SignNow: Inviting Recipients

Table of Contents

NoteWhen using Teams, it is a best practice to immediately share a document once it has been sent for signature.  This allows your team to follow the progress of a document especially if a team member is out of the office.  You do this by moving the individual document to the Team Shared Documents area as detailed below.
  1. Select the document sent for signature.
  2. Click More then Move.
  3. Select team to move to under Shared documents.

Single Recipient

The following steps are taken if signature fields are already added to the document as detailed in Uploading and Preparing a Document. See the next section if fields have not yet been added to the document.

  1. Locate your document or template. 
  2. Click Invite to Sign.
    Invite to sign screenshot
  3. The Send Invite for <your document name> opens. Enter the E-mail address for the recipient and anyone needing to be CC'd.
    screenshot of the send invite screen
  4. Click the Customize Message button.
  5. Update the Invite Email Subject and Invite Email Message boxes as desired. Note: If you choose not to customize the Subject and Message, SignNow will send the invitation with the subject and message seen below.
    screenshot showing the subject and message text entry boxes
  6. Click Send Invite.

NOTE:  If you choose not to customize the recipient email, the subject line will read: <your unique name>@umich.edu Needs Your Signature. The Message will read: <your unique name>@umich.edu invited you to sign <document name>. 

 

Single Recipient – Fields Not Yet Added

The following steps are taken if signature fields have not been added to the document.

  1. Select Prepare and Send.
  2. The Add Recipients box displays. You can type the Name and Email address or drag and drop a recipient from the Recent Recipients list on the right. You can skip this step and add recipients during the Review & Send process. 
  3. After adding recipients or to skip that step, click Add Fields
  4. In the left navigation column, drag and drop the desired fields such as Signature Field or Date/Time Field onto the document.
    sample document with fields added
    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 uncheck the Required box.
  5. Click Save and Invite.
  6. Return to step 4 in the Single Recipient instructions above to complete process.
     

Multiple Recipients

When a Role is created for a signature it is displayed on the Invite to Sign window. In this example the Role Names are Signer 1, Signer 2, and Signer 3. These roles were created during the Uploading and Preparing a Document steps. 

  1. Locate and open the document.
  2. Click the Edit Recipients button found in the left navigation column of the document.
    screenshot showing edit recipients button
  3. The Edit Recipients window opens. You can manually enter names & email addresses or drag and drop them from the Recent Recipients list. 
  4. Click Save Changes.
    screenshot showing the edit recipients window
  5. Save and Close the document. 
  6. Click Invite to Sign.
    invite to sign screenshot
  7. The Send Invite for <document name> window opens.
    screenshot of the send invite window
  8. Follow steps 4-7 in the Single Recipient section to continue sending invitations to sign. 

NOTE: You can choose how Recipients Receive Documents. The toggle button is above the Recipient list. 
   - Select At the Same Time to have the document sent to all recipients at once.
   - Select In Order for the document to go to one recipient at a time.  The request for signature email will go to Signer 1, once signed an email will go to Signer 2 and so on.

Authentication and Recipient Settings

  1. Locate your document or template.
  2. Click Invite to Sign.
  3. The Send Invite for <your document name> opens.
    screenshot of send invite window
  4. Select the Settings button next to Customize Message
    screenshot of the authentication and settings window
  5. The Authentication and Settings windows opens. 
  6. Here you can:
    • Select an Authentication Type. 
    • Allow the Recipient to forward the document
    • Set an expiration date on the document
    • Set a Reminder for the Recipient
    • Show when signatures are declined
    • Set a password - there are three options, see below for details.
      • If setting a Password - you will need to notify the recipient of the password via Text Message or Phone - do not send passwords via email.

Setting and Sending a Password

screenshot showing the authentication options

Option 1​​​ - Create Your Own Password

  1. To create your own password, click the down arrow in the Authentication Type box.
  2. Select Password.
  3. Enter the desired password.
    screenshot showing password screen
  4. Click Send Invite.
    Note: If setting a Password - you will need to notify the recipient of the password via Text Message or Phone - do not send passwords via email.
  5. The recipient will receive an email and after they click Open Document, they will be prompted to enter the Document Password.
    enter document password window

Option 2 - Send Password via Text Message

  1. To send a password via text message, click the down arrow in the Authentication Type box.
  2. Select Text Message (SMS).
  3. Enter the recipient's phone number.
    screenshot showing text message options
  4. Click Send Invite.
  5. The recipient will receive an email and after they click Open Document, they will be prompted to request a Password.
    send password via text or phone call window
  6. The recipient will receive a text message with a password from SignNow to enter, which will open the document.
    enter document password

Option 3 - Send Password via Phone Call​​

  1. To send a password via phone call, click the down arrow in the Authentication Type box.
  2. Select Phone Call.
  3. Enter the recipient's phone number.
    screenshot showing phone number field
  4. Click Send Invite.
  5. The recipient will receive an email and after they click Open Document, they will be asked to request a Password.
  6. The recipient will receive a phone call with a password from SignNow to enter, which will open the document.

Bulk Invite

Bulk Invites can be made from a template.

  • Multiple email addresses can be entered manually or uploaded via a .csv file.
  • The bulk invite can also include a recipient in Signing Step 2 or 3, as needed. See the TIP at the end of this section.
  1. Locate the template.
  2. Click the More dropdown arrow.
  3. Select Bulk Invite.
    bulk invite screenshot
  4. The Bulk Invite window opens.
    Screenshot of the Bulk Invite window
  5. Option one for sending: 
    1. Manually enter or copy/paste the e-mail addresses in the Send invite to field.
    2. Make any necessary changes to the document name in the All documents will be named section.
    3. Click Send Invites
  6. Option two for sending is to upload a CSV file with a list of email addresses.
    1. Select Upload CSV
    2. Locate file to upload and click Open
    3. Once the file is uploaded, select the column name from the CSV file that includes the email addresses.
      Screenshot showing column name selection
    4. Select Done.
    5. The email addresses will display in the Signer 1 column.
      Screenshot showing email addresses uploaded.
    6. Documents created from the bulk invite are automatically saved to your Archive folder. If you prefer you can add a new folder (specific to this bulk invitation) which will become a subfolder under Archive.
      Screenshot of the New Folder window
    7. Make any necessary changes to the document name in the All documents will be named section.
    8. Click Send Invites
      NOTE: Be sure you are ready to send. The email invites will be sent to your entire list of recipients as soon as you click Send Invites.

TIP:

If you also have a Step 2 or Step 3 signer on the Bulk Invite, you can enter their email address on the Invite to Sign page prior to selecting Bulk Invite.
screenshot showing bulk invite

 

 

Tags: 
Last Updated: 
Thursday, July 14, 2022