# Invite to Sign on PDF documents

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This page explains how to submit a document from **E-Folder** for signing using **Invite to Sign**.

<table id="bkmrk-before-you-begin%3A-th" style="width: 100%; background-color: #eef4fb; border-left: 3px solid #185fa5; border-radius: 4px; border-collapse: collapse; margin: 0 0 24px;"><tbody><tr><td style="padding: 10px 14px; font-size: 12px; color: #555; line-height: 1.65;">**Before you begin:** The document must already be a PDF uploaded to **E-Folder**, in any folder or subfolder. Only the user who uploaded the document can invite others to sign it.</td></tr></tbody></table>

Step 1

### Select the document

1. Go to **E-Folder** and find the document.
2. Click the **⋯** icon on the document row.
3. Click **Invite to sign**. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/jCYimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/jCYimage.png)

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Step 2

### Place a signature field and assign it

The signature editor opens, with the **Signature Fields** panel on the left and the document on the right.

1. Drag the **Signature** field from the left panel onto the page where the signature should go. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/EaCimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/EaCimage.png)
2. As soon as you drop the field, the **Signers** window opens automatically. Search for the user you want to assign and **Select** them. Only users in your own institution appear here. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/nV4image.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/nV4image.png)
3. Confirm they appear under **Selected Signer**, then click **Confirm**. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/2dGimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/2dGimage.png)

Repeat for every signer you need. You can place more than one signature field on the same page and if the same person needs to sign in more than one spot, just assign them to each field.

<table id="bkmrk-signing-order%3A-signe" style="width: 100%; background-color: #eef4fb; border-left: 3px solid #185fa5; border-radius: 4px; border-collapse: collapse; margin: 0 0 24px;"><tbody><tr><td style="padding: 10px 14px; font-size: 12px; color: #555; line-height: 1.65;">**Signing order:** Signers sign in the order the fields were assigned, not the order they appear on the page. </td></tr></tbody></table>

To change who a field is assigned to, double-click it and select a different user.

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Step 3

### Send the request

Once every field has a signer assigned, click **Send Invitations**. The first signer is notified by email. As each signer completes their signature, the next signer in the order is notified automatically.

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/Z2Jimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/Z2Jimage.png)

<table id="bkmrk-note%3A-as-soon-as-you" style="width: 100%; background-color: #eef4fb; border-left: 3px solid #185fa5; border-radius: 4px; border-collapse: collapse; margin: 0 0 24px;"><tbody><tr><td style="padding: 10px 14px; font-size: 12px; color: #555; line-height: 1.65;">**Note:** As soon as you send the invitations, the document appears in your **Submitted** folder in **e-Approval,** and in the **Signed documents** folder in **e-Folder.**</td></tr></tbody></table>

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Step 4

### Signing the document 

- Go to **E-Approval &gt; Internal &gt; To be processed**.
- Open the document.
- Click **Sign** to proceed, or **Reject** to decline.

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/21Timage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/21Timage.png)

Clicking **Sign** opens the **Document Elements** panel, showing the list of signers and where each one stands (signed or pending). Drag your registered signature into the signature field placed for you.

[![fe63847d-3a86-4d85-9452-7fd2eb67f13e.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/fe63847d-3a86-4d85-9452-7fd2eb67f13e.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/fe63847d-3a86-4d85-9452-7fd2eb67f13e.png)

Once you're happy with the position, click **Complete**.

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/EBsimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/EBsimage.png)

If you'd like, you can also drag optional **Document Fields** onto the page yourself; Name, Initials, Date signed, or a Textbox. These aren't required. Once you're done, click Complete.

<table id="bkmrk-rejecting%3A-clicking-" style="width: 100%; background-color: #eef4fb; border-left: 3px solid #185fa5; border-radius: 4px; border-collapse: collapse; margin: 0 0 24px;"><tbody><tr><td style="padding: 10px 14px; font-size: 12px; color: #555; line-height: 1.65;">**Rejecting:** Clicking Reject sends the document back to the inviter's **Rejected** folder in E-Approval.</td></tr></tbody></table>

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Every user involved can track the document from **E-Approval**:

- **Inviter:** the document sits in **Submitted** from the moment invitations are sent, and moves to **Processed &gt; Completed** once every signer has signed.
- **Signer :** the document sits in **To be processed &gt; Internal Approval** as it awaits their approval.
- **Signer, after signing:** it moves to their **Ongoing** folder if there are signers after them, or to their **Completed** folder if they were the last signer.

The document is also saved in the inviter's **E-Folder &gt; Signed documents**.

- Go to **E-Folder**.
- Under **My Personal Folder**, click **Signed documents**.
- Click **Details** next to the document to view it.

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/nhEimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/nhEimage.png)

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/QrDimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/QrDimage.png)

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