Add signatures to documents

Signatures for documents allows you to send documents out to recipients for esignatures. For example, you can set up a workflow to trigger the Run document package action to send a document to several people for the timely capture of business-critical signatures on a document such as a contract. The Signature for Documents functionality gives you the ability to send documents generated from your document packages to up to five recipients. You will then be able to track signature completion through notifications you will receive as signing is completed.

To send documents for signatures, you begin by setting up the signers in your document package using the Data Fields option. Once signer details are added, you can add signature placeholders to your document template. When a document is generated from the document package through a Workflow, it will be sent in an envelope via email to the signers you've added.

Create signers in the document package designer

To add signers to your document, you must first create the signers and add their details to your document package.

To create signers:

1. Under Documents, click Create package or open an existing document package.

2. In the document package designer, click Data Fields

   If you have a document in the document package, you can click Edit to open the document, click and open the Nintex Tagger to open the Data Fields pane.

3. In the Data Fields pane, under Signers, click Add Signer.

4. Click and select Signer details.

5. Add details of the signer.

6. Click Save.

Repeat the steps above to add signers to a document package. You can add up to five signers for a document package.

Add signers to your document

After you create signers in the document package designer, you can add them to your documents within or outside the document package designer.

Add signers to a document within the document editor

To add a signer to a document you create or upload in a document package:

1. Under Documents, select a document package.

2. Click Edit to open the document.

3. In the document editor, click and open the Add data field tags to a document .

4. In the Data Fields pane, click Signers.

5. Click next to the name of the signer you want to add to your document.

6. Click Show fields.

7. Click next to a field.

8. In the document, paste the field where the signature should be inserted.

   Repeat these steps to add additional signers to a document.

Add signers to a document outside the package designer

To add a signer to a document before you upload it to a document package:

1. Under Documents in Nintex Workflow, click Create package or open an existing document package.

2. In the document package designer, click Data Fields

3. Click Signers.

4. Click next to the name of the signer you want to add to your document.

5. Click Show fields.

6. Click next to a field.

7. In the document, paste the signature field where the signature should be inserted.

   Repeat these steps to add additional signers to a document.

   Note: To add a signer's name and email to the document, add tags using the Tagger.

Generate and send documents for signature

When a document is generated through the Run document package action or through a test run, the document is generated and sent in an envelope to the signer's email address.

Note: Admins can cancel in-progress envelopes on the Instance Details pane on the Instances page.

Use the Run document package action with signatures in a workflow

To use the signatures capability in your workflows, use the Run document package action. The workflow progresses as configured on completion of the Run document package action. If the Run document package action in a workflow is configured for a document package with signatures, when the action is run, the workflow progresses to the next step once signing is completed. For example, if the Run document package action in a workflow is followed by the Send an email action, the document is sent for signature and on signing completion, an email is sent to the email configured in the Send an email action.

Sign a document

Once a document is sent out for signature, signers receive an email notification to sign the document. The signer can then add their signature or initials to the areas in the document where signatures are required. To sign a document:

1. Open the email notification from the sender.

2. In the email notification, click Begin Signing.
   By clicking this option, you are agreeing to the terms and conditions set by the senders of the document.

3. The document is displayed.
   

4. Enter your signature where required.

5. Once complete, the document is signed and an email notification is sent to the sender of the document.
   The signed document is available for download in the email that was sent to the signer.

Access documents completed with signatures

Once signing is complete:

• The completed document is available for download on the Instance Details pane.

• A completion report containing details of the document package run and signing process (envelope information, document details, and envelope history) is available for download on the Instance Details pane.

• For the signer, the completed document is available for download in their email.

Note: The completed document and completion report is available for download on the Instance Details pane for 30 days. The expiry date for downloads of completed documents is displayed on the Instance Details pane.

Signatures for Documents: Additional notes

• Delegation and forwarding of signing requests is not supported.

• There is no preview or test capability for the placement of signer tags. To verify how tags will appear in generated document, you can send a test envelope to your own email address.

• Signing order is fixed to sequential. This cannot be changed.

• Reminder schedules, envelope expiration periods, and emails use system defaults. They are not configurable.

• All configuration and management of signatures for documents is within Nintex Documents.