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Overview

Knowlix Electronic Signatures enables sending, signing, and approving documents online through legally recognized digital signatures. Organizations streamline contract execution, eliminate paper-based workflows, and accelerate approval cycles. Electronic signatures demonstrate agreement to document content with legal standing similar to handwritten signatures. Upload PDF documents, add signature fields, designate signers, and track completion status. Fields auto-populate with signer information from your database. The module integrates with Documents for file storage, CRM for contract management, and HR for employee onboarding. Configure templates for frequently signed documents, set signing order for multi-party agreements, and enable authentication steps for enhanced security. Features include SMS verification, timestamped audit logs, cryptographic hash generation for inalterability, automatic reminders, validity date controls, and signatory identity confirmation. Completed documents store securely with full traceability of the signing process. 💡 Pro Tip: Ask Your Knowlix for signature workflows: “Send the employment contract to John for signature” or “Show me all documents pending signatures”
Electronic signatures are legally recognized in many jurisdictions worldwide, including the European Union (eIDAS regulation), United States (ESIGN Act and UETA), and numerous other countries. However, legal requirements vary significantly by jurisdiction. Before implementing electronic signatures, consider:
  • Jurisdiction-specific laws: Each country, state, or region may have unique requirements for electronic signature validity
  • Document type restrictions: Certain document types (wills, trusts, real estate deeds, court documents) may require traditional signatures in some jurisdictions
  • Industry regulations: Specific industries (healthcare, financial services, legal) may have additional compliance requirements
  • International transactions: Cross-border agreements may need to comply with multiple jurisdictions’ laws
  • Evidence requirements: Some jurisdictions require specific audit trails, authentication methods, or certificate standards
Important: The information in this documentation does not constitute legal advice. Electronic signature validity depends entirely on your jurisdiction’s laws and your specific use cases.
We strongly recommend:
  1. Consult a local attorney specializing in electronic signatures and digital commerce law in your jurisdiction
  2. Review industry-specific regulations that may apply to your business
  3. Conduct a legal assessment before using electronic signatures for high-value or legally sensitive documents
  4. Document your processes to demonstrate compliance with applicable laws
  5. Stay informed about evolving electronic signature legislation in your operating jurisdictions
While requirements vary, many jurisdictions consider these factors when evaluating electronic signature validity: Intent to sign: The signer must clearly demonstrate intent to execute the document electronically. Systems should show explicit “sign” actions, not just passive acceptance. Consent to electronic transactions: Signers must agree to conduct business electronically. Provide options to opt out and receive paper documents if preferred. Signature attribution: The signature must be clearly linked to a specific individual. Metadata like IP addresses, timestamps, and authentication records support attribution. Document association: The signature must be permanently associated with the signed document. Maintain records showing how and when signatures were captured. Record retention: All parties must retain copies of signed documents. Provide signers with immediate access to completed documents. Authentication: Some jurisdictions or document types require specific authentication methods. Options may include SMS codes, identity verification, or qualified digital certificates. 💡 Best Practice: For critical business agreements, combine electronic signatures with additional verification steps (SMS authentication, video identity confirmation, qualified certificates) to strengthen legal defensibility.

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Sending Documents for Signature

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One-Time Document Signatures

Send individual documents for signature without creating reusable templates. To send a document for one-time signing:
  1. From your dashboard, click Upload a PDF to sign
  2. Select the document file
  3. The document opens in the editor
  4. Drag and drop signature fields and other required fields onto the document
  5. Assign each field to the appropriate signer role
  6. Click Send
  7. Fill in signer information (name, email)
  8. Configure options (validity dates, reminders)
  9. Click Send
The document is dispatched to designated signers. Track signature status by navigating to Documents → All Documents.

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Validity Dates and Automatic Reminders

Control document expiration and send automated reminder notifications. To configure validity and reminders:
  1. Upload your document
  2. Add required fields
  3. Click Send
  4. In the Options section:
    • Valid Until: Set the expiration date for the signature request
    • Reminder: Toggle on to enable automatic reminders
    • Reminder Frequency: Click the default value to edit days between reminder emails
  5. Complete signer information
  6. Click Send
Signers receive initial notifications and periodic reminders until they sign or the validity period expires. Expired documents cannot be signed and require resending. 💡 Use Case: Set 30-day validity for employment contracts with weekly reminders. If candidates don’t sign within the validity period, HR reviews whether the position remains open before resending.

