Completing Signatures

This page covers what happens from the signatory's perspective and what happens when all signatures are collected.

The signing experience

When a signatory clicks the signing link in their email:

1. Document review — the signatory sees the full document with their assigned fields highlighted.
2. Fill in fields — the signatory completes each of their assigned fields:
   • For signature and initials fields, they draw using their mouse, trackpad, or touchscreen.
   • For text, date, number, and other fields, they type or select values.
3. Submit — once all required fields are completed, the signatory clicks Submit to finalise their signature.

info

Signatories do not need a Docu Ninja account to sign. They access the document through the secure link in their email.

After a signatory signs

When a signatory submits their signature:

• Their signature and field values are embedded into the document.
• An intermediate PDF is generated showing all signatures collected so far.
• The signatory's invitation is marked as Signed with a timestamp and IP address.
• If there are more signatories with a later signing order, the next one is automatically notified.

Document completion

A document is marked as Completed when all invited signatories have signed. When this happens:

1. Final PDF — a completed PDF is generated with all signatures and field values embedded.
2. Audit log — a PDF audit trail is created documenting the entire signing process.
3. Notifications — all parties (the document owner and all signatories) receive an email notification.
4. Downloads — the signed document and audit log become available for download.

Signature integrity

Docu Ninja ensures document integrity through:

• SHA hashes — both the original and completed documents are hashed. Any tampering would change the hash.
• Audit trail — every action is recorded with timestamps, names, and IP addresses.
• Immutability — once completed, the document cannot be modified.

Troubleshooting

A signatory hasn't received the email

• Check that the signatory's email address is correct.
• Ask them to check their spam/junk folder.
• You can resend the invitation from the document page.

A signatory's link has expired

• If the document has passed its expiration date, the link will no longer work.
• Consider creating a new document with a later expiration date.

Need to make changes after sending

If you need to modify a document that has already been sent:

1. Void the current document.
2. Clone it to create a new copy.
3. Make your changes on the new document.
4. Send the new document to signatories.

Alternatively, you can Reset the document to Draft status, but this clears all existing signatures.