Electronic signatures | External processes

Signing by a recipient

This article describes the process of signing a document, which a recipient to whom a signing request was sent goes through.

If you want to learn about the ways to initiate the signing process – see this article. For general questions/answers on electronic signatures – navigate to this page

First step – receiving the signing-request notification In the first step, a message arrives to the recipient. The message will arrive by email or by SMS, according to the choice of whoever initiated the signing request

The text of the email message:

Dear [name],
[organization name] sent you [document name] for approval
Please click the link below in order to approve the document. The link can be opened from any browser – both on the computer and from the phone device.
If the link does not work from your email program, copy the link and paste it into the address bar in the browser

The recipient must click the “button” that says “Click here”, in the email message, to go to the signing page.

Second step – the actual signing

The recipient must perform the following actions:

If the request was sent by SMS – the recipient must click the link in the message, to go to the signing page.
On the signing page – the recipient must navigate between the document pages to reach the signature field/s.
The recipient must “sign” in the signature field – if on a desktop computer, then using the mouse, and if on the mobile phone – using the finger… To complete the action – click OK.

If it is a “returning” recipient, you can recommend the recipient perform a save-signature action, so that next time they will not need to “scribble” it again. This option is good only for the case where signing requests are sent again and again to the same recipient with the same email address. Sending to a returning recipient with a phone number is not possible – and the above does not apply to this case.

How do you save a signature? Click once on “Saved” and on the page that appears, click “Browse” and choose a saved graphic file of the signature [it must be prepared in advance] in one of the supported formats. If you now confirm the action, the loaded file can be used by the signer in the future.

Once the recipient has finished signing in all the required places, the color of the “Done” button in the top-left corner will turn green. Clicking it – will end the process and send the signed document to the organization from which the request was received, and the browser will navigate to another page [TBD].

Third step – receiving the signed document

Upon completion of the second step, the recipient will receive an additional message [it too will arrive by email or by SMS, according to the sender’s choice] the recipient must click the “button” that says “Click here”, in the email message, to download the signed document. Note that this document is deleted within a few days, therefore recipients should be advised to perform this action as soon as possible.

The text of the SMS message:

Download the document you signed for [organization name]: [link]

The recipient must click the “link” to download the signed document [see the same note above regarding validity]