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.
On this page
Before you start
- The finished document. What is sent for signature can no longer be edited: if it needs changing, it will have to be sent again.
- Who has to sign it. Signers are chosen from the people already in the company: shareholders, beneficiaries, creditors or members of the management body. Their email comes from their profile.
What an envelope is#
In Sttok, what is sent for signature is an envelope: a document, the people who sign it and a date on which it expires. Signing is done through DocuSign. Each signer receives an email with the document and signs from the link, without printing anything.
There are two ways to send an envelope: from a general meeting, for its minutes or its certificate, and from the Signatures section, for any other document.
From a general meeting#
This is the most common case: the minutes and the certificate of the general meeting are sent for signature from the meeting itself.
- Open the general meeting and go to the Minutes tab. Choose "Minutes" or "Certificate".
- Click "Request signature". Check who signs and send.
- Follow the envelope in the Signatures tab. There you see, for the attendance list, the minutes and the certificate, the date sent, how many have signed out of the total and the status of each signer. "Refresh list" brings in signatures that have just arrived.
From the Signatures section#
For a contract, a set of annual accounts or any other document that does not come from a general meeting.
- Go to Signatures and click "New signature". "Sign new document" opens.
- Upload the document. Click "Add document". It accepts files up to 50 MB.
- Choose who signs. In "Select the signer's role" choose between Shareholders, Beneficiaries, Creditors or Management Body, and in "Select" choose the person.
- Write the message and click "Send". "Message" holds the text the signers receive. The envelope appears in the Signatures list.
One set of minutes, one envelope. If the minutes already have an envelope in progress, don't send another one: remind whoever is missing. Two envelopes for the same document mean you later have to check which one is the right one.
What happens next#
- Each signer receives an email with the document and the link to sign.
- The envelope shows as "Sent" and the "Signed" column tells you how many have signed out of how many, for example 1/2.
- When the last person signs, the envelope becomes "Completed". If the expiry date arrives and someone is missing, it becomes "Expired". The statuses of an envelope explains how.
Frequently asked questions#
Do signers need a Sttok account?
No. They sign from the link in the email they receive.
Can I send something for signature to someone outside the company?
In "New signature" the signer is chosen by their role in the company: shareholder, beneficiary, creditor or member of the management body. If the person has none of those roles, they first have to be recorded in the company.
What do I do if I chose the wrong signer?
Send a new envelope with the correct signers.
Related
- 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.
- Remind whoever still has to sign While an envelope is waiting for signatures you can send a reminder to whoever is missing with "Send reminder", from the envelope's own page. The deadline is not extended: if the envelope expires without all the signatures, a new one is sent.
- 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.