Two sending options are available in the electronic signature module: Single-Signature Document and Mass-Sending Document. Continue reading to determine which option best fits your needs.
Single-Signature Document
Several people sign the same document. The sending process can be initiated either from an uploaded document or from a template.
From a Document
Signers are selected individually using the search bar.
There is no limit to the number of signers you can add.
For each signer, you must place the required fields in the appropriate locations on the document.
From a Template
Using a template automates the process, as the signature fields have already been defined during the template setup.
Any template can be used in this mode, with a maximum of 10 signers.
Signers are selected individually via the search bar.
If an employee does not have a validated email address (neither professional nor personal), they will not appear in the search bar.
Once signers are selected, each must be assigned a role that corresponds to those configured in the template — one signer per role.
Whether sending from a document or a template:
If the employee has two validated email addresses (personal and corporate), you must select which address the document will be sent to.
If only one address is validated, that address will be used by default.
You can also choose whether the signed document should be automatically added to the signer’s profile once it is completed.
If this option is not selected, the document can still be sent to the signer later.
Mass-Sending Document
This option allows you to send a single document to multiple recipients. Each signer receives their own copy to sign (independent signatures).
Conditions:
Sending is only possible from a template.
The template must contain only one signer role; only such templates will appear in the search bar.
The employee must have at least one validated email address (personal or corporate) to appear in the search.
Selecting Recipients
Different options are available. You can search for an individual, a group (operation site, department, or job title), or even the entire organization (by company name).
You can select multiple individuals and groups at the same time. If a group is selected, all its members will receive the document for signing. It is not possible to manually remove members from a selected group.
If someone in a group does not have a validated email address, a warning message will appear, and that signer will simply not receive the document:
“Some employees in this group do not have a validated email address. They will not receive the document.”
👉 If an individual is selected both individually and as part of a group, they will receive only one signature request.
For this type of sending, the Add to Profile option cannot be selected, as the signed document is automatically deposited in the employee’s profile under the Documents section.
Since all fields were defined during the template setup, no manual field placement is required.
Document Tracking
After sending, you can track the status of each document and view the following information:
Document type: Single or Mass
Status: Sent, In progress, Signed, Declined, Canceled, or Error
Tracking: Number of signatures obtained so far
By clicking on the ellipsis next to a document, different options are available depending on its status (e.g., Download, Delete, Send again, etc.).
By clicking on the number of signatures (in the Tracking column), you can access the detailed list of signees to see who has signed, who has not, and the date of each signature, if applicable.