Sign a Document

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Signing Documents as a Recipient

This guide will walk you through the process of signing a document you’ve received through Documenso.

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Receiving the Document

When someone sends you a document to sign, you’ll receive an email notification with:

• Subject: Custom subject line from the sender
• Message: Personal message or instructions from the sender
• View Document Button: Click to access the signing page
• Sender Information: Who sent the document
• Document Title: Name of the document

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Accessing the Document

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Document Authentication

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Account Required

If the document requires an account:

1. Existing Account: Sign in with your email and password
2. New Account: Create a free Documenso account with the same email address
3. SSO: Use Google, Microsoft, or your organization’s SSO if available

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Two-Factor Authentication

If 2FA is required:

1. Enter your authentication code from your authenticator app
2. Or request a code via email or SMS
3. Complete the verification before accessing the document

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Signing Workflow

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Document Review

When you first open the document:

1. Read the Document: Review all pages and content
2. View Fields: See which fields you need to complete (highlighted)
3. Check Instructions: Read any instructions from the sender
4. Scroll Through Pages: Navigate multi-page documents

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Sequential Signing

If the document uses sequential signing:

• Your Turn: You’ll see the document when it’s your turn to sign
• Waiting: If it’s not your turn yet, you’ll see a “waiting” page
• Notification: You’ll receive an email when it’s your turn

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Completing Fields

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Field Types You May Encounter

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Signature Field

Add your signature using one of these methods: Draw Signature:

1. Click the signature field
2. Select Draw tab
3. Use your mouse, trackpad, or stylus to draw
4. Click Confirm when satisfied

Type Signature:

1. Click the signature field
2. Select Type tab
3. Type your name
4. Choose a signature style
5. Click Confirm

Upload Signature:

1. Click the signature field
2. Select Upload tab
3. Choose an image file of your signature
4. Adjust as needed
5. Click Confirm

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Initials Field

Similar to signature fields but for your initials:

• Use the same methods (draw, type, or upload)
• Typically smaller and used for initialing pages
• May appear on multiple pages

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Name Field

Enter your full name:

• Often auto-filled with your name from the recipient list
• Can be edited if needed
• Use your legal name for formal documents

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Email Field

Your email address:

• Usually auto-filled with your recipient email
• May be read-only or editable
• Verify it’s correct before proceeding

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Date Field

The signing date:

• Auto-fills with today’s date
• May use specific timezone or date format
• Usually read-only

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Text Field

Free-form text input:

• Read any instructions or labels
• Type your response
• Can be single-line or multi-line

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Number Field

Numeric input only:

• Enter numbers only
• Used for IDs, quantities, or amounts
• May have specific format requirements

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Checkbox

Check or uncheck:

• Click to toggle the checkbox
• Used for agreements, acknowledgments, or options
• May be required or optional

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Radio Buttons

Select one option:

• Click to select from multiple choices
• Only one option can be selected
• Used for multiple-choice questions

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Dropdown

Select from a list:

• Click the dropdown to see options
• Select the appropriate choice
• Used for predefined selections

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Completing All Fields

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Special Recipient Roles

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Viewer

If you’re a viewer:

• You can see the document but not sign it
• No fields to complete
• You’ll receive updates and the final signed document

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Approver

If you’re an approver:

• Review the document carefully
• Choose to Approve or Reject
• If rejecting, provide a reason
• Your decision affects whether the document proceeds

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CC (Carbon Copy)

If you’re CC’d:

• You receive the document for information only
• No action required from you
• You’ll be notified when it’s completed

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Assistant

If you’re signing as an assistant:

• You can complete fields for multiple recipients
• Useful for in-person signing sessions
• Select which recipient you’re signing for
• Complete their fields on their behalf

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After Signing

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Completion Confirmation

After submitting:

1. You’ll see a confirmation message
2. Receive a confirmation email
3. The document moves to the next recipient (if sequential)
4. Or completes if you’re the last recipient

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Completed Document

Once everyone has signed:

• You receive a copy of the signed document via email
• Includes signing certificate with all signatures
• Download and save for your records

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Document Certificate

The signing certificate includes:

• All signatures and timestamps
• Audit trail of document events
• Cryptographic proof of authenticity
• Tamper-evident seal

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Rejecting a Document

If you need to reject the document (Approver role):

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Troubleshooting

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Cannot Access Document

Possible Reasons:

• Document has expired - Contact the sender to resend
• Wrong email address - Verify you’re using the correct email
• Authentication failed - Ensure account email matches recipient email
• Document was canceled - Contact sender for status

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Signing Link Not Working

1. Check if the link was copied completely
2. Try clicking the link directly from the email
3. Clear browser cache and cookies
4. Try a different browser
5. Request a resend from the sender

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Cannot Complete Fields

Issues and Solutions:

• Fields not clickable: Refresh the page
• Signature not saving: Try a different signature method
• Text fields frozen: Clear browser cache
• Required field missing: Contact sender - they may need to update the document

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Browser Compatibility

For best results, use:

• Chrome (recommended)
• Firefox
• Safari
• Edge

Enable JavaScript and cookies for Documenso to work properly.

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Mobile Signing

You can sign on mobile devices:

• Use the email link on your phone/tablet
• Draw signatures with your finger or stylus
• All field types are mobile-friendly
• Rotate device for better viewing

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Best Practices

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Before Signing

• Read the entire document carefully
• Verify all information is correct
• Download a copy for your records before signing
• Check that you understand your obligations
• Contact the sender if you have questions

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While Signing

• Use a professional signature
• Complete all required fields
• Don’t skip optional fields that apply to you
• Use your legal name for formal documents
• Review each page of multi-page documents

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After Signing

• Save the confirmation email
• Download and store the signed document
• Keep the signing certificate
• Follow any next steps mentioned in the document

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Privacy and Security

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Your Information

• Your email address is shared with the sender
• Your signature is stored securely
• Signing events are logged in the audit trail
• Documents are encrypted in transit and at rest

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Data Protection

• Documenso complies with data protection regulations
• Your personal data is handled securely
• You can request deletion of your data
• See Documenso’s privacy policy for details

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Getting Help

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Document Questions

• Contact the document sender directly
• Reply to the document notification email
• Use any contact information provided in the document

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Technical Issues

• Check Documenso help documentation
• Contact Documenso support
• Report issues to your organization administrator (for enterprise users)