E-Signature App Overview

E-Signature

1. What it is

E-Signature lets you send PDF documents for electronic signature with visual field placement, sequential signing order, and a full audit trail. Signers receive a tokenized link by email, sign in their browser, and the completed document is stored with a signing certificate.

• Enablement: E-Signature is a pay-as-you-go app billed per envelope sent. It is available to every tenant with no license decision required — an admin enables it from Admin → Apps → All Apps.
• What it is not: E-Signature is the standalone document-signing surface. Other apps (Offer Manager, Contracts, Onboarding Hub, HR File Manager, Policy Hub) each have their own “send for signature” leg that creates requests through E-Signature behind the scenes. Those integrations are configured in the consuming app, not here.

2. Standing it up

1. Go to Admin → Apps → All Apps and enable E-Signature.
2. Go to Apps → E-Signature → Settings. Review the defaults. The most important choice is Who Can Send Documents — the default is All users, meaning anyone in the organization can create and send signature requests. Change to Managers only or Admins only to restrict.
3. Decide whether external signers are allowed. Allow External Signers is on by default. Turning it off means every signer’s email must belong to a member of your organization.
4. If you plan to use DocuSign or Dropbox Sign (HelloSign) instead of the built-in native signing, set up the provider integration at Admin → Organization → Integrations first, then select it as the Default E-Signature Provider in step 2.
5. Have a user go to Apps → E-Signature → Requests → New Request, upload a PDF, add signers, place fields on the document, and send. The signer receives an email with a link to sign.

What runs on its own from day one: automatic reminders. Send Automatic Reminders is on by default, so a daily job emails each signer whose turn it is every 3 days until they act, for at most 60 days. Turn it off in Settings if you would rather chase signers yourself.

3. How it fits together

Requests, signers, and fields

A request is a document (or set of documents) sent for signature. It moves through these statuses: Draft → Sent → Viewed → Partially Signed → Completed. It can also be Declined (a signer refused), Voided (the sender cancelled it), or Expired (it passed its expiration date without completing).

Each request has one or more signers, listed in a signing order. Signing is sequential — signer 2 cannot sign until signer 1 finishes. A signer can carry an optional role, such as “Employee” or “Manager”: it is a label that templates use to place fields, and it does not change what the person must do — everyone listed must sign before the request completes. Signers can be internal (employees in your organization) or external (anyone with an email address), depending on the Allow External Signers setting.

Fields are the form elements placed on the document’s pages: Signature, Initials, Date, Name, Text, Checkbox, Radio, and Dropdown. Each field is assigned to a specific signer and can be marked required or optional. Fields are positioned visually on a PDF preview in the field editor.

Worked example: You upload an NDA, add two signers — the employee (order 1) and the HR director (order 2). You drag a Signature field and a Date field onto the last page for each signer. You send the request. The employee receives an email with a signing link, completes their fields, and the HR director is notified it is their turn. Once both sign, the request moves to Completed, a signing certificate is generated, and a completion email goes to everyone.

Templates

A template saves field positions and signer roles so you can reuse the same layout across many documents. Templates have a category — HR, Legal, Sales, General, Compliance, Onboarding, or Other — and can be created from scratch, saved from a draft request’s field editor with Save as Template, or cloned from another template. When you create a new request and select a template, its fields are pre-placed on the document.

There are two kinds of templates: custom templates (created by your organization, scoped to your business) and system templates (global, available to all tenants).

Native signing vs. external providers

E-Signature has a built-in signing engine (the Native provider). Signers open a tokenized link in their browser, fill fields, and draw or type their signature. No third-party account is needed.

If your organization uses DocuSign or Dropbox Sign (HelloSign), you can connect them at Admin → Organization → Integrations and select the provider as the default. Requests sent through an external provider use that provider’s signing experience. You can also manually poll a provider for status updates with Check Status on a request.

Integrations with other apps

When a signature request completes, E-Signature notifies the consuming app automatically:

• Offer Manager — marks the offer letter as signed.
• Contracts — marks the contract document as signed and advances bulk-batch signature rollups.
• HR File Manager — flips the file’s badge from “Signature Required” to “Signed”.
• Meal Compliance — activates meal waivers waiting on a signature.
• Policy Hub — acknowledges the policy document.

These integrations fire on completion. No configuration in E-Signature is needed — the consuming app links the request when it creates it.

4. Running it

Sending a request

1. Go to Apps → E-Signature → Requests → New Request.
2. Upload one or more PDF documents. Multiple documents are combined into a single PDF for field placement.
3. Add signers with name, email, and signing order. Optionally select a template.
4. In the field editor, drag fields onto the document pages. Assign each field to a signer.
5. Review the request on the Confirm Send page, then send immediately or schedule for later.

Requests can also be scheduled for a future date and time. Scheduled requests remain in Draft until the scheduled time, when a background job sends them automatically. Scheduled sends that are more than 7 days past due are cleared rather than sent.

Sending reminders

When Send Automatic Reminders is on (the default), a daily job reminds the signer whose turn it is, at the configured Reminder Frequency (default: every 3 days). Reminders stop after 60 days. You can also send a reminder yourself from a request’s detail page with Send Reminder — it goes to the signers whose turn it is, never to someone still waiting on an earlier signer.

