It is recommended to upload PDFs that do not contain form fields as this can cause unexpected results while formatting the PDF. While we do flatten the PDFs to remove form fields after the document is signed and completed, language support and form fields with long text can overflow and cause issues as overflowing text is not scrollable. Please see Glyphs & Character Support and Supported Languages for expected output and visible and unreadable text.
If a PDF is uploaded in an unsupported language, you will see thumbnails of the PDF as if everything looks fine when a eSign template or document is created and edited. While the thumbnails appear well, when the document is processed it can have unintended side effects due to lack of language support and it may not render properly. Please upload PDFs with only the supported languages to avoid side effects or non visible and/or unreadable text.
If a character is inserted or processed that is not supported, the character will either be replaced by a "?" or a "■". To prevent this from happening, it is recommended to upload PDFs in the supported languages above.
Text fields allow text within the boundaries of the box. The text font and size will determine the amount of characters that can fit within the text box field. Simply adjust the size to fit more or less text. Restrictions apply to both the party signing and the document owner during the edit process.
Dates can be set to be formatted in various ways. From words to numbers or a mixture of both. You can set the date field to be automatically filled to use the completion date of the document or to have the signatory select a date.
The default state for this field is required, although this can also be set to be optional. Signatories will create their signature during the signing process.
The default state for this field is not required, although this can also be set to be required. Signatories will create their initials during the signing process.
Number fields allow text within the boundaries of the box. The text font and size will determine the amount of characters that can fit within the text box field. Simply adjust the size to fit more or less text. Restrictions apply to both the party signing and the document owner during the edit process. Characters 0-9, $, commas, and periods are accepted.
Checkboxes can be prechecked or left empty for the user to check. Validations can be set to enable a minimun selection amount and/or maximium selection amount for each checkbox field group.
Stamps are meant specifically for a signatory to upload an image that is meant to provide approval for a document. It can be an image of a company seal with the words "approved" on it, a green check mark, etc.
To create a select dropdown list to chose one item from, multiple values can be inserted to create a selectable list.
The current supported upload file types are: PDF, PNG, JPG, and JPEG. File fields will appear as attachemnts at the end of the completed PDF and will not be inline with the page.
Radio fields only allow one value to be select within a field group. Thus the maximum selected amount for a required group is 1 and can also be 0 for a non required radio field group.
Supported upload file types are: PNG, JPG, and JPEG. Image fields will be inline with the page. This means that the size of the image field will be the size of the image once uploaded on the page. The image will maintain its aspect ratio based on the size of the image fields height and width. It will also be inserted in the exact spot the field is located on in the page.
There are field limits for the following field types: stamp, file, and image. There can be no more than 14 combined fields total created per eSign document. Size limits for attachments per each of these fields types can be no more than 25MB per field.
There are also data limits and file storage limits that must be adhered to based on the current subscription the user has. If the limit is to be surpassed, the signatory will receive an error that the file cannot be uploaded due to the owner's account limits. The owner of the document can increase these limits by upgrading their plan in such a case.
Electronic Signature documents cannot be larger than 25MB total in combined size and cannot have more than 2,000 pages combined between all PDFs uploaded for that document. It is recommened to keep the total document file size under 5MB to prevent delayed loading times for signatories and large file sizes for signed PDFs.
Each document may have up to 10 parties added that can sign. They can all sign simultaneously or in a specified signing order.
If any party information is modified post creation, an email will be sent out letting signatories know they need to resign due to updates to the document. All previous signing data submitted will be lost.
This can occur for the following reasons:
Fields can be updated as long as the document has not been fully signed by all parties. If a user is signing the document while the document is being updated by the owner, as long as the owner saves the changes before the signatories submits the document, they will be notified by a web alert and will be required to reauthenticate to review and sign the latest changes.
If the signed PDF is under 5MB and the eSignature document option is enabled to "send via email", the PDF will be sent to each signatory, after every party has signed, as an attachment.
If a signed PDF document is over 5MB in size and after all signing has been completed, an email will be sent to each signatory with a Download Securely link to download the signed PDF.
After a subscription has expired, if the account is above any of the plan's feature limits, it will go through a purging process through which the account will be adjusted to comply. For example, if the account is now on the personal plan that has an "Active Concurrent Portals" limit of 1 but was previously on a paid subscription with higher limits, the system will remove portals and files to maintain adherence to the new plan's limits. This also applies to the "Total Active File Space" limit.
The process functions in the following order:
These portals get processed first. The removal process will start with the most recently created portals and work its way down the oldest. It will remove file portals one by one until it is in adherence with the "Active Concurrent Portals" limit. Once in adherence with the limit, if the "Total Active File Space" limit is still surpassed, it will start to remove any active portal files uploaded by recipeints first (starting with the largest files first) and then move to the owner's uploaded files (starting with the largest files first) and remove them one at a time until the "Total Active File Space" limit is at or below the current plan's limit. Keep in mind that since it removes the largest files first, it may move between active portals to remove the largest files amongst all active portals to adhere to the limit.
If the "Total Active File Space" limit is still surpassed after the "Active Concurrent Portals" limit, it will start to remove any active incomplete eSignature documents first and then move to completed documents if still out of adherence. It is important to make sure the account owner downloads all needed audit logs and signed PDF documents before this process starts, as the deletion is permanent. If the monthly bandwidth limit prevents the account from downloading any of these, please contact our support team here to be considered for a temporary bandwidth exception. It will be up to the account owner to send the signatories copies of the documents and make sure they receive them if they have not yet downloaded them to comply with regulations.
If the "Total Active File Space" limit is still surpassed after the eSignature Documents file space removal, it will start to remove any eSignature templates (starting with the largest first). When a template is removed, it is unrecoverable and must be recreated as another template afterwards.
The user will receive an advanced notice through email before this process begins which includes the date when the purging will start in UTC time. There will also be a banner displayed that is updated every 30 minutes on the account if it will be affected by this. Although, is it always best practice to manually check your account to make sure you are within your plan's limits and put your account within the limits by removing the items you'd like to remove, in order to keep the ones you'd like to keep. If you need to keep any files, documents, or portals active but are over the limits, upgrading the account's plan to one that has the desired limits, is the only way to prevent the purging process.
