More useful than emailing an attachment
Email attachments leave the sender with several unanswered questions. Did the right person receive the final version? Which parts should they complete? Has everybody acted? Is the signed file buried in a reply chain?
A structured signature request separates the document from the conversation around it. In Orbis Sign, the account holder uploads a PDF, adds recipients and places fields on the relevant pages. Each field is assigned to a particular person, so the request is prepared before it is sent rather than explained through a long email.
Recipients receive a link and complete their assigned fields in a browser. They do not need to create an account. The sender can review document status, see activity and use manual reminders where follow-up is needed. Once the signing workflow is complete, the signed PDF and completion record are available to download.
Choose how several recipients take part
A document may need one signature or several. Orbis Sign supports two ways to organise multiple recipients:
Sequential signing
Recipients are approached one at a time in the order you set. This suits workflows where the next person should act only after the previous person has finished.
Parallel signing
Recipients can be notified together and act in any order. This is useful when one person's action does not depend on another's.
Decide the order before sending and check that each field is assigned correctly. Changing a business process after invitations have gone out can cause confusion, even when the software records the document clearly.
A sensible sending checklist
Use the agreed version
Resolve drafting changes first and upload the PDF that recipients are actually expected to sign.
Identify every participant
Check recipient names and contact details, then decide whether they should sign sequentially or in parallel.
Assign fields carefully
Place signature and information fields where they belong, assign each to the correct recipient and choose which are required.
Review before dispatch
Check the title, document pages, field placement, delivery method and any signing deadline.
Monitor without over-chasing
Use document status and activity to decide whether a reminder is appropriate.
Retain the result
Download the completed PDF and supporting record according to your organisation's retention and access rules.
Keep legal and operational requirements in view
Sending a document through Orbis Sign does not decide whether a person has authority to sign, whether the terms are correct, or whether a particular document needs witnessing or another specialist formality. The customer must assess whether the workflow fits the transaction. This information describes the product and is not legal advice.