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E-signatures

Learn how to send documents for signature, track progress, and sign files directly within the VDR — no need to download or re-upload

Updated this week

E-signatures allow administrators to request secure signatures on documents from project participants — all without leaving the data room. It simplifies workflows, and supports compliance across transactions.

💡 Only administrators can send documents for signature. Signers will be automatically able to access a file if they are marked as a signer.

Availability

  • Only administrators can request signatures.

  • Only assigned signers can sign.

  • Not supported in the mobile version of the product.

💡 If a signer opens a link on their mobile, they’ll be prompted to open it in a desktop browser before being able to continue.

Sending a document for signature

Step 1: Open file and send for signature

Uploaded image

Administrators can right-click a PDF-convertible document (PDF, DOC, DOCX, RTF, or TXT) and select Request signature.

💡 This option won’t appear if the document has redaction errors.

Step 2: Add signers

In the modal, select at least one active project participant to sign the document.

Click Continue to proceed.

💡 Signers do not need to be given access to the document to sign.

Step 3: Place signature fields

Use the drag-and-drop interface to assign at least one signature field per signer.

You can:

  • Add multiple fields per signer

  • Re-position fields

  • Edit or delete signers

Once done, click Send.

Step 4: Finalize request

You will have the option to add a file name and a message (up to 300 characters).

Click Send to create the request and you’ll be redirected to the Signatures page where a PDF copy of the file is stored there.

This activity is caught in the Activity log, with the full details of the request.

If you cannot see any signers or accidentally remove all signers, you will be prompted to Add signers in the right panel.

Click Add signers and add the participants required before continuing.

Signing a document

Only assigned signers can sign documents.

Step 1: Open the document

Signers can access documents needing their signature via the Signatures page or a notification email.

Step 2: Begin signing

Click Start at the top or click on a signature field to begin. Use Next to jump between fields.

Step 3: Add your signature

Draw your signature and click Add. Each signature includes your name and a timestamp. Your signature will auto-fill into remaining fields when you click on the signature fields.

Step 4: Finish

Once all fields are signed, click Finish at the top. You’ll return to the Signatures page, and a confirmation message appears. Activity log entries track all signing actions.

Downloading the finished document

Admins and signers can download fully signed documents either in Documents > Signatures using the Download shortcut in the right side of the table:


Or from within the document itself:

Using the Signatures page

The Signatures page is available to admins by default upon opening a signature request, and available to signees only if they have an open signature request:

  • Administrators see all requests

  • Other users only see documents assigned to them

Columns include:

  • File name

  • Status (Signed, Pending, Pending your signature, Void)

  • Signers

  • Sent on date

Available actions within E-signatures:

Action

Who can use it

Status

Description

Copy to

Admins

Signed

Move signed doc to Documents section

Download

Admins, Signers

Signed

Download fully signed document

Cancel

Admins

Pending

Cancel request and notify all signers

View document

Admins, Signers

All statuses

Read-only viewer. In Pending your signature, opens editor

💡 All actions are logged in the Activity log.

Send a reminder

You can remind signers to complete a signature request. Here’s how:

1. Check the document status
Reminders are available when the document is either:

  • Pending

  • Pending your signature


    These statuses mean at least one signer (including you, if you're a signer) hasn’t signed yet.

2. Hover to reveal the reminder option

When you hover over the document, you’ll see a Send reminder option.

3. Click to open the reminder modal


This modal will list only the signers who haven’t signed yet.

  • All signers yet to sign are pre-selected, including you if relevant.

  • You can choose to unselect anyone if you don’t want them to get a reminder.

4. Send the reminder
Once you confirm, a notification is sent to the selected signers – helping keep things on track without additional emails.

Notifications sent for E-signatures

Event

Sent to

Details

Signature request received

Assigned signers

Includes link to view the document

Signature request cancelled

Admin + all signers

Request is voided

Document fully signed

Admin + all signers

Confirms completion and contains a link to view the document

Reminder about document sent for signature

Signers upon request by Admin

Includes link to view the document

The E-signatures feature lets you manage signatures quickly and securely, helping you stay compliant and efficient. If you have questions or need help, contact our support team — we're happy to help.

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