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Document Templates

Create reusable templates for documents requiring frequent signatures (employment contracts, NDAs, service agreements, purchase orders). To create a signature template:
  1. From your dashboard, click Upload a PDF template
  2. Select the document file
  3. Add required signature fields and data fields
  4. Assign fields to appropriate roles
  5. Click Template Properties to configure:
    • Tags: Categorize the template
    • Signed Document Workspace: Folder where completed documents are stored
    • Signed Document Tags: Tags applied to completed documents
    • Redirect Link: URL shown after successful signature
    • Authorized Users: Restrict template access to specific users or groups
  6. Save the template
Templates appear on your dashboard. Click Send to dispatch to a signer or Sign Now to sign immediately yourself. Creating templates from existing documents:
  1. Navigate to Documents → All Documents
  2. Locate a previously sent document
  3. Click the vertical ellipsis (⋮)
  4. Select Template
  5. Click the ellipsis again
  6. Select Restore
The document converts to a template and appears on your dashboard. 💡 Your Knowlix: “Create a signature template from the NDA document” or “Send the employment agreement template to Sarah”

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Roles and Signatories

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Role Configuration

Roles represent distinct participants in the signing process. Each field in a document is assigned to a specific role, and the person assigned to that role completes their fields. To manage roles:
  1. Navigate to Sign → Configuration → Roles
  2. Click New to create a role or select an existing role to edit
  3. Configure the role:
    • Role Name: Descriptive label (e.g., “Employee,” “Manager,” “Vendor”)
    • Extra Authentication Step: Optional SMS or advanced identity verification
    • Change Authorized: Allow document reassignment to different contacts
    • Color: Visual coding for field identification in template editor
  4. Click Save
Colors help distinguish role-specific fields when configuring multi-party documents with numerous fields.

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Authentication Methods

Enhance signature security with additional identity verification steps. SMS Verification: Require signers to enter a one-time code sent via SMS before completing signatures. To enable SMS verification for a role:
  1. Navigate to Sign → Configuration → Roles
  2. Click the Extra Authentication Step column for the role
  3. Select Unique Code Via SMS
  4. Save
Prerequisite: Register your SMS-enabled phone number in Sign → Configuration → Settings under “Authenticate by SMS.” SMS credits are required for verification messages.
Verification workflow:
  1. Signer completes all fields
  2. Clicks Sign and Validate & Send Completed Document
  3. Final Validation page appears requesting phone number
  4. One-time code is sent via SMS
  5. Signer enters code to confirm and complete the signature
Authentication considerations:
  • SMS verification requires SMS credits. Without credits, authentication steps are skipped.
  • Once enabled for a role, verification applies to ALL fields assigned to that role.
  • This feature significantly strengthens non-repudiation and signer identification.
💡 Security Tip: Enable SMS verification for high-value contracts, financial documents, and legally sensitive agreements to create stronger evidence of signer identity.

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Signatory Hash and Security

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Cryptographic Integrity

Each signature generates a unique cryptographic hash to ensure traceability, integrity, and inalterability. The hash acts as a digital fingerprint of the signing operation. Hash functionality:
  • Traceability: Links each signature to a specific signer, timestamp, and document state
  • Integrity: Any modification to the signed document changes the hash, revealing tampering
  • Inalterability: Signed documents cannot be altered without detection
Security frame display: A visual security frame showing the beginning of the hash appears on signatures. Internal users can toggle frame visibility using the Frame option when signing documents.

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Audit Trails

Comprehensive audit logs capture every action in the signature lifecycle:
  • Document upload timestamp
  • Template creation and modifications
  • Send events with recipient information
  • Document access (views, downloads)
  • Signature captures with IP addresses and geolocation
  • Completion timestamps
  • Any modifications or cancellations
Audit trails provide supporting evidence for signature validity and support legal compliance requirements in many jurisdictions.

