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How to Sign a Document

How to Sign a Document


  • If you've received a request to sign a document, the following steps in this article can help you review and sign the document.

    1. Click on the button in the received email
      A new page will open and you will be able to review the document.

    2. Read the document and decide your next action

    • Click 'Options' to cancel, decline, download, forward to a different signer, view an optionally added attachment or to add attachments yourself.
    • Sign the document, follow step 3.
    1. You can sign by adding the necessary input
      The sender of the document has 2 options before sending it:
    • Only allow you to add input in predefined fields. (Highly recommended particularly in scenarios prone to data entry errors)
    • Allow you to add input wherever you want in the document.

    3.1 Add input in predefined fields

    An arrow will direct you to where you need to add input (text, date, checkbox and signature).

    Click in the input field that the arrow points to. A pop-up will open and you will be able to add a signature, date, text or checkbox.

    To add a signature you normally have 4 options:

    • A previously used and saved signature.
    • Draw a signature with your mouse(pad) or finger on a touchscreen phone or tablet. Using your phone or tablet usually creates the nicest signature. You don't need to download an app on your phone / tablet. You can simply use the mobile web browser.
    • Type a signature.
    • Upload a signature picture. This works best with a transparent image and allows you to add a 'real' signature which can be stored in your account.

    If you're not satisfied with the result you can try again by pressing 'Clear' in the upper right corner.

    3.2 No input fields, add input wherever you want in the document (disregard if input fields and the arrow are visible)

    This is the default option when the sender has not defined input fields for you.We recommend that the sender create input fields, as it makes the signing process much easier, especially for first time users.

    Without input fields defined:

    • Click in the document.
    • Click on one of the icons to add text, a date, checkbox or signature.
    • Click on the added input to resize the input if needed.
    • Click on the added input to drag and drop the input to where it should be added.

    You can add as many fields as you want, but at least one signature is mandatory to be able to finalize.

    1. Finalize & confirm
      After all necessary data has been added you can click on the 'Finalize' button.
      The very last step is to confirm that you want to sign the document. After this step the document has been signed and cannot be changed anymore.

    2. Additional options (Optional)
      After clicking on "Options" the following screen with more options will be visible:

    5.1 Cancel
    To cancel the process you can close the window or click on 'Cancel'. You will have the option to sign it later using the same link in your email.

    5.2 Decline
    Click 'Decline' to decline signing of the document. You will have the option to add a reason for declining, but will not have the option to sign the existing signature request in the future. If you decide you would like to sign it after first declining, your contact will need to send a new signature request with Core Signature.

    5.3 Forward to another signer
    If you received a signature request but are not the designated signer you can forward the signature request to another signer. For more information about forwarding have a look here.

    5.4 Add an attachment
    If requested by the sender you can add an attachment (e.g. a supporting document) before finalizing the signing process.

    5.5 Download the document
    Before signing you can also choose to download the document to your computer and print it or review it in another program like a PDF viewer. Note that this is not necessary as you will receive a copy of the signed document by email after all parties have signed the document.

    1. After signing you'll receive a signed copy by email
      You will automatically receive a copy of the signed document and the signing log as links by email. This email will only be sent after all designated signers have signed the document. So if you have signed but haven't received a copy yet then there still is another signer that needs to sign.

    2. Legality of electronic signatures
      Many countries have adopted regulations that make electronic signatures a legal alternative to signing documents on paper or for example the process of printing, signing and scanning the document.

    Due to the added structure provided by Core Signature and the signing log, which provides an immutable log of each action taken on the document sent for signature, the contract cannot be changed during the entire process and the signed contracts are automatically stored and secured through the integration with Core Share. As all content ultimately resides in Core Share, the process of electronic signing is often a more secure alternative to many conventional practices.

    More information to follow on the legality and compliance-related requirements of electronic signatures.

  • Jay WeirJay Weir Sr. Technical Program Manager EM mod

    For a walkthrough on how to sign a document you receive for electronic signature - check out Part 2 of the OpenText Core Signature Basics playlist on YouTube -

    Jay Weir
    Sr. Communications Specialist

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