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Sending for Signature

Zapa Client Portals includes built-in electronic signatures, allowing you to send documents for signing directly from the platform.

Send for Signature Dialog

Overview​

The signature workflow:

  1. Select or upload a PDF
  2. Detect or place signature fields
  3. Assign fields to recipients
  4. Send the request
  5. Track progress and receive signed document

Starting a Signature Request​

From the Dashboard​

  1. Click Send for Signature in the top toolbar
  2. Upload a PDF or select one from your portals
  3. Configure recipients and fields

From a Portal​

  1. Open a portal with the PDF
  2. Right-click the file or click the action menu
  3. Select Send for Signature

File Menu - Send for Signature

  1. The file is pre-selected in the signature workbench

PDF Sign Workbench from Menu

From File Preview​

  1. Click a PDF to preview it
  2. Click the Send for Signature button
  3. Continue with recipient configuration

Selecting the Document​

Upload New PDF​

  1. Click the upload area or drag a PDF
  2. Only PDF files are accepted
  3. Wait for the upload to complete

Select Existing PDF​

  1. Click the Select Existing PDF tab
  2. Search or browse your portals
  3. Click to select the file

Automatic Field Detection​

Zapa automatically detects form fields in PDFs:

  • Signature fields - Places for signatures
  • Initial fields - Initial boxes
  • Date fields - Date entry areas
  • Text fields - Form text inputs

After detection:

  1. Review the detected fields
  2. Remove any incorrectly detected fields
  3. Add additional fields manually if needed

Manual Field Placement​

For PDFs without form fields:

Adding Signature Fields​

  1. Click Add Signature Field
  2. Click on the PDF where the signature should go
  3. Resize the field if needed
  4. Repeat for additional signatures

Adding Other Fields​

Available field types:

  • Signature - Full signature
  • Initials - Initial boxes
  • Date - Auto-filled signing date
  • Text - Custom text entry
  • Checkbox - Check boxes

Assigning Recipients​

Adding Recipients​

Each signature request can have multiple recipients:

  1. Click Add Recipient
  2. Enter recipient email address
  3. Enter recipient name
  4. Repeat for additional recipients

Assigning Fields to Recipients​

Each field must be assigned to a recipient:

  1. Click on a field
  2. Select the recipient from the dropdown
  3. The field color matches the recipient

Signing Order​

Configure whether recipients sign:

  • In parallel - Any order, all receive request immediately
  • In sequence - Specific order, each waits for previous

Review and Send​

Before sending:

  1. Review all field placements
  2. Verify recipient assignments
  3. Add an optional message
  4. Click Send for Signature

Recipients receive email notifications with signing links.

Bulk Signature Requests​

Send the same document to multiple portals:

  1. On the dashboard, select multiple portals (checkboxes)
  2. Click Send for Signature
  3. Upload or select your PDF
  4. Configure fields
  5. The document is sent to guests in each selected portal

Email Notifications​

Recipients receive:

  • Signature request - Link to sign
  • Reminders - If not yet signed
  • Completion - When all signatures complete

Senders receive:

  • Completion notifications - When fully signed
  • Status updates - Optional progress updates

Best Practices​

Document Preparation​

  • Use clear, high-quality PDFs
  • Place signature lines in the original document
  • Include printed name lines near signatures
  • Add date fields next to signatures

Field Placement​

  • Make signature fields large enough
  • Position near signature lines
  • Use initials for multi-page documents
  • Add date fields for verification

Recipient Management​

  • Verify email addresses before sending
  • Use clear recipient names
  • Consider signing order carefully
  • Limit recipients to necessary parties

Troubleshooting​

Fields Not Detected​

  • PDF may not have form fields
  • Try manual field placement
  • Ensure PDF isn't image-only (scanned)

Recipient Not Receiving Email​

  • Check spam/junk folder
  • Verify email address
  • Resend the request from tracking
  • Contact support if persists

Upload Failing​

  • Ensure file is PDF format
  • Check file size limits
  • Try a different browser
  • Contact support for large files