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Document Organization

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Tags for Categorization

Tags organize and categorize signed documents for efficient search and filtering. To create tags:
  1. Navigate to Configuration → Tags
  2. Click New
  3. Enter the Tag Name
  4. Select a Color Index for visual identification
  5. Save
Applying tags:
  • Apply tags when sending documents using the dropdown in the document form
  • Modify tags on completed documents by navigating to Documents → All Documents, clicking the ellipsis (⋮), selecting Details, and updating tags
Tag organization strategies:
  • By document type: Contracts, Agreements, Forms, Policies
  • By status: Pending Review, Approved, Archived
  • By department: HR, Finance, Sales, Legal
  • By urgency: Urgent, Standard, Low Priority

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Multi-Party Signing Order

Control the sequence in which multiple parties sign documents.

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Configuring Signing Order

To set signing order:
  1. Upload a PDF document
  2. Add at least two signature fields assigned to different roles
  3. Click Send
  4. Toggle the Specify Signing Order switch
  5. Add signers by entering their name or email
  6. In the first column, enter sequence numbers (1, 2, 3, etc.)
  7. Click Send
Sequential signing workflow:
  • The first signer receives immediate notification
  • Subsequent signers receive notifications ONLY after the previous signer completes their action
  • Each party sees the document with all prior signatures already applied
  • Final completion occurs when the last signer in the sequence signs
Use cases for signing order:
  • Approval workflows: Manager approves before employee signs
  • Hierarchical sign-offs: Department head, VP, CEO in sequence
  • Counter-party agreements: Vendor signs, then customer signs to accept
  • Witness requirements: Primary signer first, then witness
💡 Your Knowlix: “Set up a signing order with Manager first, then Employee”

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Field Types and Configuration

Fields indicate what information signers must complete. Configure custom field types to accelerate the signing process.

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Managin Field Types

To configure field types:
  1. Navigate to Sign → Configuration → Settings
  2. Click Edit field types
  3. Select an existing field or click Create

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Standard Field Types

Signature: Signers provide their signature by drawing with a mouse/stylus, generating an automatic signature from their name, or uploading an image file. Once entered, subsequent signature fields reuse the same signature. Initial: Similar to signature fields but for initials. Used for acknowledging specific clauses or pages within multi-page documents. Text: Single-line text entry for names, job titles, reference numbers, or other short textual information. Multiline Text: Multi-line text area for addresses, descriptions, comments, or other longer textual content. Checkbox: Tick box for indicating approval, consent, acknowledgment, or agreement to specific terms. Selection: Dropdown menu allowing signers to choose one option from multiple predefined choices.

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Custom Field Configuration

Field properties: Field Name: Descriptive label identifying the field’s purpose. Field Type: Select from signature, initial, text, multiline text, checkbox, or selection. Auto-fill Partner Field: Automatically populate fields using data from the signer’s contact record. Enter the technical name of the contact model field (e.g., “phone,” “email,” “street”).
Technical Names: Enable advanced mode and hover over field labels to see question mark tooltips displaying technical names.
Auto-filled values are suggestions. Signers can modify them as needed. Default Width and Height: Field dimensions expressed as percentages of full page size (decimal format). 1.0 equals full page width or height.
  • Default width: 0.150 (15% of page width)
  • Default height: 0.015 (1.5% of page height)
Tip: Instructional text displayed in arrows on the left side of the screen during signing. Guides signers through each step (e.g., “Sign here,” “Enter your start date,” “Check if you agree”). Placeholder: Text displayed inside empty fields before signers complete them. Provides format examples or additional guidance (e.g., “MM/DD/YYYY” for date fields). 💡 Template Design Tip: Configure auto-fill fields for name, email, phone, and address to minimize data entry for signers. Use clear tips and placeholders to prevent errors and reduce completion time.

