)	Off	When on, a trusted third-party timestamp is embedded in the signing certificate for cryptographic proof of signing time.
Enable Custom Branding	Off	Shows a custom message on the signing page. The message is set in the Custom Signing Page Message field below.
Enable E-Signature Agent	On	Whether the AI assistant can answer questions about E-Signature using these help articles.
Enable AI Document Analysis	On	Master switch for AI-powered document analysis. When on, uploaded documents are automatically analysed for summaries, key terms, risks, and field suggestions. Individual analysis features can be toggled independently below this switch.

6. More help

• E-Signature FAQ — specific setup and operating questions, limits, and troubleshooting.
• Ask AI — the assistant answers questions about E-Signature from these articles.