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Signing Documents

This guide covers how recipients sign documents using Zapa Client Portals' integrated PDF signing experience.

PDF Sign Workbench

Receiving a Signature Request​

When you're requested to sign a document, you'll receive:

  1. Email Notification - A message with a link to sign
  2. Portal Notification - If you have portal access, you'll see the request in your portal

Email Notification​

The signature request email includes:

  • Document name and description
  • Sender information
  • Secure link to sign the document
  • Expiration date (if set)

Click the link in the email to open the signing workbench directly.

The PDF Signing Experience​

Opening the Document​

When you access a signature request:

  1. The document loads in the PDF viewer
  2. Signature fields are highlighted in yellow
  3. A progress indicator shows required fields

PDF Preview

The signing interface guides you through each required field:

ElementDescription
Yellow FieldsFields requiring your input
Navigation ArrowPoints to the next required field
Progress BarShows completion status
Field Counter"X of Y fields completed"

Types of Signature Fields​

Documents may include various field types:

Signature Field​

  • Click to open the signature pad
  • Draw your signature with mouse or finger
  • Or type your name to auto-generate a signature

Initial Field​

  • For initialing individual pages or sections
  • Smaller than a full signature

Date Field​

  • Automatically filled with current date
  • Or manually selectable date

Text Field​

  • For typed information (name, title, company)
  • May have format validation

Checkbox​

  • For acknowledgment or agreement items
  • Click to check/uncheck

Creating Your Signature​

Drawing a Signature​

  1. Click on the signature field
  2. A signature pad opens
  3. Use your mouse, trackpad, or touch screen to draw
  4. Click Clear to try again
  5. Click Apply when satisfied

Typing a Signature​

  1. Click on the signature field
  2. Select the Type tab
  3. Enter your name
  4. Choose a font style
  5. Click Apply

Saving Your Signature​

Pro Tip

Your signature can be saved for future documents. Check "Save signature for future use" when applying.

Completing the Signing Process​

Review Before Submitting​

Before final submission:

  • All required fields must be completed
  • Review the document for accuracy
  • Scroll through all pages

Submitting Your Signature​

  1. Complete all required fields
  2. Click Submit or Complete Signing
  3. Confirm your submission
  4. Receive confirmation email

What Happens Next​

After you sign:

  1. The document is saved with your signature embedded
  2. The sender is notified
  3. Other recipients (if any) are prompted to sign
  4. You receive a confirmation email
  5. Once all parties sign, everyone gets a copy

Viewing Signed Documents​

From the Portal​

If you have portal access:

  1. Navigate to the portal
  2. Find the signed document
  3. Click to view or download

From Email​

Your confirmation email includes:

  • Link to view the signed document
  • PDF attachment (if enabled by sender)

Troubleshooting​

Signature Fields Not Appearing​

  • Refresh the page
  • Try a different browser
  • Clear browser cache
  • Contact the sender

Unable to Draw Signature​

  • Ensure JavaScript is enabled
  • Try a different input method (mouse vs touch)
  • Use the "Type" option instead

Signature request links expire for security. Contact the sender to:

  • Resend the signature request
  • Extend the expiration date

Completed but Sender Didn't Receive​

  • Check your confirmation email
  • The sender may need to check their spam folder
  • Contact the sender to verify receipt

Mobile Signing​

Signing on Phone or Tablet​

  1. Open the signature request link on your mobile device
  2. The interface adapts to your screen size
  3. Use your finger to draw signatures
  4. Pinch to zoom if needed
  5. Swipe to navigate pages

Best Practices for Mobile​

  • Use landscape orientation for easier signing
  • Ensure good network connection
  • Complete signing in one session

Security Features​

Document Integrity​

All signed documents include:

  • Cryptographic hash verification
  • Timestamp of each signature
  • Audit trail of the signing process

Signer Verification​

Each signature is linked to:

  • Your email address
  • IP address (for audit)
  • Timestamp
  • Browser information