How Recipients Sign Documents in BreezeDoc

When someone sends you a document to sign via BreezeDoc, you'll receive an email with a link to view and complete the document online. This guide explains the entire signing process from the recipient's perspective, including how to access documents, fill in fields, and complete the signing workflow.

What Recipients Receive

Initial Email Notification

When a document is sent to you, you receive an email from BreezeDoc with:

• Subject line: Customizable by sender (default: "[Sender Name] has sent you a document to sign")
• Sender information: Name and company of the person sending the document
• Document title: Name of the document you need to sign
• Custom message: Optional message from the sender explaining the document
• "Review & Sign" button: Link to access the document

Document Signing Link

Each recipient gets a unique, secure link in the format:

https://breezedoc.com/r/[unique-slug]  

Security Features:

• Unique per recipient: Each signer gets their own link
• No login required: Recipients don't need a BreezeDoc account
• Expiration dates: Document may have a signing deadline
• Activity tracking: Opens and views are logged for audit purposes

Prerequisites

• Email access: Ability to receive and open the notification email
• Modern browser: Chrome, Firefox, Safari, or Edge (latest version)
• Internet connection: Stable connection for document loading and submission
• Mobile compatible: Works on smartphones and tablets

Step-by-Step Signing Process

Step 1: Access the Document

1. Check your email inbox for a message from the sender (via BreezeDoc).
2. Open the email and review the sender information and document details.
3. Click the Review & Sign button in the email.
4. Your browser will open to the BreezeDoc signing page.

Note: The first time you open the link, BreezeDoc records an "opened" event in the document's activity log.

Step 2: Review the Document

You'll see the document signing interface:

• Document preview: PDF displayed in your browser
• Highlighted fields: Your required fields are highlighted (usually in yellow or blue)
• Field indicators: Icons show field types (signature, text input, checkbox, date)
• Progress indicators: Shows how many fields you need to complete
• Download button: Download the document PDF for review before or during signing
• Zoom controls: Adjust document size for reading (mobile: slider, desktop: scroll)

Downloading the Document

Before or during signing, you can download the document PDF to review offline or share with others:

1. Look for the Download button in the top-right corner of the header.
2. On desktop: You'll see a download icon and "Download" text.
3. On mobile: You'll see only the download icon (space-saving design).
4. Click the button to download the PDF with the document title as filename.

Why Download Before Signing?

• Review the document at your own pace, offline
• Share with your lawyer, accountant, or advisor for professional review
• Use AI tools like ChatGPT to help understand complex contract terms
• Keep a reference copy before making your legal commitment

Note: The downloaded PDF shows the document in its current state. Fields you've already completed will appear filled in, while incomplete fields show as empty placeholders.

Step 3: Complete Required Fields

BreezeDoc supports multiple field types. Here's how to complete each:

Signature Fields

1. Click on the signature field.
2. Choose signing method:
   • Type: Enter your name and select a font style
   • Draw: Use your mouse or touchscreen to draw your signature
   • Upload: Upload an image of your signature (if enabled)
3. Review the signature preview.
4. Click Insert or Done to place the signature.
5. Press Enter to move to the next field.

Automatic Signature Propagation: When you create or upload a signature, BreezeDoc automatically applies it to all other signature fields assigned to you in the document. You only need to sign once, and all your signature fields will be filled with the same signature. This saves time on documents with multiple signature requirements.

Initials Fields

1. Click on the initials field.
2. Type your initials or draw them.
3. Click Insert to place.
4. Press Enter to move to the next field.

Automatic Initials Propagation: Similar to signatures, when you create or upload your initials, BreezeDoc automatically applies them to all other initials fields assigned to you. Initial once, and all your initials fields are completed automatically.

Text Fields

1. Click on the text field.
2. Type your response (name, address, job title, etc.).
3. Press Enter to confirm and move to the next field.
4. Use Shift+Enter to add a new line within the text field.

Date Fields

1. Click on the date field.
2. Select a date from the calendar picker (or type manually if allowed).
3. The date format matches the sender's preference setting.
4. Click outside the field to confirm.

