Place signatures on a PDF
When the document is your own PDF, before you send it for signature you mark the page and the spot where each person signs. You drag each signer's signature box into place, or let Sttok put it above their name, and send.
Before you start
- The finished document, in PDF. Up to 50 MB.
- Who signs it. Signers are people already recorded in the company, and their email comes from their profile. If it is a set of minutes, Sttok already suggests who signs them.
When you need it#
The documents that Sttok generates, such as the minutes of a general meeting, already know where each person signs. A PDF you upload does not: you have to tell the signature on which page and at which spot each box goes. That is what you do on this screen.
You get there from the last step of "New signature", in the Signatures section, and from a general meeting, when what you send for signature is your own PDF.
How to do it#
The screen has three parts: on the left, the page thumbnails; in the middle, the document; on the right, who signs and the boxes you can place.
- Check who signs. If signers are missing, click "Add signer" and choose the person from those recorded in the company. The groups add in one go the people who usually sign, such as the chair of the meeting and the secretary. You can add up to 20 signers.
- Choose a signer and place their signature. Drag the "Signature" box to its spot in the document. You can also click it and then click on the page. Do the same with "Signing date" if the document needs it.
- Or let Sttok place them. "Place the signatures above each name" looks for each signer's name in the document, for example below "Signed:", and puts their signature above it. If it cannot find someone, it tells you and you place it yourself.
- Adjust whatever you need. Move a box by dragging it and resize it from the corner. If a box belonged to another person, change its signer instead of deleting it.
- Click "Send for signature". Check the summary and confirm. Each signer receives an email that takes them straight to their box.
If "Send for signature" is greyed out, the reason is shown next to it. Usually someone's signature box is missing. Click the warning and Sttok takes you to that signer.
The boxes#
| Box | What it is for |
|---|---|
| Signature | Where the person signs. Each signer needs at least one. |
| Signing date | Filled in automatically with the day they sign. |
| Full name and Initials | Optional. Initials are used to initial each page. |
To initial every page, place the initials on one page and duplicate them on all the others. A box can also be moved to another page without deleting it and creating it again.
What happens next#
- If you leave with "Save and exit" before sending, your work is saved as a draft and you pick it up again from the Signatures list.
- When you send it, the envelope appears in Signatures or in the Signatures tab of the general meeting, and you follow it like any other. The statuses of an envelope explains how.
Frequently asked questions#
Can I undo a change?
Yes, with Ctrl+Z, or Cmd+Z on a Mac. Ctrl+Shift+Z redoes it.
Do they all sign at the same time or one after another?
By default, all at the same time: each one signs whenever they want. If you need an order, open it in "Signing order", at the bottom of the panel. Then each signer receives the email once the previous one has signed.
Why can't it find the names in my PDF?
Because the PDF is a scanned image and has no text to read. In that case, place the signatures by hand.
Related
- Send a document for signature A document is sent for signature in an envelope. In Signatures, "New signature" asks you for the document, the role and the person who signs, and a message. From a general meeting, the minutes are sent with "Request signature". Each signer receives an email to sign, and in Sttok you see who has signed and who is missing.
- The statuses of a signature envelope An envelope is "Sent" while it waits for signatures, "Completed" when everyone has signed and "Expired" if the deadline arrives and someone is missing. The status depends only on who has signed and on the date, so it changes on its own.
- The minutes and their signature Sttok drafts the minutes and the certificate of resolutions with the data of the general meeting: the chair and secretary, the attendees and the result of each item. In the Minutes tab you review them and click "Request signature". In the Signatures tab you track who has signed.