Send documents such as consent forms, declarations, NDAs, authority letters, and policy acknowledgements for signature directly from a client’s file. You do not need to create a proposal first.
Each signatory receives their own secure signing link. Once everyone has signed, the completed document is saved in the client’s file and each signatory receives a copy.
This feature is only available on the Pro and Pro+ plans.
Before you begin
You will need:
A PDF copy of the document
A document template with signature fields
A contact record for each person who needs to sign
Your PDF must:
Be no larger than 50 MB
Contain no more than 1,000 pages
Not be password protected or encrypted
Note: Keep your document within these limits before uploading it. The 50 MB, 1,000-page, and encryption checks may occur only when Ignition generates the completed PDF, after signing. Check these limits before uploading and sending the document.
Create a document template
Before sending a document, create a reusable template and add the fields your client needs to complete.
Navigate to Templates → Documents.
Click New document.
Upload your PDF.
Drag the required signature, initials, and date fields onto the document.
If another person needs to sign, click Add signatory and add their fields.
Click Save.
The number of signatories in the template determines how many contacts you must select when sending it. For example, a template containing fields for two signatories must be sent to exactly two contacts.
Send a document for signature
You can start a signature request from the client’s file.
Navigate to Clients and select the relevant client.
Open the New menu and select Document signature.
You may also be able to click Send document from the client’s Files card.
Select the document template you want to send.
Select a contact for each signatory role in the template.
Enter a subject; the message is optional.
Review the signatories—the number of selected contacts must exactly match the number required by the template.
When ready, select Send.
The order shown for the selected contacts determines which signatory fields belong to each person. Signatures can be completed in any order. If a signatory has both signature and initials fields, they must complete both.
Your client’s experience
Each signatory receives an email containing their own secure link. The link opens the document signing page, which displays your business branding.
Your client can:
Review the document
Add their signature
Add their initials where required
Confirm the signing date
A signing link remains valid for seven days. If the link expires, you will need to create a new signature request.
A signatory’s link only provides access to the document assigned to them. It does not provide access to other clients, proposals, signatories, or areas of the client portal.
Once everyone has signed, each signatory receives a copy of the completed document.
The user who sent the signature request also receives a completion email, and the signed PDF is saved in Ignition under your in the client’s Files card, in the Documents tab.
View a signature request in Ignition
To view sent files, navigate to the Clients tab → select the client → at the bottom of the Summary page under Files → Documents.
For documents with multiple signatories, the request shows the signing progress until everyone has completed it. The final PDF is generated after the last person signs.
Signed-document usage
Each completed document counts toward your account’s signed-document allowance. Ignition sends usage notifications when your account reaches 95% and 100% of its allowance. The allowance follows a rolling 12-month period based on your subscription start date.
Limitations
Document signature requests currently support:
PDF documents
One or more client signatories
Signature, initials, and date fields
Secure signing links
Completed-document storage in the client’s file
Not currently support:
Password-protected or encrypted PDFs
Word documents or image files
Typing custom text directly into the PDF
Automatically populating client details into the PDF
Signing on behalf of a client
FAQs
Can I send a document without creating a proposal?
Yes. Start the signature request directly from the client’s file.
Can more than one person sign the same document?
Yes. Add a signatory position and the relevant fields for each person when creating the document template. Select the same number of contacts when sending it.
Do signatories need to sign in a particular order?
No. The order in which you select contacts assigns their fields, but signatories can complete the document in any order.
Can I sign on behalf of my client?
No. Signing on behalf of a client is not available for document signature requests.
Can clients type information into the document?
Not currently. Clients can add signatures, initials, and dates. Custom text and automatically populated client details are not yet available.
Where can I find the completed document?
The completed PDF is saved in the Files card on the relevant client’s file. Each signatory also receives a copy.
Can I attach documents to a proposal instead?