Checkbox Fields

1. Click on the checkbox to check it.
2. Click again to uncheck if needed.
3. Required checkboxes must be checked before submitting.
4. Press Enter to move to the next field after checking.

Dropdown Fields

1. Click on the dropdown menu.
2. Select your choice from the available options.
3. The selection is saved automatically.
4. Press Enter to move to the next field.

Field Validation:

• Required fields: Marked with an asterisk (*) or highlighted border
• Cannot submit incomplete: BreezeDoc prevents submission until all required fields are completed
• Error messages: Clear messages indicate which fields need attention

Keyboard Navigation

Speed up your signing workflow with keyboard shortcuts:

• Enter: Complete current field and move to the next field
• Shift+Enter: Add a new line in text fields (instead of advancing)
• Last field + Enter: Opens the Finalize confirmation dialog

This is especially useful for documents with many fields - you can complete the entire document without touching your mouse.

Step 4: Submit the Completed Document

1. Review all your completed fields to ensure accuracy.
2. Scroll to the bottom of the document or click the Finalize button.
3. BreezeDoc validates all required fields.
4. If any required fields are missing, you'll see error messages indicating which fields need completion.
5. Once all fields are complete, click Confirm and sign the document.

What Happens When You Submit:

• Document is locked: You cannot edit fields after submission
• Completion event logged: Activity log records your submission timestamp
• Sender notified: Document owner receives notification of your completion
• Next recipient notified: If sequential signing, the next person receives their email
• Final PDF generated: When all signers complete, a final signed PDF is created

Step 5: View Confirmation Page

After successful submission, you'll see a confirmation page showing:

• Success message: "Your document has been signed!" or similar
• Document title: Confirmation of which document you signed
• Next steps: Information about what happens next (if applicable)
• Completion email: You'll receive a completion email with the final signed document as an attachment (when all recipients finish)

Sequential vs. Parallel Signing

Parallel Signing (Default)

All recipients receive signing links simultaneously and can sign in any order:

• All notified at once: Everyone gets the email when sender clicks "Send"
• Sign anytime: No waiting for others to complete first
• No order dependency: Complete whenever convenient
• Completion notification: All recipients notified when everyone finishes

Sequential Signing

If sender enabled sequential signing, recipients must sign in a specific order:

• One at a time: Only the current recipient receives the signing link
• Wait for previous signer: You receive email only after the person before you completes
• Order displayed: Document may show your position in the signing order
• Auto-notification: BreezeDoc automatically sends to next recipient after each completion

Signing Documents on Mobile Devices

Mobile Browser Compatibility

BreezeDoc signing pages work on smartphones and tablets:

• iOS Safari: iPhone and iPad (iOS 13+)
• Android Chrome: Android phones and tablets (Android 8+)
• Mobile Firefox: All platforms
• Responsive design: Interface adapts to screen size

Mobile Signing Tips

• Use stylus or finger: Draw signatures directly on touchscreen
• Rotate for landscape: Better view of full document on wider screens
• Zoom carefully: Use the zoom slider to read fine print, then zoom out for field completion
• Stable connection: Ensure WiFi or strong cellular signal to prevent submission errors
• Download for review: Use the Download button to save a copy for offline reading

Common Recipient Scenarios

Expired Documents

If the document has passed its expiration date:

• Cannot sign: Expired documents cannot be completed
• Expired page shown: You'll see a message indicating the document expired
• Contact sender: Request a new copy or extension from the document owner

Already Signed Documents

If you click the signing link after completing:

• Redirected to confirmation: Automatically shown the confirmation page
• Cannot re-sign: Completed documents are locked from further editing
• View only: May be able to view but not edit

Deleted Documents

If sender deleted the document before you signed:

• 404 error: Document not found
• Cannot complete: Signing link is no longer valid
• Contact sender: Ask if document should be resent

Privacy and Data Security for Recipients

What Data Is Collected

When you sign a document, BreezeDoc records:

• Field values: Text, signatures, dates, checkboxes you enter
• Activity events: When you opened, viewed, and completed the document
• IP address: For audit trail and fraud prevention
• User agent: Browser and device information
• Session ID: For tracking individual sessions

