SignNow: Uploading and Preparing a Document

• Upload a Document
• Prepare a Document
  • Add Fields
  • Add Multiple Recipients
  • Edit Recipients
• Bulk Invite
• Create A Template

Upload a Document

1. Open SignNow and select + Create > Document > Upload to upload a document.
   
2. Your Downloads folder opens.  Select the appropriate file, then click Open in the bottom right of the screen.
   
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.  This window will stop displaying if you select the "Don’t show this again" hyperlink.
   
   It is best practice to select Create Template, if you expect to send this document to many people.  If you send this document only once, select Keep as Document.  If you select Keep as Document, these are the next steps.
   1. Then, the Add recipients page opens.
      
   2. 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.
   3. Click Save and Continue.
5. If you select Create Template, the document is closed and saved in the Templates folder.
    

Note: The page displayed in step one is only seen the first time you login to SignNow and have no documents uploaded. After documents are added to SignNow, the page appears as seen here, in step four.

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.

Select the three ellipses from the document listing page then select Rename.

Add Fields

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

1. Select Prepare and Send.
2. The Add Recipients (Add recipient roles for templates) box appears.   You can type the Email address or drag and drop a recipient from the RECENT RECIPIENTS list. You can skip this step and add recipients during the Review & Send process.
   • For Documents
     
   • For Templates
     
     Note:  SignNow does not provide functionality for a proxy to sign a document.  Once a recipient has signed a document, you cannot change the signers.  If you need to make a change, you must resend the document for signature.
3. Add the recipient or recipient roles.  Click Save when completed.
4. The Fields Found window is displayed if the document 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.
5. 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.
6. 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.

7. 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, the document will be sent out for signature.
   3. If you have not added fields to the document, 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.

Add Multiple Recipients

Note: SignNow does not provide functionality for a proxy to sign a document.  Once a recipient signs a document, you cannot change the signers.  If you need to make a change, you must resend the document for signature.

1. Click the document to open it.
2. Drag and drop a Signature Field onto the document.
3. Click inside the Signature Field box.
4. The Signature column will open to the right of the document.
   
5. To add additional signers, Click on the Role dropdown.
6. Select Add Recipient.
7. Click OK.
8. Repeat for each additional recipient.
   Note: Each Signature Field will be a different color for easy differentiation.
9. To add a Date/Time Field for each recipient, drag and drop the Date/Time Field onto the document.
10. Click inside the Date/Time Field. The Date/Time column will open to the right of the document.
11. Click the Role dropdown and select the role that corresponds to each recipient.
12. Repeat Role selection for each additional recipient. 
    
13. Once all desired fields are added, click Save and Close to return to your document list or Continue to send an Invite.
    

Edit Signer(s)

1. To change the Role Name or Signer Name, click Edit Recipients in the Add Fields for Recipients section to the left of the document.
   
2. The Edit Recipients window opens.
   
3. Click the recipient or role name to edit.
4. Click the trash can icon to delete a recipient.
5. Enter the Email address(es) for anyone who needs to be copied on the invitation.
6. When finished editing, click Save Changes.

Note: Additional Fields can be added to documents. These fields can be defined with the options on the right side of the page. The options are:

Bulk Invite

Create a Template

Upload a Document to a Template

In addition to creating a template, you can upload your document directly to a template which also allows you to save your signature setup and resend the document repeatedly without having to recreate it each time.

1. Select + Create, Template, Upload to create a new template.
   
2. Select the appropriate document from your folder structure and click Open.  The new template opens.
3. Select recipient roles, add fields to be completed by the signer, then select Save and Close to close the template, or Save and Use to send it out for signature.
   

Creating a Template from a Document

Creating a Template allows you to save your signature setup and resend the document repeatedly without having to recreate it each time. There are several Make Template options as seen in step #2.

1. Locate the document to be used as a template.
2. For a new document with no fields yet added, click Make Template.
   
3. For an existing document with fields set up, select the More dropdown, then click Make Template.
   
4. The Create Template opens. Enter the Template Name. 
   Notes:
   • Keep in mind the template name will serve as the subject line in the email request.
   • A template can only be renamed before it has invitations.
     
5. Click Create Template.
6. The document is now found in the Templates folder.
   

Note: If changes are needed to the template you can create a copy and make changes. (e.g., change the number of signers).