How to create a document from an uploaded file

This guide explains how to create a document in SIGNI by uploading one or more files and configuring the signing settings.

Uploading File(s) to SIGNI

To create a document from an existing file:

1. Go to your Workspace

2. Click Create Document

3. Select Select Files

4. Upload one or more files from your device

5. Click on the Create draft button

If you upload multiple files at once, they will be grouped into a single signing envelope and signed together, one document set at a time.

Signing Scenario Settings

After uploading the file(s), you will be redirected to the Signing Scenario configuration.

Here you define:

• Proposers (members of the workspace)

• Counterparties (signers)

• The signing order (who signs when)

• Whether identification, approval, or remote identification is required

You can also configure additional options such as email notification behavior.

Document Name

At the top of the page, you will see the document name:

• By default, this is the name of the first uploaded file

• If multiple files were uploaded, the first file name is used

• You can rename the document at any time

The document name is visible to signers and is used in email notifications for example.

General Settings

Communication Language

• Defines the language used for emails and SMS notifications

• By default, this is inherited from the Workspace settings

• You can change the language for each document individually

• If a counterparty has a SIGNI account, emails are automatically sent in the language set in their account

Validity of Proposal

• Defines how long the signing link is valid

• Applies to all signers collectively, not individually
  (e.g., if validity is set to 7 days, all signers must sign within 7 days)

• You can select a predefined option or choose a custom date using the calendar icon

Redirect After Signing

• Allows you to redirect signers to a custom thank-you page after signing

• If left empty, signers are redirected to the default SIGNI confirmation page

Internal Settings

In this section, you can add internal notes:

• Visible only to Workspace members

• Not visible to counterparties or signers

• Useful for internal comments or process tracking

Notifications

Here you can configure reminder emails:

• By default, SIGNI sends:

  • 1 email when the document is sent

  • 1 reminder email 1 day before expiration

• You can customize:

  • Who receives notifications

  • When reminders are sent
    (e.g. 4 days before expiration or 2 days after the initial email)

Add additional documents

At the bottom of the page, you will find the Add Document button.

• Allows you to add more files to the same signing envelope

• Useful if you forgot to include attachments earlier

• This is the last step where additional documents can be added

Recipients

The Recipients section is where you add all parties involved in the document.

You can add two types of recipients:

1. Proposers (Workspace members)

If you have invited other users to your Workspace and granted them signing rights, you can select them as proponents instead of yourself.

To add a Workspace member:

1. Click the small arrow next to the Add signer button

2. Click into the Name and surname field

3. Select a user from your Workspace who has signing rights

2. Counterparties (External Recipients)

Counterparties are typically customers or external partners who are not registered in SIGNI.

To add a counterparty:

1. Click Add signer

2. Enter the counterparty’s details manually
   or select them from the list of previously used contacts

Required information:

• Name and surname

• Email address

Optional information:

• Phone number

If the phone number is not provided, SIGNI will ask the counterparty to enter it before signing so an SMS verification code can be sent.

Assigning roles

After adding recipients, you must assign a role to each of them. SIGNI offers four basic roles:

Signs

• The signer verifies their identity using an SMS code

• The signature can be:

  • Drawn with a stylus or mouse

  • Generated from their name

  • Uploaded as a scanned signature

Approves

• Used mainly for internal approval processes

• No signature is placed on the document

• The recipient must click Approve

• Approval is visible in the SIGNI checklist and audit trail

Signs using SMS PIN

• Similar to Signs, but without signature customization

• A standard signature stamp is used:

  NAME SURNAME – signed digitally

Notice

• Used to send the completed document to third parties

• No signing or approving required

• The recipient receives the finalized document by email after completion

Additional actions (right-side icons)

Each recipient has additional options available via icons on the right:

Remote Identification

• Enables remote identity verification for the recipient

• (Detailed article coming soon)

Personal Message (Envelope Icon)

• Allows you to add a custom message for a specific recipient

• The message appears in bold below the standard email text

• Overrides the default email content only for that recipient

Additional Information (Three Dots)

Here you can add extra details for counterparties, such as:

• Address

• City

• ZIP code

• etc.

