Signing a Document

For people who were asked to sign

Someone sent you a document to sign with Signiphi. You don't need an account, and there is nothing to install. Everything happens in your web browser, on a computer, tablet or phone.

Opening the document

From an email

You'll get an email titled “[Sender] sent you a document to sign”. It shows the document name, any message from the sender, the expiry date (if there is one) and, when several people are signing, your place in the order, for example “You are signer 2 of 3”.

Click View & Sign Document in the email (or copy the link into your browser).
The document opens on the signing page, no login needed.

Keep your link private

The link in your email is your personal access to the document. Don't forward it to anyone else.

From a shared signing link

Some senders publish one link that anyone can use (for example, on a website or in a group message).

Open the link.
Enter your Full Name and Email Address. If you're already signed in to Signiphi, these are filled in from your account.
Click Continue to Sign. A personal copy of the document is created for you.

The signing page

The document: shown on the left (on top on phones). Use the arrows to change pages and the + / − buttons to zoom.
PDF View / Form View: switch between filling fields directly on the document, or as a simple list of form fields. Both fill the same fields; use whichever is easier.
Sign Document panel: on the right (below the document on phones). This is where you add your signature and initials and where you submit.
Signing Progress: when more than one person is involved, shows who has signed, whose turn it is (Your Turn) and who will receive a copy.
Private message: if the sender left a note only for you, it appears above the document.

Fields are colour-coded: amber fields are for marks you make by hand (signature, initials) and bluefields are for typed values (text, dates, dropdowns). You only see the fields meant for you. Other signers' fields are hidden.

Filling in each field

Field	How to fill it
Signature	Click the field. Choose Draw (mouse or finger), Type (type your name and pick a style), or Upload (a PNG or JPEG image, up to 5 MB), then save. Your signature is applied to every signature field in the document.
Initials	Click the field and type your initials (usually 2–3 letters), or type them in the Your Initials box in the side panel. They're applied to every initials field.
Date	Click the field to open a calendar, or type the date. Today fills in today's date.
Date signed	Nothing to do. It's locked and filled in automatically with the date you submit.
Text	Click and type. Some text fields expect an email address or phone number and will tell you if the format looks wrong.
Checkbox / Radio	Click to tick a box, or pick one option in a radio group.
Dropdown	Click and choose an option from the list.

Tip

You only need to sign once. After your first signature (or initials), clicking any other signature field places the same mark instantly, and any you haven't clicked are filled in when you submit.

Want to change your signature?

Once you've saved a signature it is reused for the whole document. To start over with a different one, reload the page. Note that this clears what you've entered so far.

Required fields

Required fields are marked with a red *. You always need to add a signature, and initials too if the document has initials fields for you.

The fastest way to finish is the Required Field button in the toolbar above the document: it takes you to the next required field (even on another page), highlights it, and opens it for you. The counter (for example 2 / 5) shows where you are.

The Submit Document button shows Ready to submit once everything needed is in place. If something is still missing when you submit, a list of the fields to fix appears.

Acknowledgements & attachments

Acknowledgements

Some fields ask you to confirm statements first (for example, that you've read a section). When you click such a field, a list of statements appears. Tick each one and click Acknowledge All. You can also review them in the Acknowledgementsblock of the side panel. You can't submit until all are acknowledged.

Attachments

If the sender asked for supporting files, you'll see Attachments (Required) in the side panel. Drag files in, paste them, or browse (tap to browse on phones). You can add PDFs, Word documents and images, up to 10 files, 25 MB each and 50 MB in total. At least one file is needed.

Using your saved details

If you have a Signiphi account, you can save your signature, initials and common details (name, email, phone, company, job title, address) in a Signing profile and reuse them on every document.

Signed in with the email the document was sent to: matching fields are filled in for you and marked with a small person badge. Check them before signing; you can change any of them. Click Continue without my saved details to turn this off for the document.
Not signed in: click Sign in in the bar above the document to use your saved details.
Signed in with a different email: saved details aren't used; click Switch account if needed.
When you open the signature box, you'll be offered Use my saved signature to place it on all signature fields at once.

After signing, if you entered something your profile doesn't have yet, Signiphi asks “Signed. Save these for next time?” Tick what you want to keep and click Save to my profile, or Not now.

Submitting & your copy

Check the document and your entries.
Click Submit Document.
You'll see Document Signed Successfully! along with the document name and the date you signed.

Situation	How you get the signed copy
You are the only signer, or the last one	Download it straight away with Download signed PDF, and you'll also get it by email.
Others still need to sign after you	You'll get a “You signed” confirmation email now, and the final copy by email once everyone has signed.

Important

The download link in the completion email expires after 7 days, so save the PDF somewhere safe.

When several people sign

When a document has more than one signer, people sign one after another in the order the sender set. If you open your link before it's your turn, you'll see Waiting for Previous Signerswith the names of the people ahead of you. You'll get an email as soon as it's your turn. Just use the same link.

Asking the sender for changes

If something in the document needs to change before you sign, you can mark it up and send it back instead of signing.

Open the Annotations tab next to Sign Document.
Pick a tool (Highlight, Text, Draw, Free Highlight or Image: and mark up the document. Add comments to explain what you need.
Click Submit for Review.

The sender is notified. While they review, your link shows Document under review. When they reply or send an updated version, you'll get an email (“Reply received, continue signing” or “Updated and ready to sign”), and your original link opens the latest version.

Don't want to sign at all?

Contact the sender directly and let them know.

Approvers, viewers & CC

Your role	What you do
Approver	Your email says “to approve”. Review the document and click Approve to pass it on to the next person, or Decline (with an optional reason) to stop it. The sender is notified either way.
Viewer	You get a read-only copy (View Only) and can follow the signing status. Once everyone has signed, you can download the final copy.
CC	You aren't asked to do anything. You'll receive the signed copy by email when the document is completed.

Messages you might see

Message	What it means	What to do
Waiting for Previous Signers	Someone before you still needs to sign.	Wait for the email telling you it’s your turn.
Almost ready	The sender is making last-minute changes.	Keep the page open (it checks again automatically) or click Check now.
Document under review	You (or another signer) sent annotations back to the sender.	Wait for the sender’s reply email.
This signing link is no longer active because the sender updated the document	A newer version was sent.	Use the link in the most recent email from the sender.
This signing link has expired	The sender set a deadline that has passed.	Ask the sender for a new link.
This document was declined by another recipient	An approver stopped the document.	Contact the sender.
This document is no longer available	The sender deleted it.	Contact the sender.
Link Unavailable	A shared signing link was switched off or removed.	Contact whoever gave you the link.

Opening a link for a document you've already signed takes you straight to the confirmation page. For anything else, try refreshing the page; if the problem continues, contact the sender.