Voiding a request

A sent request can be voided at any time before it completes. Voiding cancels the request for everyone: every signer it was still waiting on, and everyone who had already signed, is emailed that it was cancelled and that their link no longer works — outside signers included — and internal signers who were waiting also get an in-app notice. Voiding can’t be undone; duplicate the request to send it again.

Duplicating a request (revise and resend)

Click Duplicate on any request to create a new draft that copies the documents, signers, and field placements. The copy belongs to the current user and starts fresh — no signed data carries over.

Downloading results

After a request completes, download the signed document (the original PDF with signatures overlaid) and the signing certificate (a separate PDF with the document hash, audit trail, signer IP addresses, and timestamps).

Bulk sends

Go to Apps → E-Signature → Bulk Sends → New Bulk Send. Upload a CSV with recipient names and emails, select a single-signer template, and preview before sending. Each row creates an individual request. Bulk sends are subject to the same Who Can Send restriction as individual requests.

Kiosk mode

Kiosk mode turns a shared device into a walk-up signing station. Go to Apps → E-Signature → Kiosk → New Kiosk Session, select a single-signer template, set a passcode (4–6 digits), and set the session timeout (default: 5 minutes). Open the kiosk link on the device. Each person enters their name and email, signs, and the station resets for the next person. The passcode is for staff: it is what you enter to take the device out of kiosk mode.

Sharing requests

A request creator or admin can share a request with individual users or groups. Shared users can open the request — its details, signers, status and the audit trail shown on the page — but cannot change it, and cannot download the signing certificate or export the audit trail, which carry signers’ IP addresses. Go to a request’s detail page and use the Share action.

Exporting the audit trail

From a request’s detail page, click Export Audit Trail to download a CSV with every event: creation, sending, viewing, signing, declining, reminders, and voiding — each with a timestamp, user email, and IP address.

5. Settings

All settings are at Apps → E-Signature → Settings. Only admins and app admins can access this page.

Setting	Default	What it changes
Signers can open their signing links	On	The incident switch: turn it off to pause every signing link E-Signature has emailed, all at once. While off, the links open a “not available” page and nothing is sent or reminded. Not covered: requests sent through DocuSign or Dropbox Sign, Policy Hub acknowledgments, and walk-up kiosks (close each kiosk under Kiosk).
Default Expiration (days)	30	How long signers have before a request expires, counted from the day the request is created. An hourly job moves expired requests to the Expired status.
Default E-Signature Provider	Native (Built-in)	Which provider handles single signature requests. Options: Native (Built-in), DocuSign, HelloSign (Dropbox Sign). External providers appear only after they are connected at Admin → Organization → Integrations. Bulk sends and walk-up kiosks always use the built-in signer.
Send Automatic Reminders	On	A daily job emails the signer whose turn it is when they have not acted within the configured frequency, for at most 60 days.
Reminder Frequency (days)	3	How often automatic reminders are sent to a pending signer. Only applies when automatic reminders are enabled.
Allow text messages (SMS)	Off	Lets signers receive their identity-verification code by text message instead of email (when Require Signer Identity Verification is on), and lets Document Packages sent from Onboarding Hub, Offboarding and Contracts text their invitations and reminders. E-Signature’s own signing invitations and reminders are sent by email. SMS usage is billed.
Who Can Send Documents	All users	Who can create signature requests. Options: All users, Managers only, Admins only. This also gates bulk sends.
Allow External Signers	On	Whether signers outside your organization can be added to requests and bulk sends. When off, every signer email must belong to a member of your business. Walk-up kiosks and Document Packages are not covered — anyone at a kiosk station can sign.
Generate Signing Certificate	On	Whether a PDF signing certificate is generated when a request completes. The certificate includes the document hash (SHA-256), audit trail, and signer details.
Require Signer Identity Verification (OTP)	Off	When on, signers must verify their identity with a one-time code — by email, or by text message when Allow text messages (SMS) is on — before they can sign.
Enable Trusted Timestamp (RFC 3161)	Off	When on, a trusted third-party timestamp is embedded in the signing certificate for cryptographic proof of signing time.
Timestamp Authority	FreeTSA	The authority that issues that timestamp: FreeTSA, DigiCert or Sectigo.
Signing Certificate Legal Notice	United States	The law the certificate’s Legal Notice cites: the US E-SIGN Act and UETA, or the UK’s Electronic Communications Act 2000 and UK eIDAS (a simple electronic signature).
Show a custom message on the signing page	Off	Shows the message you type in Custom Signing Page Message on the signing page. Your logo and colours on the signing page come from your portal branding, whether this is on or off.
Enable E-Signature Agent	On	Whether people can use the E-Signature agent in Ask AI to check pending signatures, track request status, analyse documents and send reminders.
Enable AI Document Analysis	On	Master switch for AI-powered document analysis. When on, uploaded documents are automatically analysed for summaries, key terms, risks, and field suggestions. Individual analysis features can be toggled independently below this switch.

6. More help

• E-Signature FAQ — specific setup and operating questions, limits, and troubleshooting.
• Ask AI — the assistant answers questions about E-Signature from these articles.