This information is:

• Optional for standard documents

• Required when using templates, where these fields are inserted into the document header

You can also configure the signature footer here:

• Text displayed below the signer’s signature

• Typically includes the signer’s name and surname

Remove Recipient (Trash Bin)

• Removes the selected party from the document

Signature Scenario Setup

The Signature Scenario Setup button allows you to configure advanced signing behavior, including document locking, placeholder detection, signing order, and saving scenarios for future use.

Signature Placeholder Detection

You can enable Signature Placeholder Detection, which automatically detects predefined text strings in the document that indicate where signatures should be placed.

• Placeholders define the exact location of a signature in the document

• This is useful when working with prepared PDFs or templates

For more details about placeholders and supported formats, see our dedicated article (coming soon).

Lock Document After Signing

This option determines whether the document is locked after it is fully signed.

• Enabled (default)

  • Once signed, the document cannot be signed again

  • Recommended for final contracts and agreements

• Disabled

  • The document remains unlocked after signing

  • Useful if you need to reuse the same document and send it for signing again

Signing Order

At the bottom of the page, you can configure how the signing process is executed using the Signing Order buttons.

All at Once

• All recipients receive the signing invitation at the same time

• Everyone can sign immediately after the document is sent

Depends on the Order

• Signing follows a strict sequence

• The order is indicated by numbers next to each recipient

• Each recipient receives the invitation only after the previous signer completes their action

If the first signer does not sign, the next signer will not receive any notification and cannot sign the document.

Proposers First

• Workspace members (proposers) sign the document first

• After all proposers have signed, the document is automatically sent to the counterparties

• Ideal for internal approval or pre-signing before sending to customers

Save Signature Scenario Settings for Next Time

You can save your current signature scenario for future use by enabling the Save signature scenario settings for next time option.

• Useful for complex or frequently used signing scenarios

• Saved scenarios can be reused via the Choose signature scenario button

Important limitations:

• Scenarios must be saved with specific, fixed signers

• Scenarios with variable or dynamic counterparties/proposers cannot be saved

Continue to the content of the document

After completing the signature scenario setup, you can continue to the Document Content section. This is the final step where you review the file and place signature fields before sending the document.

Document Preview

In this view, you can review the uploaded file one last time.

• If you uploaded one file, it will be displayed directly

• If you uploaded multiple files, you can switch between them and review each document separately

Placing Signature Fields

Before sending the document, you must place signature fields into the document.

• Signature fields are located at the bottom of the page

• Each signer is listed by name, including their role (proposer or counterparty)

• Signature fields must be placed separately for each uploaded document

If you uploaded multiple files, signature fields must be added to every document individually.

Signer Options

Under each signer’s name, you will find three action buttons:

Edit Signers

This option is useful when a document or attachment does not require a signature.

Example use case:

• GDPR attachments that only require confirmation that the document was viewed

By editing signers:

• You can remove signers from a specific document

• Removed signers will not sign the attachment

• They will only approve the document instead

Load Signature Positions from Another Document

• Loads previously used signature positions

• Useful when:

  • You are sending the same document again

  • Only the counterparty has changed

• Saves time by reusing existing signature placement

Swap Signature Positions from Uploaded Document

• Performs the same function as the previous option

• This option will be removed in a future update

Editing Signature Fields

Once signature fields are placed using drag and drop, you can click on each field to customize it:

You can:

• Enable or disable displaying the place and date above the signature

• Duplicate the signature field (e.g. if a signature is required on every page)

• Enable or disable the signature footer (text displayed below the signature)

• Delete signature fields if placed incorrectly

• Resize the signature field using the purple dot in the bottom-right corner

Final Check and Sending the Document

Once everything is set up:

1. Click the Check button to review the signers and fields

2. Send the document

If you are the author of the document, you will have two options:

• Send the document without signing

• Sign the document immediately before sending it to other recipients