This article discusses how to send documents to be filled and signed in Vinesign. To learn more about designing Vinesign templates, read Create Templates in Vinesign. To learn more about managing your Vinesign account and adding or changing users, read Set Up Vinesign.
The steps for creating and sending a document in Vinesign include:
Choose Files and Templates
Select the Documents tab from the top of the page and then click Create Document. Upload files using the dropbox or Upload Files button. To add an existing template, click the + icon beside the template in the list. You can add up to 10 files or templates.
File Types and Limitations
Docx and .doc files will be converted to a .pdf upon upload. Vinesign does not support other file types.
Max File Size
For best performance, we recommend uploading files of no more than 5 MB.
Errors will occur if your file is too large or unoptimized. If you encounter problems uploading your .pdf, try optimizing the .pdf for “minimal size” or saving it to the .pdf/a format through Adobe Reader.
Sending Multiple Templates
Only templates that have the same number of recipients can be sent together.
If only one template with preset signers is selected, their information will appear in the Signers section of the Send step. However, if multiple templates are selected, any preset signers will not appear in the Signers section.
When templates with other preset settings are sent with other files or templates, the preset settings will not appear in the Send step.
Manage Selected Items
Added files and templates appear in a list to the right in the Selected Items panel, in the order they were uploaded.
The order of the list determines the order in which the selected items will appear in the merged document. To reorder the list, click the vertical dots icon beside an item and drag it to the desired position. To remove an item, click the X icon beside the item.
After uploading and ordering all desired items, click Next to proceed.
If needed, you can design your document or edit your template in the Design step, where you can add fields and signers. Learn more about designing your document.
Proceed to the Send step, and fill out the following sections as desired.
Fill out the Document Information section. If you have integrated with Filevine, you can choose a project to associate with this document by filling the Associate with a Project box.
For document templates with only one signer, you have the option to send separate copies of a document to multiple recipients. Click Add Recipient to add one recipient at a time, or click Import Recipients to import a .csv file of up to 1,000 different recipients with Bulk Send. These options are not available for templates that already include multiple signers.
For templates with multiple signers, select the signing order. The signing order is Sequential by default. The three types of signing order are:
- Sequential: The document must be signed in the order listed. Once the first signer has signed and filled out the document, the document is sent to the second signer, and so on.
- Simultaneous: All recipients receive the document at the same time, and can sign in any order.
- Grouped: Recipients are put into different groups. Participants in the same group can sign in any order. Once all participants in group one have signed, the document is sent to those in group two, and so on.
If you select Sequential, drag and drop the signers to select the order. If you select Grouped, drag and drop the signers across groups, or to the bottom to create a new group.
You can customize the expiration time by selecting from the dropdown at the bottom of the Recipients section. Select from 1-7, 14, 30, 60, or 90 days. The expiration time period is for each recipient, so for multisign documents, the time will restart every time a recipient signs. Set the default expiration time in the admin settings.
The creator of the document will be notified via email whenever a signer completes the document. Once all signers have filled out the document, a copy of the completed document will be sent to all parties.
To have a recipient authenticate via a photo, select Require gesture authentication for that recipient in the Signers section.
Gesture authentication provides an extra level of authentication by requiring your recipient to upload a photo of them making a randomized gesture. Vinesign authenticates signatures in many ways, but if you would prefer this additional level of authentication, select Require gesture authentication. If you do so, we recommend you let your signer know you'll be requiring a photo.
The signature settings you find on the Review & Save page when designing a template are also available here. Click the dropdown caret next to Signature Settings to choose your signature color and allow additional signature options, like a typed signature.
The message settings you find on the Review & Save page when designing a template are also available here. Edit the custom message in the Send page to create a message for a single document without saving it to the template. To save a customized message as part of a template, save the custom message in the Review & Save page. To revert to the default SMS message and email subject and body text, click Load Default.
To change the language of the default message to Spanish, select Spanish. Selecting Spanish changes the signee experience (prompts, buttons, and confirmation email) to Spanish as well.
Click the dropdown caret next to Notifications to choose your preferred notification settings for this document. By default, the options are set to your user notification settings or, if you have not chosen any, your organization’s notification settings.
In the Notification Email(s) field, enter the email addresses that you’d like to send notifications to. By default, the Email(s) field will contain the email address of the user who’s sending the document. When entering multiple email addresses, separate each address with a comma.
In the Type section, you can select from the following notification types:
- Click the Sent checkbox to send a notification email when a document is sent and received by the recipients, but not yet opened.
- Click the Viewed checkbox to send a notification email when the document’s recipients have opened the document, but haven’t signed yet.
- Click the Declined checkbox to send a notification email when a signer has declined to sign the document.
- Click the Signed checkbox to send a notification email when a signer has signed the document.
- Click the Completed checkbox to send a notification email when all signers have finished signing the document.
In the CC Recipient(s) field, enter any desired email addresses. Email addresses entered here will receive emails when the document is sent, and when the document is signed, along with a copy of the signed document. When entering multiple email addresses, separate each address with a comma.
At the top right of the Notifications section, click Use Org Notifications to revert to your organization’s notification settings.
Click the dropdown caret next to Reminders to choose your preferred reminder settings for this document. By default, the options are set to your organization's reminder settings.
Select Send Signers Reminders to choose the desired reminder frequency. The reminder frequency options appear below. Select the desired reminder days. For example, selecting the 1 day and 5 days checkboxes will send signers an email reminding them to sign the document on the first and fifth day after sending.
If you are not sending a single template, then the Options section appears at the bottom of the page, where you have the option to save the document as a new template. To do so, enter the desired template name into the field. Once the document is sent, your new template will be available in the Templates tab.
Once a document has been fully signed, the sender will receive an email with the signed document and verification page attached as separate files. If the signed document contains multiple files, the signed files will appear as separate attachments, along with a single verification page for the entire document.
You can view the status, history, and verification of your documents in the Documents tab in Vinesign. This tab also has options for copying, resending, and deleting a document. Click Documents along the top of the page to navigate to this tab. Learn more about the Documents tab.
You can see an overview of your sent documents by clicking the Reports tab along the top of the page. This tab will allow you to easily see how many documents you’ve sent within a defined time range, and the status of all of those documents. Learn more about the Reports tab.