Upload & Prepare
Uploading Documents
Click Send for Signature in the sidebar to start. You can:
- Drag & drop files directly onto the upload area
- Browse your local files
- Import from library — select from previously uploaded documents
File limits: Maximum 25 MB per file, PDF or image format (PNG, JPG, JPEG). Multiple files can be merged into a single signing request.
Document Preparation
After uploading, you enter the Document Preparation view where you:
- Place fields — Drag signature, initials, date, text, checkbox, and attachment fields onto the document from the toolbar
- Assign fields to signers — Each field is color-coded by recipient
- Set field properties — Mark fields as required/optional, set font size, add placeholder text
- Configure validation — Email format, phone format, date format, number ranges
Note: The document preparation toolbar provides the six most common field types. Additional field types (dropdown, radio, full name, email address, company, title, number, note) are available when placing fields via the API or through AI-powered field detection.
AI-Powered Field Detection
ZiaSign's AI automatically detects common signature and date locations in your document. Look for the blue highlights — click to accept a suggestion or dismiss it.
Recipient Configuration
Adding Recipients
For each recipient, provide:
- Name — Displayed in the signing interface
- Email — Where the signing invitation is sent
- Role — Determines what the recipient can do with the document
Recipient Roles
| Role | Description |
|---|---|
| Signer | Must complete assigned signature and form fields |
| Approver | Reviews the document and can approve or request changes (no signature fields) |
| Carbon Copy (CC) | Receives a copy of the document for reference — no action required |
| Editor | Can edit document content before signers are notified |
| Agent | Signs on behalf of another party (e.g., legal representative) |
| In-Person Signer | Signs in person on a shared device, guided by a host |
| Intermediary | Reviews and can delegate the signing to another person, request changes, or download |
Signing Order
| Mode | Behavior |
|---|---|
| Sequential (default) | Recipients are notified in order — each waits for the previous to complete |
| Parallel | Set a recipient's order to 0 so all recipients receive the invitation simultaneously |
Authentication Options
Add extra identity verification for high-value documents:
- None (default) — Recipient accesses the document via the secure unique link in their email
- Email OTP — Recipient must enter a one-time verification code sent to their email before viewing
- Access Code — You set a code that the recipient must enter before viewing the document
Sending
Configure the signing request before sending:
- Email Subject — Custom subject line (default: "[Sender Name] has sent you a document to sign")
- Email Message — Personal message included in the signing email
- Delivery — Send immediately or schedule for a specific date and time
- Expiration — Set an expiration date after which the signing request is no longer valid
- Reminders — Automatic reminder emails with configurable frequency: Daily, Every 3 days, or Weekly
Click Send to dispatch. You can track status in real time from your dashboard.
Post-Send Actions
After sending, you can:
- Cancel Request — Void the document before all parties sign
- Send Reminder — Send a reminder notification to pending signers
- Download — Download the document, certificate of completion, or audit trail as PDF
- Audit Trail — Download the full audit trail with timestamps, IP addresses, and authentication details
Frequently asked questions
What file formats does ZiaSign support?
ZiaSign supports PDF, PNG, JPG, and JPEG files up to 25 MB each.
Can I send a document to multiple signers?
Yes. Add as many recipients as needed with different roles (Signer, Approver, CC, Editor, Agent, In-Person Signer, Intermediary). You can set parallel signing (everyone at once) or sequential signing (ordered by position).
What happens if a signer declines?
You receive an immediate notification with the signer's reason for declining. You can then cancel the request or modify and resend the document.
Related documentation
The Signing Experience
How signers review, fill, and sign documents — no account required, works on any device.
Document Templates
Create reusable templates with pre-placed fields to send documents faster and maintain consistency.
Audit Trail & Legal Validity
Every document includes a comprehensive audit trail that provides legal evidence of the signing process.