When you want to send a signature invitation, you must first have the document to be signed in PDF format. Then you can proceed to the new document section and start creating the invitation.
Do you want to know what all the settings mean? Below is the signature process explained with each setting.
1. Start creating a signature invitation by selecting new document in the menu.
2. Name the document. This name will be shown in the email header of the signature invitation, during the signature process, and in the Visma Sign documents after it has been signed.
3. Select the folder where the document will be saved in the documents.
4. Download 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 attachments 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 in the signing process.
6. Optionally, select the require reading document button. If this is enabled on the invitation, it means that the invitee must "check" the box "I have read the document" before they can sign the document.
7. Also select the send signed documents by email option if you want the signed document to be sent by email to the signers.
8. If you want to create a separate document from several files at once, select the send documents to sign separately button. With this option, you can send multiple PDF files as separate invitations to signers - they can, however, be signed through a single invitation link. Please note that in this case, each invitation will have the same signers and settings, and the signature of each document will be charged separately.
9. Next, add the signers. Note: If you are also signing the agreement yourself, remember to add yourself to the list. You cannot add new signers to the invitation after sending, so make sure no signers are missing.
You can add a maximum of 50 signers to the invitation.
If necessary, you can also customize individual invitation settings (such as the invitation language or authentication method) for each signer through the Customize button found for each signer.
10. Select a representative role for each signer. The role can be a company or a private person. You can read more from the article What role should I assign to the signer, and how does it affect things?
11. Choose how the invitation will be sent to the recipient. You can choose to send it by email, text message, or both.
- Email: The recipient receives the invitation via a link in the email.
- Text message: The recipient receives the invitation via a link in the text message.
- Email + text message: The recipient can sign the invitation via a link in either the email or the text message.
Note that as a private individual, you can only send the invitation by email.
12. If the document contains sensitive information, you can use a secure invitation. In this case, select "Email + SMS" and also activate the "Secure invitation" checkbox. In a secure invitation, the link is sent by email, and the password is delivered by text message. This ensures the secure signing of the document.
13. Optionally, add a cover message that will be shown in the invitation email.
14. Select the language and validity period.
15. By default, once all signers have signed the document, a notification will be sent to each signer. If you want to prevent this message from being sent, you can uncheck the option notify signers when all invitees have signed. (This option appears as a megaphone symbol next to the signer)
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.
16. Optionally, enable the option a separate document for each signer. In this case, all signatures will be on separate documents. This feature can be used, for example, when sending mass invitations to create multiple similar invitations at once.
17. If you send an invitation from a company account, the default setting is Invite with organization name only. This means that the sender's name is hidden, and only the company's name is shown as the inviting party. If you want to show the name of the invitation creator as well, you can uncheck this option.
18. With the Include SSN in signature option, the signer's personal identification number is stored on the signature page after the person's name. By default, the personal identification number is not requested at all.
19. Select save document and send invitations.
This article has been translated using an AI-based translation tool.
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