Creating and sending a document as a Sign Request

DocHub makes it super quick and easy for anyone to request e-signatures on a document by following these basic steps for creating a Sign Request:

  1. Upload a document
  2. Use Fields Manager to add signature fields (and other fields).
  3. Assign the fields to a signer Role (or multiple signer Roles). 
  4. Send for e-signature.

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All Sign Requests begin with uploading or creating a document, and then you'll need to add at least one field and assign a signer role to it  A signer role is needed for each person who needs to sign and fill out the document, and each role needs to be assigned to at least one field.

We recommend that you designate the important fields as "Required" to help ensure that your signers complete them before Finalizing the document.

Creating & Sending a Reusable Template

For a master copy document where a new copy is created for each Sign Request:  

  1. Open a template
  2. Click Edit Template
  3. Create a generic Role for each signer (right panel) - There will already be a Client role that gets automatically created for any template. The Role names are generic placeholders since a template is meant to be a master document that gets re-used. You won't need to enter a signer's specific information until you are ready to send a Sign Request. Use the Role tab on the right side to create roles that you can assign to the fields you add to your document. 
  4. Add fields to your document & assign a Role to each field  - Use the left panel to add fields and then use the selected field's pop-up or right panel to assign them. For more info, see this article
  5. Send your document as a Sign Request. - Once you are done adding and assigning all fields and roles, you're now ready to send.
    1. Click Prepare Sign Request in the right panel while in Edit mode or click Share or Send Dochub_UI_-_Share_or_Send_button.png > Send Sign Request. 
    2. Enter an email address for each signer. 
    3. Click Send Request

The Send dialog will also have several customizable options that you can adjust which are covered in a section below. 

After you send, the new Sign Request copy will be added to your Sent section, and you'll be able to monitor its progress and the status of each signer on its page to Manage and Audit which is covered here and in our article Editing a Sign Request after it's been sent

When you need to send more copies as Sign Requests to other signers, just open the original template from your Templates section and repeat step 5 above.  

Creating & Sending a Single Use Document 

For a regular document type, you can follow the exact same steps as laid out above, but instead of creating generic placeholder Roles to be assigned to specific emails at the time of sending a Sign Request, you assign each field to a specific email address on the actual document.

  1. Open your document
  2. Open the Fields Manager by clicking on the Manage Fields DocHub_UI_-_Manage_Fields_button.png button on the left side of the Tool Bar
  3. Enter each signer's email address on the People tab in the right panel.
  4. Add fields to your document & assign an email address to each field  - Use the left panel to add fields and then use the selected field's pop-up or right panel to assign them. For more info, see this article
  5. Send your document as a Sign Request. - click Prepare Sign Request in the right panel and click Send Request. 

Since a regular document is not meant to be a master version, sending one as a Sign Request will convert the regular document into a Sign Request and remove it from the Documents section and move it to your Sent section where you'll no longer be able to make any changes to the PDF. You can still make a copy of it by opening it and using the File menu DocHub_UI_-_File_menu_button.png > Actions > Make a Copy which you can then also convert it into a template

 

Customizing your Sign Request

In the window before sending, you'll see some optional custom controls for the entire Sign Request and for individual signers that can be adjusted, if needed.

Individual Signer Options

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  • Signer Can Annotate? (disabled by default) - Choose whether a signer can access and use the Tool Bar to add annotations in addition to filling the fields assigned to them. This means they can also whiteout and rewrite something, so it's not recommended for most situations. 
  • Signer Receives Final Copy? (enabled by default) - Choose whether a signer will receive an email with the final PDF attached after all signers have Finalized. 
  • Prefill fields for signer (template only) - Fill in a signer's information such as name, address, and other info into text fields before sending. For more info: Prefill text fields for signers before sending a Sign Request

Sign Request Options

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  • Signing Order - choose between All at once or One at a time (default) by using the switch in the upper right corner. For more info: Sign Requests: Signing Order
  • Edit Document Title - change the file name of the sign request copy.
  • Customize Email Subject & Body - edit the wording of the notification email that is sent to each signer. 
  • Automated Reminders - leaved checked for all signers to receive additional email reminders after the initial notification. 
  • Automatic Expiration - check box for document to expire after no action by the signer.
  • Only allow hand-drawn signatures - check box to disable all other types of signatures besides Draw type. 

Most of these options can be saved to always apply to any Sign Request by adjusting them in your Sign Request Settings at https://dochub.com/settings/sign-requests.

Once a Sign Request is sent, you'll no longer be able to change any of these customization settings, but you will be able to manage signers and the overall Sign Request on its Audit page

Sign Request Permissions

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  • Sign Request Copy Owner (set to template owner by default)- You can select one of your organizations to send it from the organization instead of your individual account by adjusting the Owner drop-down menu. This will put the Sign Request copy in the Sent folder of your organization. 
  • Receives Finalized Copy - control who receives an email notification with the finalized PDF attached. All parties do by default. 
  • Add or Edit Viewers - grant access to this Sign Request copy to people other than your signers. For more info: Sign Requests: Permissions

 

Finalizing a Legally Binding Document 

Once a Sign Request has been Finalized by all signers, it becomes a legally binding document, and you'll receive an email with the finalized PDF attached. The signer(s) will also be CC'd with a copy unless you clicked the switch for them not to receive a final copy in the send window.

Before a signer can begin to fill out your document, they must "agree to use electronic records and signatures" which further backs up the legality of the contract, and DocHub also records all actions taken by all parties with a Sign Request. This detailed Audit log includes a record of all signatures and other modifications, IP addresses, geolocations, email addresses, and more. This enhanced legal audit trail is explained more in our article about View & download an audit trail for your e-signed documents.

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