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
Passcode protection: Optional additional security (if enabled by sender)
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
Passcode: If document is passcode-protected, you'll need the code from the sender
Mobile compatible: Works on smartphones and tablets

Step-by-Step Signing Process

Step 1: Access the Document

Check your email inbox for a message from the sender (via BreezeDoc).
Open the email and review the sender information and document details.
Click the Review & Sign button in the email.
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: Enter Passcode (If Required)

If the sender enabled passcode protection:

You'll see a passcode entry screen before viewing the document.
Enter the passcode provided by the sender (usually via separate communication).
Click Submit or Verify.

Passcode Security:

5 attempt limit: After 5 failed attempts, access is locked for 15 minutes
Case-sensitive: Passcodes are case-sensitive; enter exactly as provided
Session storage: Once verified, you won't need to re-enter for this session
Contact sender: If you don't have the passcode, contact the document sender

Code Reference: Passcode verification is in app/Http/Controllers/RecipientController.php:442-479 .

Step 3: Review the Document

Once passcode is verified (or if no passcode required), 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: Some interfaces show how many fields you need to complete
Scroll navigation: Scroll through the document to find all fields

Viewing Features:

Zoom controls: Zoom in/out to read fine print
Download option: Some senders allow downloading the unsigned document
Print option: May be available depending on sender settings

Step 4: Complete Required Fields

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

Signature Fields

Click on the signature field.
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)
Review the signature preview.
Click Insert or Done to place the signature.

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

Click on the initials field.
Type your initials or draw them.
Click Insert to place.

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

Click on the text field.
Type your response (name, address, job title, etc.).
Click outside the field or press Tab to move to the next field.

Date Fields

Click on the date field.
Select a date from the calendar picker (or type manually if allowed).
Click outside the field to confirm.

Checkbox Fields

Click on the checkbox to check it.
Click again to uncheck if needed.
Required checkboxes must be checked before submitting.

Click on the dropdown menu.
Select your choice from the available options.
The selection is saved automatically.

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

Code Reference: Field validation is in app/Http/Controllers/RecipientController.php:217-256 .

Step 5: Submit the Completed Document

Review all your completed fields to ensure accuracy.
Scroll to the bottom of the document or click the Submit button.
BreezeDoc validates all required fields.
If any required fields are missing, you'll see error messages indicating which fields need completion.
Once all fields are complete, click Sign & Submit or Complete 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 6: 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)
Download button: Option to download the completed document (if enabled by sender)
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: Pinch to zoom for reading fine print, but zoom out for field completion
Stable connection: Ensure WiFi or strong cellular signal to prevent submission errors
Save progress: Some implementations auto-save; otherwise complete in one session

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

Code Reference: Expiration check is in app/Http/Controllers/RecipientController.php:176-180 .

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

Code Reference: Event tracking is in app/Http/Controllers/RecipientController.php:196-205, 280-288 .

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
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: Passcode not working

Fix: Verify passcode is entered exactly as provided (case-sensitive). Check for extra spaces before/after passcode. Ensure you haven't reached the 5-attempt limit (wait 15 minutes if locked). Contact sender to verify correct passcode or request removal.

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 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!