Invite to Sign on PDF documents
This page explains how to submit a document from E-Folder for signing using Invite to Sign.
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.
Step 1
Select the document
Go to E-Folder and find the document.
Click the ⋯ icon on the document row.
Click Invite to sign.
Step 2
Place a signature field and assign it
This opens the signature editor, with the Signature Fields panel on the left and the document on the right.
Drag the Signature field from the left panel onto the page where a signature should go.
As soon as you drop the field, the Signers window opens automatically.
Search for the user you want to assign. Only users in your own institution appear here.
Select the user, confirm they appear under Selected Signer, then click Confirm.
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.
Signing order: Signers sign in the order the fields were assigned, not the order they appear on the page. If you assign a field to test2 first and a field to test4 second, test2 will always be asked to sign before test4, even if test4's field is on an earlier page.
To change who a field is assigned to, double-click it and select a different user.
Step 3
Send the invitations
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.
Note: As soon as you send the invitations, the document appears in your Submitted folder in E-Approval.
Step 4
Signing the document (for the signer)
Go to E-Approval > Internal > To be processed.
Open the document.
Click Sign to proceed, or Reject to decline.
Clicking Sign opens the Document Elements panel, showing the list of signers and where each one stands (signed or pending). Drag your registered signature (set up in your profile — see the relevant page of this manual) into the signature field placed for you.
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 and don't need to be placed by the document owner in advance. Once you're done, click Complete.
Rejecting: Clicking Reject sends the document back to the inviter's Rejected folder in E-Approval.
Step 5
Where the document goes as it moves through signers
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 > Completed once every signer has signed.
Signer, before their turn: the document sits in To be processed until it reaches them.
Signer, after signing: it moves to their own Ongoing if there are signers after them, or to their own Processed > Completed if they were the last signer.
Step 6
Viewing the finished document
Once fully signed, the final document is also saved in E-Folder > Signed documents.
Go to E-Folder.
Under My Personal Folder, click Signed documents.
Click Details next to the document to view it.
