Signiphi
Signiphi

Creating Documents

Set up who signs and what they sign

Sending a document takes two steps: Setup Your Document (name, message and recipients) and Prepare Your Document (upload the file and place fields). This page covers setup and uploading; placing fields is covered in Preparing Documents.

Overview

  1. Go to Documents and click Send Document.
  2. Fill in the Document Setup, add your signers, and choose any optional settings.
  3. Click next to move to Prepare Your Document.
  4. Upload and arrange your pages, place fields, preview, and click Submit Document to send.

Note

You can go back with Edit Setup at the top of the prepare step at any time before sending.

Document setup

  • Document Name: what signers will see, e.g. “Employment Contract”.
  • Message to Recipients: appears in the email and on the signing page. If you leave it blank, signers see “Please review and sign ‘[name]’”.
  • Source: Build from Scratch to upload a new PDF, or Use Template to start from one of your templates(the list shows each template's type and number of fields).
  • In a team workspace, Share with [team] decides whether teammates can see this document.

Primary signers

Primary signers are the main people you need signatures from. Each primary signer receives their own, separate copy of the document. Adding five primary signers creates five documents (the list tells you “N documents will be created”). This is ideal for sending the same agreement to many people.

Adding signers

  • Type an email (suggestions appear from people you've sent to before) and a name, then click Add Signer.
  • Paste several emails at once, separated by semicolons (;).
  • Click Import from CSV to upload a CSV or TXT file (up to 10 MB) with email and name columns (or first name / last name). Download the Template file for the right format.

Managing the list

  • Search the list, double-click a signer to edit them, or select several and click Delete Selected.
  • Use Undo / Redo to reverse changes, and Export to CSV to save the list.
  • Shortcuts: Ctrl/⌘ + K search, Ctrl/⌘ + A select all, Del delete, Ctrl/⌘ + Z undo.

Limits

Each email can appear only once. You'll see a warning above 100 signers, and the maximum is 500 per send.

Secondary recipients

Turn on Secondary Signers to add people who take part aftereach primary signer. Everyone signs one at a time, in order: Primary → Secondary #1 → Secondary #2 … Each primary signer's copy goes through the same secondary recipients.

RoleWhat they do
SignerSigns after the primary signer, with their own fields.
ApproverApproves or declines; places no fields. Choose Before signing (they must approve before the primary signer receives it) or After signing (they sign off after the primary signer, in list order). If an approver declines, the document stops and you're notified with their reason.
ViewerRead-only access to view the document and track progress.
CCGets a copy of the completed document only.

The add button changes to match the selected role (Add Secondary Signer, Add Approver, Add Viewer, Add CC Recipient). The same CSV, search and undo tools are available.

Private messages

Under Private Messages, click Add next to any recipient to leave a note only they will see (up to 1,000 characters). It appears in their email and at the top of their signing page. Not available for CC recipients.

Attachment policy

Choose whether signers must upload supporting files (for example, a copy of an ID or a certificate):

  • No attachments: the default.
  • Primary signers only: only primary signers are asked for files; secondary signers aren't.
  • All signers: every signer is asked.

When attachments are on, signers must upload at least one file (PDF, Word or image; up to 10 files). You can see them later with View Attachments on the Documents page.

Uploading & arranging pages

The first step of preparing is Arrange Pages, where you build the final document.

  1. Click Add Files (or Choose Files) and select one or more PDFs or images (PNG, JPEG, WebP). Images become PDF pages.
  2. Upload several files to combine them into one document.
  3. Drag pages to reorder them, even between files.
  4. Select pages with Ctrl/⌘-click, Shift-click or Select All, then Delete Selected or Move to file. Use the file menu to Rename File or Remove File.

File limits

Each file can be up to 10 MB, and a document can have up to 500 pages.

PDFs protected with an opening password can't be used. Remove the password and upload again. PDFs with only editing restrictions are handled automatically.

Pages can't be rotated in Signiphi; rotate them in your PDF tool before uploading.

External documents

If your organisation connects another system to Signiphi, documents it uploads appear under External. These are personal (not filtered by team) and wait there until you send them.

  • Staged - No Signers: add signers while preparing.
  • Staged - Ready: signers are set; it's ready to prepare and send.

Click Prepare to add fields and send it like any other document, or Send nowto send it as-is (you'll be warned it hasn't been prepared). You can also Download, Delete or Move to Team....