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.
Feature 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
To send a document for signature:
Right-click the selected file in the list.
Go to Share and click Request signature.
💡 The following file types are supported for signatures: PDF, DOC, DOCX, RTF, TXT. This option won't appear if the document has redaction errors.
Add signers
In the appeared 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.
Place signature fields
After adding signers, you will be redirected to a viewer to 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 in the bottom left corner.
Finalize request
Upon sending, you will have the option to change a file name and add a message.
Click Send to create the request, and you'll be redirected to the Signatures page, where a PDF copy of the file is stored.
💡 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. Signers can access documents needing their signature via the Signatures page or a notification email.
To begin signing, click Start at the top or click on a signature field to begin. Use Next to jump between fields.
Draw your signature and click Add. Each signature includes your name and a timestamp. Your signature will auto-fill into the remaining fields when you click on the signature fields.
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
Administrators 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.
Available columns
File name
Status: Signed, Pending, Pending your signature, Void
Signers
Sent on date
Actions within E-signatures
Action | Who can use it | Status | Description |
Copy to | Administrators | Signed | Move signed doc to Documents section |
Download | Administrators, Signers | Signed | Download fully signed document |
Cancel | Administrators | Pending | Cancel request and notify all signers |
View document | Administrators, Signers | All statuses | Read-only viewer. In Pending your signature, opens editor |
💡 All actions are logged in the Activity log.
Sending a reminder
You can remind signers to complete a signature request. 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.
To send a reminder:
Hover on the required document to see available actions.
Click Send reminder.
In the appeared modal, you will see 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.
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 | Administrator + all signers | Request is voided |
Document fully signed | Administrator + all signers | Confirms completion and contains a link to view the document |
Reminder about document sent for signature | Signers upon request by administrator | Includes link to view the document |
Deleting signature requests
Administrators can delete signature requests from the Signatures page to keep the request list clear and organized.
💡 Only administrators can delete signature requests. Deleted documents are permanently removed and do not move to the recycle bin.
When deletion is available
The Delete option is only available to administrators in the Signatures page.
Available for: Draft, Pending, Pending your signature, and Void statuses
Not available for: Signed status
What happens when you delete
Void documents
A confirmation modal appears.
If confirmed, the document is permanently deleted from the Signatures page.
Pending or Pending your signature documents
A confirmation modal appears.
If confirmed:
The active signature request is canceled for all signers.
A cancellation notification is sent.
The document is permanently deleted from the Signatures page.
Draft documents
If confirmed, the draft is permanently deleted from the Signatures page.
Additional details
The Delete option is also available if the project is locked.
The Cancel request option remains available for Pending and Pending your signature documents. This changes the status to Void without deleting the document.
💡 Deletions and cancellations are tracked in the Activity log
Auto-save and drafts
When preparing a document for signature, all changes are saved automatically as you work. This includes:
Adding or removing signers
Placing or moving signature fields
If you close the tab or refresh your browser, your progress is preserved so you can continue later.
Documents that have been started but not yet sent are shown with the Draft status on the Signatures page. Drafts display with no sent date and may show zero signers if none have been assigned. Drafts can be deleted at any time by administrators.
If a signer becomes deactivated after being selected, they remain visible but cannot be used in the workflow. They appear greyed out in the signer list and cannot be reselected once removed.
💡 You may see status messages such as Saving or Changes saved while working in the viewer.
Corrupted or unsupported files show a File is corrupt message when opened for signature.