Send a document for signature

Sending a document takes four steps, always in the same order. The wizard will not let you move on while the current step is incomplete — Next stays disabled.

#	Step	What it is for
1	Documents	Add documents to sign
2	Recipients	Who receives this document and how they sign
3	Signatures	Prepare annotations on the documents
4	Review & Send	Recipients, message, deadline and resources — then send

From step 3 onwards you can use Save draft and come back later. The wizard also saves by itself — you will see “Auto-saving draft…”.

1. Documents

Drag the files in or use Select files. It accepts PDF/DOCX, up to 128 MB per file.

The first wizard step, with the file upload
area.

You can add more than one file. They travel in the same process and are signed together — anyone on copy receives the complete dossier.

A Word file is converted to PDF, and it is the PDF that gets signed. Check it before moving on: pagination can shift during conversion.

2. Recipients

This step decides the two things that matter most: who is involved and how each person takes part.

Add the people involved, choose who signs and who only receives a copy, and select a signature type to apply to everyone.

The recipients step, one row per person: name, email, phone, activity and the
customise button.

Each row holds, left to right:

Element	What it does
⠿ and the number	Drag to change the signing order
Name · Email · Phone number	The person’s details
List icon	Pick from your contact list
Signs / Receives copy	This person’s role
Customise	The settings for this person alone — see below
Bin	Remove the row

Add appends rows, and the menu beside it brings in existing contacts or a whole group at once.

Each signer’s settings

The Customise button opens a panel titled with the person’s name, holding two tabs: Recipient and Message.

The Customise panel, with activity, signature types and recipient
verification.

Activity to perform — Signs or Receives copy. Same as the column on the row, repeated here for convenience.

Signature types — and here is the part that usually surprises people: these are checkboxes, not a single choice. The same person can hold more than one type on the same document.

Option	What it is
Simple signature	A drawn or typed visual signature
Initials	Initials, for initialling pages
CMD - Chave Móvel Digital	Qualified signature — see Qualified signatures with CMD
SCAP - CMD with professional attributes	Qualified, and proves professional capacity

A new signer arrives with Initials already ticked and, if the organisation has CMD credits, CMD as well. Initials with no zones placed are dropped from the send, so the default costs nothing.

Recipient verification — defaults to Organization default: it uses whatever the organisation settings say at the moment the document is sent. You can raise or lower the level for this person alone. The default lives in Configure organisation policies.

The options that appear only without a qualified signature

Untick CMD and SCAP and two new sections appear in the panel:

The same panel with a simple signature: 2-Factor Authentication and Confirm ID
Document appear.

2-Factor Authentication — None, SMS Code or Password:

When signing, the signer will receive an access code via SMS that must be entered to access the document.

When signing, the signer must first enter the following password to access the document.

You set the password yourself and must pass it on by some other channel. The SMS code needs the phone number filled in on the row.

Confirm ID Document — Not required or Request Document, with a National ID Card or Passport and its number:

The signer must confirm their identification to proceed with signing the document.

The Message tab

The Message tab, with language and private
message.

Language decides which language this person’s email and signing screen use. Private message adds text only this person reads — useful for instructions that do not concern the others.

What the wizard blocks, and what it only warns about

Blocks: sending with no signer at all. And, with certificate signatures, it requires a phone number.

Warns, without blocking: your own email as a signer, the same person as both signer and copy, or a duplicated contact.

3. Signatures

The editor step: Prepare annotations on the documents.

In this step you define where each signer will sign: drag the signature/initials fields onto the document.

You’re not signing now — you’re preparing the document for the signers.

The editor, signer panel on the left and the document on the
right.

On the left, Content, with the Configure and Auto AI tabs, and the Signers list. Under each person there is one row per signature type you gave them — Initials and CMD in the example — each with:

+ — add a zone of that type to the document
× — remove that type from this signer

On the right sits the document, with zoom, fit to width and fit to height.

The fast way: right-click

Right-clicking on the page opens a menu at the exact point you clicked:

The right-click context menu, with Signers and
Fields.

Entry	What it does
Signers	Places a signature zone there for the signer you pick
Fields	Places a fill-in field (text, date, and so on)

It is quicker than dragging, and it puts the zone where the pointer is rather than dropping it by eye. For a contract that needs a signature at the foot of every page, it is the difference between one minute and five.

Once placed, a zone can be dragged and resized by its corners.

The order within one person

A signer holding visual signatures and CMD does the visual ones first and the CMD last, because CMD seals the document. It is a per-person rule — it does not require CMD signers to sit at the end of the list.

4. Review & Send

The final step gathers the rest: copy recipients, the notification email’s subject and message, the deadline, and the summary of resources the send will consume.

Digital Certification

The toggle is called Seal document with digital certificate. It is unavailable once the document has CMD or CMD SCAP signers, because those signatures already provide the same guarantee.

Grouping into a process

With several files you can give them a Process name — “E.g. Lease agreement” — and treat them as a single dossier. There is also Send automatic reminders.

After you send

The document moves to Processing while the platform seals it, then to Waiting. See Document lifecycle.