Send Document

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Sending Your Document

Once you’ve uploaded your document, added recipients, and placed fields, you’re ready to send it for signature. This guide covers document configuration and the sending process.

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Document Settings

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Email Configuration

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Subject Line

Customize the email subject that recipients receive:

• Default: “[Your Name] has sent you a document to sign”
• Make it descriptive and relevant to the document
• Keep it professional and clear

Example Subject Lines:

• “Action Required: NDA for [Project Name]”
• “Please Sign: Employment Agreement”
• “Review and Sign: Q4 Contract Amendment”

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Email Message

Add a personal message to your recipients:

• Explain what the document is about
• Provide context or instructions
• Include any deadlines or urgency
• Add contact information for questions

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Email Reply-To

Set a custom reply-to address:

• Recipients’ replies go to this email
• Useful for team mailboxes
• Can be configured at organization level

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Signing Order

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Parallel Signing (Default)

All recipients can sign simultaneously:

• ✅ Faster completion
• ✅ More convenient for recipients
• ✅ Best for most scenarios

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Sequential Signing

Recipients sign in a specific order:

• Each recipient waits for the previous one to complete
• Useful when order matters (e.g., employee → manager → HR)
• Set signing order numbers for each recipient

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Authentication Requirements

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Document-Level Authentication

Applies to all recipients:

• Account Required: Recipients must have a Documenso account
• 2FA Required: Recipients must complete two-factor authentication

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Recipient-Level Authentication

Set different requirements per recipient:

• Override document-level settings
• Useful for mixed security requirements
• Configure in recipient settings

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Expiration Settings

Set when the document expires:

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Expiration Period Options

• 7 days
• 14 days
• 30 days
• 60 days
• 90 days
• Custom period
• No expiration

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What Happens When Documents Expire

• Recipients can no longer access the signing link
• Document status shows as expired
• You can extend expiration or resend the document

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Distribution Method

Choose how recipients receive the document:

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Email (Default)

• Recipients receive email with signing link
• Most common method
• Automatic notifications and reminders

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None (No Email)

• Document is not automatically sent
• You manually share signing links
• Useful for in-person signing or custom workflows

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Signature Settings

Control which signature methods are available:

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Typed Signature

• Recipients type their name and select a font
• ✅ Enabled by default
• Quick and professional appearance

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Drawn Signature

• Recipients draw their signature with mouse/stylus
• ✅ Enabled by default
• Most personal signature method

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Upload Signature

• Recipients upload an image of their signature
• ✅ Enabled by default
• Useful for pre-signed signature images

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Timezone and Date Format

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Timezone

• Default: UTC
• Set to recipient’s local timezone
• Affects date fields and signing timestamps

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Date Format

• Default: yyyy-MM-dd hh:mm a
• Customize for regional preferences
• Affects how dates appear in the document

Common Date Formats:

• MM/DD/YYYY - US format
• DD/MM/YYYY - European format
• YYYY-MM-DD - ISO format

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Redirect URL

Set a custom URL where recipients are redirected after signing:

• Thank you page
• Company website
• Next steps page
• Default: Documenso completion page

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Language

Set the language for email notifications and signing interface:

• Default: English
• Multiple languages supported
• Applies to system messages and UI

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Advanced Settings

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Allow Next Signer Selection

For sequential signing, allow the current signer to choose the next signer:

• ✅ Enables flexible workflows
• Current signer selects from available recipients
• Useful for dynamic approval chains

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Document Visibility

Control who in your team can see the document:

• Everyone: All team members
• Manager and Above: Managers and admins only
• Admin: Administrators only

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External ID

Add a custom external ID to track the document in your systems:

• Integrates with your internal tracking
• Useful for API integrations
• Appears in webhooks and API responses

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Sending the Document

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Final Review Checklist

Before clicking send:

• All recipient email addresses are correct
• All required fields are placed
• Signing order is correct (if sequential)
• Email subject and message are professional
• Authentication requirements are appropriate
• Expiration date is reasonable
• Preview looks correct

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Send Process

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After Sending

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Document Status Changes

Once sent, the document status changes from DRAFT to PENDING:

• Recipients can now access the document
• You can track their progress
• You can resend notifications if needed

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Tracking Progress

Monitor document status:

• Not Opened: Recipient hasn’t viewed yet
• Opened: Recipient has viewed the document
• Signed: Recipient has completed signing
• Completed: All recipients have signed
• Rejected: Document was rejected by an approver

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Recipient Notifications

Recipients receive emails at key stages:

• Initial signing request
• Reminders (if not completed)
• Expiration warnings
• Completion confirmation

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Managing Sent Documents

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Resend Email

If a recipient didn’t receive the email:

1. Go to document details
2. Click Resend next to the recipient
3. They’ll receive a new email

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View Audit Log

Track all document activities:

• Who viewed the document and when
• Signing timestamps
• Field completions
• Authentication events

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Download Document

After completion:

• Download the signed PDF
• Download the signing certificate
• Download the audit log

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Document Actions

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Cancel Document

If you need to cancel a sent document:

1. Open the document
2. Click Cancel Document
3. Confirm cancellation
4. Recipients lose access to the signing link

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Duplicate Document

To send a similar document:

1. Open the completed or draft document
2. Click Duplicate
3. A new draft is created with the same structure
4. Update recipients and send

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Move to Folder

Organize sent documents:

1. Select the document
2. Click Move to Folder
3. Choose destination folder

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Best Practices

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Timing

• Send documents during business hours in the recipient’s timezone
• Allow adequate time before deadline
• Consider time zones for international recipients

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Communication

• Include clear instructions in the email message
• Provide context about the document
• Specify any deadlines
• Include contact information for questions

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Testing

• Test the signing flow with a personal email first
• Verify all fields work correctly
• Check that emails are delivered properly
• Review the completed document appearance

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Follow-Up

• Send gentle reminders to recipients who haven’t signed
• Use the resend function if emails weren’t received
• Check spam folders if recipients report not receiving emails

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Troubleshooting

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Recipients Not Receiving Emails

1. Verify email addresses are correct
2. Ask recipients to check spam/junk folders
3. Use the resend function
4. Check organization email settings
5. Verify email domain is not blocked

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Cannot Send Document

• Ensure all required fields are placed
• Verify at least one recipient is added
• Check that all recipients have email addresses
• Confirm you have permission to send documents

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Document Stuck in Pending

• Check which recipients haven’t signed
• Resend notifications to pending recipients
• Verify recipients can access their email
• Consider extending expiration if needed

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Next Steps

• Track document status and completion
• Create templates for recurring documents
• Set up webhooks for notifications