When a document is sent through OneSuite, every assigned party receives an email with a secure link to view and sign it. Signers don’t need a OneSuite account: they click the link, sign and submit. This guide shows how signing works from the recipient’s side.
In this guide you’ll learn how to:
- Find the email invitation to sign
- Open the document in your browser
- Fill in your signature and other fields
- Complete and submit the document
- Download the signed document and signature certificate
What does the signing invitation look like?
Each signer receives a personalized email with a signing link. The email includes the document title, the sender’s information and a secure button to view the document.
If the sender customized the message, signers see that personalized content too.
How to open the document
Click the View Document button in the email to open the document.
The document opens in a secure, browser-based viewer. No login is required.
How to fill in the fields
The document highlights all the fields assigned to you; click each one to complete it.
| Field | How you complete it |
|---|---|
| Signature | Choose to type, draw or upload your signature. When you type it, you can select from several font styles. |
| Initials | Initial specific sections or pages. |
| Date | Auto-filled based on the signer’s location. |
| Text | Enter details such as your name, title or company. |
| Checkbox | Accept terms or confirm information. |
Only the fields assigned to you are editable. All others appear as read-only.
How to complete and submit the document
After you fill in all required fields, click Complete in the top-right corner.
The document is submitted automatically, and you see a confirmation screen.
What can I download after signing?
After signing, the signer can download two files:
- The signed document (PDF)
- The signature certificate, for verification and legal recordkeeping
Not using OneSuite yet? Start your free trial →
FAQs
Do I need a OneSuite account to sign a document?
No. Signers do not need to create an account. They sign the document directly by clicking the secure link in the email.
The signing link isn’t working. What should I do?
Try these steps to open the signing link:
- Make sure the entire link was copied and pasted correctly, if you’re opening it manually.
- Try opening the link in an incognito or private browser window.
- Use a different browser or device to rule out a browser-specific issue.
- If you’re the sender, check that the email template included the
{{recipient.link}}tag. This tag generates the unique signing URL, and without it recipients can’t access the document.
Can I draw my signature instead of typing it?
Yes. The Signature field lets you type, draw or upload your signature. If you type it, you can select from several font styles.
Can I edit fields that belong to another signer?
No. Only the fields assigned to you are editable, and all other fields appear as read-only.
Can I just print, sign and scan the document instead?
You don’t need to. Signing in the browser takes a few clicks, needs no account, and gives you the signed PDF and a signature certificate for your records once you click Complete.
What to do next
Send your own document: Learn the sender’s side in Sending Documents to Parties to Sign.
Create a document: Write a contract or proposal in the editor with Creating a Document from Scratch.
Know the module: Review statuses, audit logs and certificates in Contracts Overview.