Envelopes

The Envelopes screen is the center of the panel: from here you create, send and follow everything that is out for signature. Users with the Read only role can view; Operators, Administrators and Owners can also create and cancel.

Screen overview#

• Indicators at the top: envelopes in progress, completed this month, drafts, closed without signature and the plan usage for the month (how many envelopes were created out of the total available).
• Search: by title, external reference, signer or envelope code.
• Filters: status and source (panel, API or ChatISP).
• List: document, signers (how many have already signed), status, source, deadline and creation date. The list loads more records as you scroll.

Create an envelope#

Click New envelope. Creation has four steps.

1. Document#

• Title: shown to the signers and in the list.
• Document source:
  • Upload a PDF: drag the file or click to choose it. Up to 20 MB, without a password.
  • Use a template: choose an active template and fill in its fields. Required variables must have a value. With a text template, the PDF is generated right after creation; the envelope stays as a draft with the indication Document being prepared until the file is ready.
• Message to the signers (optional): included in the invitation email, up to 2000 characters.

2. Signers#

For each person, enter name, email address, role and, if you wish, phone number, CPF or CNPJ and language. In the sequential order, also enter each person's position. Use Add signer to include more people (up to 50).

Note the envelope needs at least one person who signs. An observer only follows along.

3. Options#

The defaults come from Settings > Envelope defaults and can be changed envelope by envelope.

4. Review#

Check everything and choose:

• Create and send: the invitations go out immediately.
• Save as draft: the envelope is kept to be sent later, with the Send button in the detail view.

Follow an envelope#

Click a row in the list to open the detail view:

• Envelope details: status, message, level, order, deadline, reminder, source, external reference, dates and the envelope code with the validation link.
• Document: pages, size, SHA-256 hash of the original and, after completion, the hash of the signed copy.
• Signers: each person's status, confirmation channel, when they were notified, when they signed or declined (with the reason), reminders sent and position in the order.
• History: the chained events of the audit trail, in your local time, with the IP and hash of each event.

Remind those who have not signed#

In the detail view of a sent or in-progress envelope, Remind pending signers resends the invitation by email to those whose turn it is and who have not signed yet. Anyone who received a reminder in the last hour is skipped so as not to bother them. Signers on the conversation channel do not receive email: the reminder in the conversation is sent by ChatISP.

Cancel#

Cancel envelope closes the envelope: the signers can no longer sign. The reason is required and is recorded in the history. Draft, sent and in-progress envelopes can be canceled; completed, declined and expired envelopes cannot. A canceled envelope still counts toward the monthly limit.

Download the original and the signed copy#

• Original: the PDF exactly as it was sent for signature.
• Signed copy: the final PDF, with the signature manifest embedded, digitally signed and timestamped. Available after all parties have signed.

The file name of the signed copy ends with the word "signed" in the account language. To check the integrity of a downloaded file, compare its SHA-256 with the hash shown in the detail view or use the public validator.

Internal notices#

Some envelopes show an internal notice, visible only to your team, never to the signer:

Tip to integrate another system with envelopes (create, follow and download without opening the panel), use the public API.