Contract signing software: control the route from approved version to executed record

Separate negotiation from execution

Contract signing software should receive an agreed document, not become an accidental place for unresolved drafting. Before upload, nominate who owns the contract, identify the approved version and close or record outstanding comments. Export that version to PDF and check that schedules, page numbering and signature blocks are present.

Orbis Sign then supports the execution route: an account holder uploads the PDF, assigns fields, addresses recipients and chooses sequential or parallel signing. It does not decide whether terms were approved, whether a counterparty has capacity, or which version your internal policy authorises.

Four controls that matter for agreements

Version authority

Give the approved PDF an unambiguous title and retain the source approval outside the signing platform. If terms change after sending, stop and issue the corrected version through your controlled process rather than asking people to overlook an error.

Signer authority

Confirm who may bind each organisation and whether internal delegations or board approvals apply. An email address and completed signature field do not, by themselves, establish corporate authority.

Execution constraints

Decide whether signing order matters, whether all parties sign counterparts, whether a witness must be physically present, and whether delivery of the executed document has a specific meaning under the agreement. Standard electronic signing may not satisfy every constraint.

Record ownership

Define who checks completion, where the final PDF and separate activity record are filed, who can retrieve them, and how long they are retained. Do not assume an online workspace replaces your contract repository or retention schedule.

What the platform records—and what it cannot decide

Orbis Sign exposes document states and selected workflow, consent, signing and provider-reported events. A completed PDF and separate completion or activity record can be accessed through the completed-document workflow. Event coverage varies. Delivery or opening signals depend on reporting and do not prove that a particular person read or understood the contract.

The system can require assigned fields before a recipient completes their step. It cannot assess contractual capacity, unfair terms, due authority, the need for witnessing, filing formalities or whether parties intended immediate legal delivery. Build those decisions into the execution checklist.

A contract execution checklist

• Record the contract owner, approved file name and approval reference.
• Confirm legal names, notice details, signatories and authority.
• Identify deeds, guarantees, witnessing, notarisation or registry requirements.
• Choose routing deliberately; order should reflect the transaction, not habit.
• Check recipient addresses using a trusted source before sending.
• Review the completed file rather than relying only on a “completed” status.
• File the contract, supporting record and approvals under the applicable retention policy.

For general UK electronic execution context, read the existing electronic signatures guide. To assess preparation and recipient capabilities, visit electronic signature software.