Before sending a signature invitation, ensure that the document you want to have signed is saved in PDF format. If the document is not yet in this format, you will need to convert it first. Once the PDF is ready, go to the "+ New Document" section and start creating the invitation.
The invitation creation process is described step by step below:
1. Start creating a signature invitation by selecting "+ New document".
2. Name the document. This name will be shown in the email header of the invitation, during the signature process, and in the archive.
3. Select the folder where the document will be saved.
4. Upload the PDF file to be signed.
The total size of the PDF files can be up to 15 megabytes, and you can add a maximum of 10 files per invitation. The total number of pages in the files can be up to 350 pages.
5. Optionally, add a link with an address. If you add a link, the signer will be directed to that page during the signing phase and must accept the link to proceed with the signing process.
6. You may also enable the "Require the signee to read the document" feature. When this option is activated, the signer must check a box stating "I have read the document" before they can proceed to sign.
7. Also select the toggle for "Email documents after signing" if you want the signed document to be emailed to the signers.
8. If you want to create separate documents from several files at once, enable the "Send documents to sign separately" toggle. This option allows you to send multiple PDF files as separate invitations to signers, while still enabling them to be signed through a single invitation link. Please note that each invitation will have the same signers and settings, but the signatures for each document will be charged separately.
9. Next, add the signers and their contact information. To send the invitation, you need the signer's email address, phone number, or both – this depends on the selected sending method, which is defined in the Invitation settings section. The invitation to sign will be sent to the email address or phone number you have added to the signer's information at this stage. Please note that after sending the invitation, you cannot add new signers. Make sure to carefully check before sending that all necessary signers have been added.
If you are also signing the agreement yourself, remember to add yourself to the list.
You can add a maximum of 50 signers to the invitation.
You can set the signers to represent either a company or themselves. If necessary, you can also edit individual invitation settings (such as the invitation language or authentication method) for each signer through the Additional settings button found next to each signer.
10. Select how the invitation will be sent to the recipient: email, text message, or both. When used as a private individual, you can only send the invitation by email.
11. If the document contains sensitive information, you can use a secure invitation. In that case, select Email +SMS and enable the secure invitation. In a secure invitation, the link is sent by email, and the password by text message.
12. Optionally, add an email message that will be visible in the invitation email.
13. Select the language and validity period.
14. By default, once all signers have signed the document, a notification will be sent to each signer. You can prevent the message from being sent to the signees by unchecking the option "Notify invitees when everyone has signed." You can also choose this option individually for each signee by clicking the megaphone symbol next to the signer in the Signers section.
Please note that in this case, a copy of the signed document will not be sent as an email attachment to the signer, and you will need to ensure its delivery by other means if necessary.
15. If desired, enable the option "A separate document for each signer". In this case, all signatures will be placed on separate documents. This feature can be useful, for example, when sending mass invitations to create multiple similar invitations at once.
16. When an invitation is sent from a company account, the sender's name is hidden, and only the company's name appears as the inviting party.
17. With the "Include SSN to signature" option, you can ask the signer to enter their personal identification number during the signing phase. This provided personal identification number is stored on the signature page after the person's name. By default, the personal identification number is not asked at all.
18. Select Save document and send invitations.
Please note! In Visma Sign, you cannot send a document that does not require a signature.
This article has been translated using an AI-based translation tool.
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