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Adding the people who need to sign
Signers, approvers and people who only need a copy, and how they differ.
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On step two of the envelope wizard, headed Add your recipients, fill in Email * and Name for each person and choose their Role. Press Add Recipient for another, or Browse Contacts to pick from people you have sent to before.
An envelope is the document you sent for signature, together with everyone who has to act on it.
The three roles
Signer - Must sign. They open the document, complete the fields you assigned them and sign. The envelope is not finished until every signer has done so. Every envelope needs at least one.
Viewer - Read only. They get a link and can read the document, but they are given no fields and they do not sign. Use this for the person who has to see it before it goes ahead but is not a party to it: a compliance colleague, a second director, an adviser on the other side.
CC - Receives copy. They are emailed a read-only link when the envelope goes out, and copied on the finished document once everyone has signed. They are not asked to do anything, and they do not hold the document up.
If you are unsure between Viewer and CC, ask whether they need it now or afterwards. A viewer is part of the circulation; a CC is part of the filing.
Adding people quickly
Recent & Favorites sits above the recipient cards. Click a name in it and they are added with their email address already filled in.
Browse Contacts opens your full contact book with a search box, for anyone not recent enough to be on that row. Saving people to Clients is what makes both useful, and it is the best way to stop the commonest cause of a document that never arrives: a mistyped address.
Signing it yourself
If you are one of the people who has to sign, tick I am one of the signers on your own card rather than adding your own email as an ordinary signer. Your saved signature is applied automatically when the envelope reaches you, so no email is sent and there is nothing for you to open.
Your account name and email are what appear on the recipient row, on the certificate and on the completion notice. If other people at your company need a copy, add them as CC.
This is not the same as Self sign in the menu, which is for a document nobody else is involved in. Use the tick box here whenever the document is going out to somebody and you are one of the people signing it. See Signing a document on your own.
The copy each person gets
Send copy of completed document is ticked by default on every recipient. Leave it on and they receive the finished PDF by email when the last signature lands. Untick it for someone who should be able to sign but should not keep a copy.
Extra checks before someone can open it
Signers have an Advanced section on their card, collapsed unless you have already set something. Open it and you can change Before they can open it:
- Nothing extra, the email link is enough is the default, and the right answer for most documents. The link goes to one address and only that person's inbox has it.
- Enter an access code I give them asks for a short code before the document opens. You choose the code and you tell them what it is by another route, a phone call being the usual one. Full detail is in Protecting a document with an access code.
The same section holds a redirect address, for sending a signer to a page of your own when they finish.
The order of the cards
If you have chosen sequential signing, each card shows Order: 1, Order: 2 and so on, which is the order they will be asked in. Reorder by removing and re-adding, or switch to parallel if the order does not matter. See Choosing who signs first.
Removing someone
Use the bin icon at the top right of their card. It appears once there is more than one recipient, because an envelope with nobody on it cannot be sent.
If you cannot continue
The Continue to Field Placement button stays greyed out until every recipient has a valid email address, and until anyone you have given an access code has one filled in.
One rule is enforced later rather than here: an envelope needs at least one Signer. An envelope of viewers and copies has nothing to complete, so it is refused when you send it, with a message saying so.