Sending Documents for E-Signature

Learn how to send BreezeDoc documents to recipients for electronic signatures. This guide covers sending workflows, recipient notifications, sequential signing, passcode protection, and tracking delivery.

Prerequisites

• Document: Created document with fields added
• Recipients: At least one recipient with valid email address
• Fields Assigned: All fields assigned to recipients
• Document Status: Document saved and ready to send

Before You Send - Final Checklist

Complete these checks before sending your document:

• Fields: All required fields are added and positioned correctly
• Recipients: Email addresses are correct and recipients are added
• Assignment: Every field is assigned to the correct recipient
• Document Name: Clear, descriptive name that recipients will recognize
• Review: Preview the document to ensure everything looks correct

How to Send a Document

1. Open your document in the editor.
2. Review all fields and recipient assignments.
3. Click Send in the top right corner.
4. Review the send confirmation screen:
   • Document name
   • Recipient list
   • Number of fields per recipient
5. Optionally add a Personal Message to include in the email.
6. Click Send Document to confirm.
7. Recipients receive email notifications immediately.

What Happens Next

After sending:

• Recipients receive an email with a link to sign the document
• The document status changes to "Sent"
• The document is locked and cannot be edited
• You can track progress in the activity log
• You receive notifications when recipients complete signing

Understanding the Recipient Email

Recipients receive an email containing:

• Subject: "[Your Name] sent you a document to sign: [Document Name]"
• Sender Info: Your name and email
• Document Name: Clear identification of the document
• Personal Message: Your custom message (if included)
• Action Button: "Review and Sign" link
• BreezeDoc Branding: Footer with BreezeDoc logo (removed on Agency plan)

Custom Email Templates (Pro+)

Pro and Agency plans can customize recipient emails:

1. Go to Settings ➜ Email Templates.
2. Edit the email subject and body.
3. Use template variables:
   • {{document_name}} – Document title
   • {{sender_name}} – Your name
   • {{recipient_name}} – Recipient's name
4. Add your logo (Agency plan only).
5. Save changes.
6. All future documents use your custom template.

Sequential Signing

For documents requiring multiple signers in a specific order:

How to Set Up Sequential Signing

1. Add multiple recipients to your document.
2. In the recipient panel, use the Signing Order option.
3. Drag recipients to arrange signing order:
   • 1st recipient signs first
   • 2nd recipient signs after 1st completes
   • And so on...
4. Click Send.

Sequential Signing Behavior

• Email Timing: Only the first recipient receives an email immediately
• Next Recipient: Each subsequent recipient receives their email after the previous person signs
• Status Tracking: See which recipient is currently reviewing the document
• Waiting Status: Later recipients see "Waiting for [Name] to sign" if they access the link early

Passcode Protection

Add extra security by requiring a passcode before recipients can access the document.

How to Enable Passcodes

1. Open your document in the editor.
2. Go to Document Settings.
3. Enable Passcode Protection.
4. Enter a passcode (4-10 characters recommended).
5. Share the passcode with recipients separately (via phone, SMS, or separate email).
6. Send the document.

Recipient Experience with Passcodes

1. Recipient clicks the signing link in the email.
2. BreezeDoc prompts for the passcode.
3. Recipient enters the passcode you provided.
4. If correct, the document opens for signing.
5. If incorrect, recipient can retry.

Best Practice: Share passcodes through a different channel than the document email for maximum security.

Sending to Multiple Recipients

BreezeDoc supports multiple recipients on all plans.

Recipient Roles

• Signer – Must complete assigned fields and sign the document
• Watcher – Receives notification when document is completed (no signing required)
• CC – Receives a copy of the completed document via email

Adding CC Recipients

1. In the recipient panel, click Add CC Recipient.
2. Enter the email address.
3. CC recipients receive the completed document but do not sign.

Shareable Signing Links

Instead of emailing, you can share direct links to the document.

How to Get a Shareable Link

1. After sending the document, go to the document detail page.
2. In the recipient list, find the recipient.
3. Click Copy Link next to the recipient's name.
4. Share this unique link via any channel (SMS, chat, etc.).

Important: Each recipient has a unique link. Do not share one recipient's link with another person.

Automatic Reminders (Pro+)

Pro and Agency plans can send automatic reminder emails to recipients who have not completed signing.

How to Enable Reminders

1. Go to Settings ➜ Reminders.
2. Enable Automatic Reminders.
3. Set reminder frequency:
   • Daily
   • Every 3 days
   • Weekly
4. Save settings.
5. All documents sent after this will include automatic reminders.

Sending Manual Reminders

On any plan, send a one-time reminder:

1. Go to the document detail page.
2. Find the recipient who has not signed.
3. Click Send Reminder.
4. The recipient receives a reminder email immediately.

Document Expiration

Set a deadline for signing. After expiration, recipients cannot sign the document.

How to Set Expiration Date

1. In the document editor, go to Document Settings.
2. Enable Expiration Date.
3. Choose a date and time.
4. Save and send the document.

Expiration Behavior

• Before Expiration: Recipients can sign normally
• After Expiration: Signing link shows "This document has expired"
• Expiration Warnings: Pro+ plans send reminder emails 24 hours before expiration
• Extension: You can extend the expiration date from the document detail page

Redirect After Signing (Pro+)

Redirect recipients to a custom URL after they complete signing.

How to Set Up Redirects

1. In the document editor, go to Document Settings.
2. Enable Redirect URL.
3. Enter the full URL (e.g., https://yoursite.com/thank-you).
4. Save and send.
5. After signing, recipients are redirected to your URL.

Common Redirect Use Cases

• Thank you page with next steps
• Onboarding portal or dashboard
• Product download page
• Survey or feedback form
• Payment or checkout page

Troubleshooting

Issue: Recipient did not receive email

Fix: Check the recipient email address for typos. Ask recipient to check spam/junk folder. Resend the document from the document detail page using Send Reminder.

Issue: Cannot send document - "No recipients added"

Fix: Add at least one recipient in the recipient panel before sending. Ensure each field is assigned to a recipient.

Issue: Recipient cannot access document - passcode error

Fix: Verify you shared the correct passcode. Passcodes are case-sensitive. Recipient can request the passcode again or contact you directly.

Issue: Sent wrong version of document

Fix: Unfortunately, sent documents cannot be recalled. Contact recipients and ask them not to sign. Send a corrected version. Consider deleting the old document after confirmation.

FAQ

Q: Can I edit a document after sending it?

A: No, documents are locked once sent to preserve document integrity. Clone the document to create an editable copy.

Q: How long does the recipient have to sign?

A: By default, links never expire unless you set an expiration date. However, set reasonable deadlines to ensure timely completion.

Q: Can I send the same document to multiple people separately?

A: Yes, clone the document for each recipient. Each person will have their own unique document instance.

Q: What happens if a recipient loses the email?

A: Go to the document detail page and click Send Reminder to resend the email. Alternatively, copy the shareable link and send it directly.

Need more help? Contact our support team – we are here to help!