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Signing Workflow

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Signer Experience

Document receipt: Signers receive email notifications with links to access documents requiring their signature. Signing process:
  1. Click the link in the email notification
  2. Review the document content
  3. Complete all fields assigned to their role (marked by color-coded boxes)
  4. Enter signature when prompted (draw, type name for auto-generation, or upload image)
  5. Complete any additional authentication (SMS verification if enabled)
  6. Review all entries
  7. Click Validate & Send Completed Document
Post-signature actions:
  • Signers receive confirmation emails with attached completed documents
  • If a redirect link is configured, signers see the link in the confirmation message
  • Completed documents are available for download

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Document Status Tracking

Monitoring signature progress:
  1. Navigate to Documents → All Documents
  2. View document status:
    • Draft: Not yet sent to signers
    • Pending: Sent, awaiting signatures
    • Completed: All required signatures obtained
    • Canceled: Signature request canceled
    • Expired: Validity period passed without completion
Click any document to view detailed status, see which signers have completed their actions, and access the audit trail. 💡 Your Knowlix: “Show me all pending signature requests sent this week” or “What’s the status of the vendor agreement with ABC Corp?”

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Integration with Other Modules

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HR Integration

Generate signature requests automatically when onboarding new employees or updating contracts. Common HR signature workflows:
  • Employment contracts sent upon hire
  • Non-disclosure agreements during onboarding
  • Performance review acknowledgments
  • Policy acceptance confirmations
  • Exit interview documentation

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CRM Integration

Send proposals, quotes, and contracts directly from CRM opportunities and contacts. Sales signature workflows:
  • Proposal acceptance signatures
  • Service agreements from opportunities
  • Master service agreements with new accounts
  • Amendment and addendum signatures

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Documents Integration

All signature templates and completed signed documents store in the Documents module with full folder organization and access controls. Document management features:
  • Organize templates by folder
  • Apply tags for categorization
  • Control access with folder-level permissions
  • Track document versions
  • Archive completed signatures

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Best Practices

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Design Clean, Unambiguous Documents

Use clear field labels, adequate white space, and logical field placement. Avoid overlapping text or placing fields on busy backgrounds. Test template readability before deploying.

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Set Realistic Validity Periods

30-60 days works well for most business documents. Shorter periods (7-14 days) for time-sensitive agreements. Longer periods (90+ days) for non-urgent documents where delays are expected.

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Enable SMS Verification for High-Value Documents

Contracts above certain dollar thresholds, financial instruments, legal agreements, and HR documents benefit from additional authentication to strengthen enforceability.

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Use Templates for Recurring Documents

Create templates for any document type you send more than twice. Template setup time is recovered quickly through faster subsequent sending.

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Configure Signing Order for Approvals

When documents require managerial approval before employee signature, use signing order to prevent premature employee signing. Ensures proper authorization occurs first.

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Add Clear Tips to Fields

Every field should have an instructive tip explaining what to enter. “Enter your legal first and last name” is clearer than just “Name.” Reduces errors and support requests.

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Auto-Fill Contact Information

Configure auto-fill for all fields with data in contact records. Name, email, phone, address, job title, and company name should populate automatically.

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Set Reminders for Critical Documents

Employment contracts, renewal agreements, and time-sensitive proposals should have automatic reminders enabled. Weekly reminders work well for most use cases.

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Tag Documents Consistently

Establish tagging standards across your organization. Consistent tagging enables powerful filtering and ensures documents are easily retrievable.

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Review Audit Trails for Disputes

If signature validity is questioned, review the complete audit trail showing access logs, IP addresses, timestamps, authentication completion, and signature captures.

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Test Templates Before Production Use

Send test signature requests to yourself or colleagues before deploying new templates to external parties. Verify all fields work correctly and instructions are clear.

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Maintain Signer Copies

Ensure every signer receives a completed document copy immediately upon signature completion. This satisfies legal requirements in many jurisdictions.
  • Documents - Store and organize signature templates
  • CRM - Send proposals from opportunities
  • HR Management - Automate employee document signing
  • Contacts - Manage signer information

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Need Help?

Ask Your Knowlix:
  • “Send the employment contract template to the new hire”
  • “Create a signature template from the NDA document”
  • “Show me all documents pending signature from this month”
  • “Set up SMS verification for the Manager role”
  • “Configure a three-party signing order for vendor agreements”
  • “What’s the status of signatures for the Q4 contracts?”
Contact Support: For questions about SMS authentication configuration, field type customization, international character support, or signature hash validation, contact Knowlix support through the Help menu.