SignNow: Uploading and Preparing a Document

Upload a Document

1. Open SignNow and select + Create > Document > Upload to upload a document.
   
2. Your Downloads folder opens by default.  Browse and select the appropriate file you wish to upload, then click Open at the bottom right.
   
3. At the bottom center of the screen, you will see your document uploading.  It will show "Uploaded" once the upload is complete.
   
4. After the document is uploaded, the Create Template window below opens.
   
   It is best practice to select Create Template, if you expect to send this document to many people.  If you select Create Template, the document is closed and saved in the Templates folder.
   
   If you send this document only once, select Keep as Document.  If you select Keep as Document, the following pop-up appears:
   
   Enter a recipient if it is known at this time.  If not, click the Save and Continue button.  You can enter the recipients during the Review & Send process.

Prepare a Document

When sending a document or template for signature, the document Name will appear in the email subject line.  Update the document name if the current name is not meaningful.  We want to avoid a signature request from appearing to be Spam. 

Note:  A document can only be renamed before it has invitations.

At the top-left, you will see the document name, where you can edit it as necessary and click either the check mark or anywhere to save it.

Add Fields

To prepare the document for signing, fields must be added.

1. A Fields Found window displays at the top right of the screen if the document that you uploaded is a fillable form.
   
   1. You can select Add Fields and the identified fields in the form will automatically be added.  
   2. Select Skip to add the fields manually.
2. To manually add fields, drag and drop the desired fields, such as Signature Field, Signature Reason Field (for FDA-regulated documents), and/or Date/Time Field, onto the document from the left navigation column.
   • The user may require the signer to complete the "Signature Reason" field (if this is not well documented in the context of the signed FDA-regulated document).
   • Fields can be saved as your personal CUSTOM fields for easy reuse. Once saved, the custom fields are located after the PERSONAL DATA fields and can be used by selecting them.
     
     
     Note: All fields default to Required when added to a document. If a certain field is not required, click on that field in the document to open a new column on the right side of the document and un-check the Required box.
3. When adding a Text Field, a new column will open to the right side of the document. Enter the field name to display in the Label text box.
   ​Note: Best Practice for preparing a document would be to include a Printed Name field with or under a signature line.
   
   Note: When adding fields to a document, use the same Label on fields that will require the same input. For example, if there are several places on your form or document that require the recipient’s company name, label each text field Company Name. After the recipient completes the first Company Name field, their response will be auto-filled into the remaining Company Name fields as they click them in the document.

4. When fields are added, click Save and Close or Continue.

   1. If you click Save and Close, the document is closed.
   2. If you click Continue, you will be prompted to enter the Send Invite information.
   3. If you click Continue and you did not add any fields, this window will be displayed:
      
   4. Select Place Fields to add the fields.
   5. Select Send Without Fields as Freeform Invite if you want to send out the document without adding fields.  This is NOT recommended.

Decide How to Send Your Document

Once a document has been uploaded and prepared, decide how the document will be sent out to recipients or made available for signing.

• If you have a single recipient, please follow Single Recipient.  These steps assign the recipient and customize the contents of the email to be sent to the recipient.
• If you need a self-service signing process rather than sending a direct request to specific email addresses, please follow Create Invite Link (used when document completion is uncertain).
  1. This can be used either with a mass email invitation or as a link on a website.
  2. We recommend this option as it is the most cost-effective solution when you are not sure who may choose to complete the document. 
• If you have specific multiple recipients for a single document, SignNow has two ways to manage this. (used when document completion is required)
  1. If you need to send a single document to more than one recipient and/or you need to specify the order of the signatures to be obtained, please follow Multiple Recipients.
  2. If you need to send the same document to many individual recipients, please follow Bulk Invites.