New Document from Template

In addition to uploading a file, you can sign documents created from a prepared template in Signi.

The advantage of templates is that in Signi, you enter or the linked application passes only the necessary data and Signi creates the document while ensuring its signing or approval.

The steps for using templates are as follows:

• Choosing a pattern to sign
• Signature Scenario Setup 
• Adding data to the template
• Attaching Additional Documents to the Set
• Sending Documents for Signature

This is a paid feature, see price list, contact us at sales@signi.com for access.

Choosing a pattern to sign

In the application, you have both general templates that are available to all users and the option to have us insert the document templates you are currently using into your workspace.

On the main screen you can see the most frequently used patterns for your documents under the title Popular patterns. In case you need a different pattern than the one you used last time, click the Show Document Patterns button.

In case you have uploaded your own company document templates to Signi, you can find them under the "Your Templates" tab. All other templates can be viewed in the menu under the "All" tab.

Documents can be searched by title. If you are interested in, for example, concluding a Consulting Services Agreement, enter part of the title in the search field, and after finding the document, click on "Create."

Signature Scenario Setup 

You will be redirected to the signature scenario page, where you determine who will sign, when they will sign, and whether they will approve or remotely identify themselves, etc.

Under the "Create Draft" button, you will find information on how many credits will be deducted from your account. These credits are deducted immediately after clicking the "Create Draft" button. From this moment, all steps and operations with the draft are saved, and you will always find your draft in the "In-Progress Documents."

Document Title: The "Document Title" field is mandatory and is pre-filled with the template name. However, you can freely modify or supplement it for easy future reference (the first line with the title and the pencil icon next to it). Just overwrite the title and click next to it to save. The "Save and Close" option in the top right corner is meant for saving the entire draft, not just the document title.

Language of Communication: Specifies the language in which notifications about the document will be sent to the other party.

After clicking the "Advanced Envelope Settings" button, the following options will appear:

Internal Document Number: The document number field is optional and is used for your internal numbering. The number can contain any number of digits and letters.

Validity of the Draft: Here, you can set the validity period of the link for the signatories in calendar days.

Post-Signature Redirect Link: Here, you can set which web page the signatories will be redirected to after signing.

Note: Here, you can set an internal note for workspace members.

Note Link: Here, you can enter a link that will appear as a note when the document is opened.

Reminders: Reminders: In this section, you can specify how often you want to send reminders to the signatories.

You can complete the document signing on a single device, meaning both you and the other party will sign on your tablet, smartphone, or PC. In this case, check the "Sign on a Single Device" option (one of the paid features) found under the Signature Scenario Settings. More information is available in the "Signature on one device" section.

The proposer is the person who will sign the document on your behalf. In the example shown below, only one proposer from your workspace/company is allowed to sign the document. If you have multiple authorized signers, their list will be displayed here.

To add more proposers to the signature scenario, use the arrow next to the "Add Signer" button..

Next, select the counterparty by clicking on the "Add Signer" icon.
The dropdown list for selecting the counterparty is active only if you have saved some contacts or previously sent a document. Your history will be recorded here.

If you are sending your first document or it's a new contact, you need to enter the details manually.

The document can be concluded with a self-employed person and a private individual or a legal entity.

Email Field: This field is mandatory. Notifications about the new document draft, expiration, and a signed PDF will be sent to the specified email address. It is recommended to use an email address previously used for communication with the counterparty to avoid ownership and access doubts.

Phone Field: This field is optional but recommended. The phone number will be required from the counterparty at the time of signing. An SMS notification and a one-time PIN for document verification and signing will be sent to this number.

Name and Surname Fields: These fields are mandatory, referring to the person signing the document on behalf of the counterparty.

Other fields can be automatically filled in after entering the company ID through the ARES registry.

At this point, you have designated the signing parties and can utilize the option to change the order in which the participants will sign. To enable this option, check the "Choose Signing Order" box. You will then have the option to either drag and drop the block to move it or simply click the arrows to set the signing order.

Notifications will then be sent in the selected order, and the document will be sequentially sent to each counterparty.

If you have completed the header, click on "Continue to Document Content."

Adding data to the template

The document template text is filled in directly within the application. The template includes placeholders—marked areas in the text—where you can input various values. Areas that need to be filled are always marked in purple. In the example shown, you can see the document header. In the example below, you select your role within the contracting parties by clicking the purple text.

Once you click on the purple text, the background of the block will change to yellow, indicating that you are currently working on it. On the right side, select which contracting party you represent or, if this selection appears later in the document, choose the content variant you prefer. Confirm your selection by clicking the "Save" button. You will immediately see the chosen variant in the text on the left.

After confirming the chosen variant, the block's color will change to green, indicating that all fillable fields in this block are correctly completed. If you want to edit the block's content, click the trash icon and use the "Delete" button to reset this block to its default state.

The text also contains highlighted text blocks that can be filled in. If you want to fill in, for example, the purpose in the first text block, click on the purple link "Fill in Purpose."

You'll see a window where you can type freely formatted text of any length. The text can be bold, underlined, you can add spaces and line breaks. As you type, the text immediately appears on the left side. Save the entered text by clicking the "Save" button.

Another type of block you can fill in is a selection block, where you choose whether to display the highlighted paragraph in the document text or not. If you choose the "Hide" option, the paragraph text will be crossed out in the preview, and the following paragraphs will be automatically renumbered. Once all fields are filled in and all blocks are green, a notification to review the document text will appear, and navigation will appear allowing you to proceed to signing and sending the document.

Another option is, for example, adding a date. You select the date by clicking on the calendar icon, which will expand into a monthly display of days with the option to switch between months. Save the selected date by clicking the "Save" button.

The green line indicates the completion status of each fillable field. In the example shown above, all 9 fields are correctly filled.

Attaching Additional Documents to the Set

If you want to add another document to be sent to the counterparty for signing, click on the link on the bottom bar "Attach Document."

Sending Documents for Signature

If you want to send this document to the counterparty, you have two options:

• Send it without your signature and let the counterparty sign it first.

• First sign the document yourself and then send it for the counterparty's signature - in that case, choose "Continue to Sign Document."

By clicking "Continue to Sign Document," depending on your settings, you will either see a screen to enter your phone number and verification PIN for two-factor authentication, or if you have two-factor authentication disabled, you will be taken directly to the signing field.

The signing field includes the following information (see image below):

Document Title: To avoid any doubts about which document you are signing, the document title is always displayed.

Place and Date of Signature: You can set the place of signature as the default value in your workspace. The date is always shown as today's date, but you can change it to adjust the document's effectiveness.

You can create your signature using your finger, a stylus on a touchpad, or a mouse on any touch-enabled device or computer. Don't worry if your signature doesn't exactly match your pen-and-paper signature. An electronic signature is a combination of multiple pieces of information that make it valid.

If you have saved a default signature in your account settings, it will be automatically set for attachment to the document.

To insert the signature into the document, click the "Sign" button.

After clicking the "Sign" button, the document is validly electronically signed, equipped with necessary hashes and seals, saved, and sent to the counterparty for signature.