Fill out documents with e-signature: the recipient completes and signs

A template is a document with marked places for the recipient to complete, plus signature places. You build it once, for example for a service agreement, a data processing consent, an intake form, a declaration or a handover record. The simplest way is to copy the document’s text from your editor and paste it into SignSafe, then mark the fields and set what kind of data each should accept.

This is one of two ways to prepare a document: your own PDF where you choose the signature places, or a template with fields, useful wherever the other party always supplies some data, such as their company details or personal data. A template has numbered signature markers, and the number of recipients must equal the number of markers.

The number of templates is not limited, so you can keep a separate template for each process. On the next send you do not build the document from scratch: you choose the template, pick the recipients and send. Documents then go out in the same checked version rather than in a string of slightly different copies.

In many companies an office employee copies the client’s details into a document, prints it and the client signs. That is double work. When the recipient types their own details and signs straight away, the sender receives a complete set, and the recipient does not have to travel or print anything. Filling in and signing happen in one flow, on a phone, tablet or computer.

The sender can send the same template to many people and track status in the document list. More about sending is on sending documents for signature, and about the recipient’s side on sign a document. If templates should be created and sent automatically from your own system, see API integration.

Letting the other party enter their own data is a separate, important feature. A template can use these fields: PESEL, today’s date (inserted automatically), a date of their choice, numbers and text. The recipient completes their details, and by ticking “Brak” next to PESEL they give an alternative identifier instead (for example a foreign national). The finished PDF with data and signature goes to everyone: the sender and every signer; the sender can also add an observer who sees the document and receives notifications.

The recipient receives a document with fields to complete, fills them in on their phone and then signs, just as on paper. A complete, signed PDF comes back to you.

This removes the tedious, time-consuming work of preparing a document for each recipient before sending. You can send a large number of documents to your recipients and hand the filling in to them, while you get on with more important work.