What online PDF signing changes
A PDF is useful because its layout remains consistent, but a normal PDF attachment does not tell a recipient where to act or help a sender see what has happened. The traditional alternative often involves downloading the file, printing it, signing by hand, scanning it and sending another attachment back.
Orbis Sign keeps the familiar PDF while adding a structured layer for completion. The sender positions fields on the document and assigns them to a recipient. Those fields can include signatures and initials as well as dates, names, email addresses, text, numbers, checkboxes and other supported information. Required fields can be used where an answer must be supplied before completion.
The recipient follows their invitation in a browser and works through the fields assigned to them. They do not need an Orbis Sign account or a separate application. This can be useful for routine agreements, approvals and acknowledgements where the organisation has already decided that an electronic-signature workflow is appropriate.
From PDF to completed document
Upload your PDF
Start with the PDF you want to send and give it a clear document title.
Add recipients and fields
Place signature, initials, date, text or other supported fields on the relevant pages, then assign them to the right recipient.
Send the invitation
Choose a signing order and delivery option, review the details and send the document.
Follow progress
Check whether the document is still pending or complete, and access the completed PDF and supporting record when the workflow finishes.
Prepare the document before sending
Online signing does not remove the need to check the underlying document. Use the final PDF, confirm names and terms, place fields accurately and make sure each field belongs to the intended person. If several people need to sign, Orbis Sign supports sequential signing, where people are invited in order, and parallel signing, where they can act independently.
- Use a descriptive title so the document is recognisable in the workspace and invitation.
- Check every page after upload and make sure fields do not cover important wording.
- Mark only genuinely necessary fields as required.
- Confirm recipient contact details before dispatch.
- Download and retain completed records in line with your own record-keeping policy.
Check whether electronic signing is suitable
Electronic signatures can be effective for many UK business documents, but requirements depend on the document, the parties and the circumstances. Some transactions need witnessing, identity checks or other execution formalities that a standard Orbis Sign workflow may not provide. Orbis Sign is a technology service, not legal advice. Seek appropriate advice when you are unsure.
Read about electronic signatures