N.B. This is an additional module to our Sourcing package using Legal Sign. Please submit a request via HQ if you wish to purchase this module for your site. 


The following steps walk through the process to create requests for eSignatures/edit/send and store the Signed Documents.  This is so that you can set up a subscriber to use the eSignature function.


Creating an eSignature Request

  • Go into the Requirement and go to the E-signature tab.
  • Upload the document that you want to be signed. Do this by clicking on PDF Templates and you will see the options Add a Pdf Document and Add from Document Library where you can upload your document.

Add a Pdf Document - for when you want to upload a document from your personal files

Add from Document Library - for when you want to upload a document that you have stored in the Documents tab of the Requirement. 

  • Click on the Invalid button to add signing fields. 
  • A pop-up will appear with your document. Click on your page where you want the eSignature and a box should appear that you can move if needed.
  • You can also click on the fields under Signer to add extra information for the Signer to fill in besides eSignature.
  • You can label each detail you want the Signer to fill in for extra information or instructions but this label information will not be visible on the final signed document. 
  • You can add multiple signing fields for each Party (Signer) - if you want someone to sign in several places within the document, make sure that each field for that recipient is under the same party number e.g. 'Party 1'.
  • NB. One party = One Signer contact, therefore if you require multiple people within your organisation to sign, you have to set them as different parties. 
  • Once you have finished editing the document with boxes to be filled in click Done and the document pop-up will close.
  • The pdf document is now valid and the Send button is visible.


Please note that this functionality for eSignature is provided by LegalSign through an API. Due to the nature of the API, please utilise the options under the Signer Fields both for information/eSignatures you require from others, but also for your own eSignature/extra information. Please do not use the options under the "Sender fields".


For more information on the signing process of LegalSign see this link: https://legalesign.com/articles/app1/esign/the-signing-process-talking-a-signer-through-it/



If you want there to be a sequence of eSignatures rather than eSignature requests sent to recipient(s) at one time follow these examples:

NB. Party = Signer

  • If you wish for your supplier to sign first, and then you co-sign after:
    • Assign your supplier as "Party 1" (you can then select eSignature and drop in the relevant place) and assign yourself as "Party 2"
  • If you wish to sign first, and then send to your supplier to sign after:
    • Assign yourself as "Party 1" and your supplier as "Party 2"


Sending an eSignature Request

  • Click on the Send button.
  • A pop-up will open where you can enter the recipient’s name and email. 
  • You can type freely or you can use the Select button to choose recipients related to the requirement. 
    • If you are sending the document to multiple recipients and want to choose that they are emailed in sequence make sure that you tick the box at the bottom of the pop-up that indicates > Notify signers in sequence instead of all at once (recommended) 
    • This means the second recipient will only get an email for the eSignature request once the first party (Signer) has signed
    • If you want all signers to receive the email at the same time, do not tick this. 
  • When you are done, click on the Send Signing Request button to send the request to the recipients. This will be an email


Once the Request has been Sent

  • You can now view information about the sent out signing request. 
  • The Signer will have link to press on the email which by clicking takes you to a screen where you can accept or reject the request. 
  • Once the document has been sent out, you can view the status of the request for each signer. The status bar of the actions - Email Opened/Has Visited/Signed will go green once the Signer has completed the stage. 
  • You are able to still delete the sign request at this point. You can also download the audit log and the unsigned copy of the document.

  • To send a reminder to the contact - Click the Pencil Icon next to the contacts name to send them a Reminder (if they have not yet signed). This is only available once they have read the email/visited the document (and have not signed).



Once the Document has been Signed

  • The Signer will receive an email to confirm the document has been signed with the attached signed document.
  • The sender of the signing request will receive a Nudge notification when all recipients have signed the document or as soon as one recipient has rejected the document. When the sender clicks on the notification, he/she will be navigated to the Requirement > E-Signature tab. 
  • NB. Once all recipients have signed, the request cannot be deleted and all signers are sent an email with a link to download the final signed document


How to store the Signed Documents

  • When a document has been signed by all recipients you can download the signed document to your Local Machine or to the Document Library. Documents stored in the Document Library are automatically stored in a separate folder called Signed Documents.
  • You can also Archive the signing request.


If the eSignature request is Rejected

  • If the Signer rejects the eSignature request, they will have to give a reason for rejection. It will show up as rejected in the eSignature tab and their reason will be attached to that request.