Data Retention

• Document storage: Completed documents stored securely by sender's organization
• Activity logs: Audit trails maintained for compliance and legal purposes
• Access control: Only sender and authorized parties can view completed document
• Deletion: Contact sender to request document deletion if needed

Recipient Rights

• No obligation to sign: You can decline to sign any document
• Review before signing: Read entire document before completing fields
• Download for review: Download the PDF to share with advisors before signing
• Request clarification: Contact sender with questions before signing
• Legal binding: Electronic signatures are legally binding; understand what you're signing

Troubleshooting Signing Issues

Issue: Cannot access signing link

Fix: Check spam/junk folder for the email. Ensure link was not truncated if copied manually. Try accessing from a different browser or device. Contact sender to resend the document if link expired.

Issue: Signature field not accepting my signature

Fix: Try a different signing method (type instead of draw, or vice versa). Use a mouse instead of touchpad for drawing. Clear browser cache and try again. Ensure signature is not blank (add some content). Try a different browser.

Issue: Cannot submit document (grayed out button)

Fix: Check for error messages indicating missing required fields. Scroll through entire document to find all required fields (marked with *). Ensure signature and initials fields are completed. Fill all text inputs with valid data. Check all required checkboxes.

Issue: Document shows as expired

Fix: Contact the sender to request a new copy with extended expiration date. Sender can clone the document and resend with updated deadline. No workaround for expired documents - sender must take action.

Issue: Page loading slowly or timing out

Fix: Check your internet connection stability. Try loading on WiFi instead of cellular. Clear browser cache and cookies. Close other tabs/applications using bandwidth. Try a different browser or device.

Issue: Fields not appearing or interactive

Fix: Ensure JavaScript is enabled in browser settings. Disable browser extensions that might block scripts. Try an incognito/private window. Update browser to latest version. Contact sender - they may need to reassign fields.

FAQ

Q: Do I need a BreezeDoc account to sign a document?

A: No. Recipients can sign documents without creating an account. You only need the unique signing link sent to your email.

Q: How long is the signing link valid?

A: Signing links remain valid until the document expires (if expiration date set by sender) or until the document is deleted. There is no time limit on the link itself.

Q: Can I save progress and return later to finish signing?

A: It depends on the implementation. Some document signing interfaces may auto-save, but it's best to complete signing in one session to avoid losing progress. Use the same browser and don't clear cookies if you need to return.

Q: What if I made a mistake in a field after submitting?

A: Once submitted, you cannot edit fields. Contact the document sender immediately. They can resend the document or create a corrected version for you to sign again.

Q: Will I receive a copy of the completed document?

A: Yes. When all recipients complete the document, everyone receives an email with the final signed PDF as an attachment. Timing depends on when all signers finish.

Q: Can I sign on my smartphone or tablet?

A: Yes. BreezeDoc signing pages are mobile-responsive and work on iOS and Android devices using modern browsers like Safari, Chrome, and Firefox.

Q: Is my electronic signature legally binding?

A: Yes. Electronic signatures created through BreezeDoc are legally binding under laws like ESIGN Act (US) and eIDAS (EU). BreezeDoc maintains audit trails for compliance.

Q: Do I need to sign every signature field individually?

A: No. BreezeDoc automatically propagates your signature to all signature fields assigned to you. When you create or upload a signature in one field, it automatically fills all other signature fields for you. The same applies to initials fields - initial once, and all your initials fields are completed. This feature saves time on documents with multiple signing requirements.

Q: Can I download the document before signing it?

A: Yes. Click the Download button in the header bar to download the PDF. You can review it offline, share it with your lawyer or advisor, or use AI tools to help understand the terms before signing.

Q: Can I use keyboard shortcuts to sign faster?

A: Yes. Press Enter after completing any field to automatically move to the next field. This speeds up the signing process, especially for documents with many fields. Use Shift+Enter in text fields to add new lines instead of advancing.

Q: Can other recipients see my information?

A: Other recipients may see the fields you completed on the final document (like your signature and text entries), but they cannot see your personal data (IP address, etc.) in the activity logs. Only the sender can view full activity details.

Need more help? Contact the person who sent you the document, or reach out to BreezeDoc support - we're here to help!