SignNow: Sending a Document for Signature

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.

Single Recipient

1. Locate your document or template. 
2. Click Invite to Sign.
   
3. The Send Invite page opens.
   
4. Enter the Email address for Recipient 1 and anyone needing to be CC'd.
   Note: CC recipients will only receive an email notification that the document was sent for signing. They will not receive a document link or an attachment. This process is defined by U-M security settings.
5. Select Customize Message to update the Email Subject and Message for Recipient boxes as desired.
   Note: If you choose not to customize the Email Subject and Message for Recipient, SignNow will send the invitation with the subject and message populated based on the document name.  The Email Subject will read: <document  name>: Signature request from <your name>.  The Message for Recipient will read: <your name> invited you to sign <document name>.
   1. We suggest entering instructions in the Message for Recipient box to let the recipient know any special instructions for signing.
   2. If there are multiple recipients, you can type the message once (and change the subject if you like) and select Apply This Invite Email to All Recipients button to update these for each recipient.
6. Before clicking Send Invite, you can click the dropdown arrow next to it and you can select Schedule Send to send the email at a future scheduled time.
   
7. Click Send Invite to send the document for signature.

Multiple Recipients

1. Locate and open the document or template.
2. Click the Manage Recipients button found in the left navigation column of the document.
    
3. The Add recipients that need to fill out and sign this document window opens. Click a Recipient field to change to the actual name of a recipient. 
4. Click Save and Continue to exit the window.
    
5. Save and Close the document. 
6. Click Invite to Sign.
   
7. The Send Invite window opens.  If the Recipients receive document in order toggle is turned off, the document will be sent to the recipients in the order specified.  Select Send Invites button to send the documents out for signature.
   
8. If the Recipients receive document in order toggle is turned on, the user can specify the order the recipients receive the documents.  In the example below, Recipient 1 and 2 will receive their documents at the same time, followed by Recipient 3.  Select Send Invites to First Recipients button to send the documents out for signature in the order specified.
    
9. A dialog box is above the Send Invites to First Recipients button.
   

Create Invite Link

The invite link is to be used when sending to many recipients and their signature is NOT required.  For example, this is the option to use when sending out an open survey and the number of people that will respond is unclear.  

Note: Before creating an invite link, your document needs to be prepared with the necessary data fields, and it cannot have any recipients assigned.  The data fields should include a printed name and perhaps a date.  These fields can then be used are referenced in the Document Names Are Generated From Field Data (shown in the screenshot in step 4 below)

1. Locate the document.
2. Click Create Invite Link.
    
3. The Create Invite Link window opens.
   
   You need to select Convert into Template to use this functionality for multiple recipients to sign the document.  
   Note:  Invite Links cannot be used with FDA-regulated documents.
4. Enable Document Names Are Generated From Field Data toggle.
   
   Enter your document name and select the appropriate data field(s) that you included in your document.  Using this feature, the information entered in the data field(s) will be appended to the document name when someone signs/completes the document.  If you do not enable and use this feature, by default, all documents sent via the invite link will show as guest_signer and you will not know who signed the document unless you open it. 
5. The Copy Link and Get QR Code functions are used to post a link or QR code on a website or within an email.  Select which one is appropriate.
6. Click Done

Bulk Invite

A bulk invite is best used when sending the same document to many recipients and their signature is REQUIRED.  This is the sending option to use when the recipients must sign the document. Multiple email addresses can be entered manually or uploaded via a .csv file.

Note: When bulk invites are sent, the sender will receive blind carbon copies (bcc:) of all documents sent.  Signers will receive only their document.

1. Locate the document or template.
2. Click the 3 ellipses to the right of the document name and select Bulk Invite.
    
3. The Bulk Invite window opens.
    
   You need to determine how you wish to send this document to your recipients.
4. Option one for sending: 
   1. Manually enter or copy/paste the multiple email addresses in the Recipients Emails field using commas between each one entered.
5. Option two for sending is to upload a CSV file with a list of email addresses.
   1. Select Upload CSV. 
   2. Locate the 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.
       
   4. Select Done.
   5. The email addresses will display in the Role 1 column.  There is a message to the right showing how many signers have been added and if there are any issues with the emails. Fix these issues before proceeding with the invitation.
      
6. Make any necessary changes to the document name in the The document copies will be named as: section.  The Recipient or Signers email address will be appended to this document name.
7. Select Change Folder to change the location of the folder. If you send out a lot of documents, it is recommended to create folders for organizational purposes.
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.