Sign Documents

Once a signable template generates a document, you can sign it through the PDF CreateMate interface or via the shareable signing URL.

Signing from PDF CreateMate

1. Navigate to the Template Detail screen for your enrolled objects. You'll see Sign and Countersign buttons for templates requiring signatures.

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The template detail screen displays:
- A preview of the document to be signed
- A signature box where users can draw their signature
- A "Clear" button to clear the signature
- A "Sign Document" button to submit the signature

2. Click any sign button to open the signature page.

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The signature page shows:
- A preview of the document to be signed
- A signature canvas/box where users draw their signature
- The signer's name displayed
- "Sign" button to submit the signature
- "Clear Signature" button to reset the canvas

3. Draw your signature in the signature box. Use Clear Signature to reset if needed.

4. If the template has Email verification enabled, signers must:

   • Enter their email (prefilled and locked if a HubSpot email property is configured).
   • Receive a 6-digit code via email and enter it within 10 minutes (max 5 attempts).
   • Provide their full name after successful verification.

5. Click Sign to complete the signing process.

Guest Signing

Recipients without PDF CreateMate accounts can sign via the shareable signing URL.

How Guest Signing Works

1. URL Generation: When a document is generated, PDF CreateMate creates a unique signing URL and stores it in the HubSpot property you configured during template setup
2. Share the Link: Send the URL to recipients via:
   • Email (manual or automated through HubSpot workflows)
   • SMS or chat applications
   • Any other communication channel
3. Guest Access: Recipients click the link to access a secure signing page
4. Sign & Submit: They can view the document, draw their signature, and submit—no account or login required

Guest Experience

When a guest opens the signing URL, they will:

1. View the document: See a preview of the PDF to be signed
2. Email verification (if enabled): If the template requires email verification:
   • Enter their email address
   • Receive a 6-digit OTP code
   • Enter the code to verify their identity (10-minute expiration, 5 attempts max)
   • Provide their full name
3. Draw signature: Use the signature canvas to draw their signature
4. Submit: Click the sign button to complete the process
5. Confirmation: See a customized thank-you message (configured in template settings)

Security Features

• Unique URLs: Each signing URL is unique and tied to a specific document
• Secure access: Links are cryptographically signed to prevent tampering
• Email verification: Optional OTP verification ensures only intended recipients can sign
• Audit trail: All signature events are logged with timestamps and IP addresses
• One-time use: Once all required signatures are collected, the document is finalized

Link Validity

• Active until signed: Guest signing URLs remain active until the document is fully signed
• No expiration: Links do not expire automatically, allowing flexibility in collection timing
• Regeneration: If needed, you can regenerate the document to create a new signing URL

Use Cases

• Client contracts: Send proposals and agreements to clients for signature
• Vendor agreements: Collect signatures from suppliers or partners
• Employment documents: Have new hires sign offer letters or contracts
• Service agreements: Get customer signatures on terms of service
• NDAs: Secure confidentiality agreements from external parties

Troubleshooting Guest Signing

Issue: Guest cannot access the signing page

• Verify the URL was copied completely without line breaks
• Check that the document hasn't already been signed
• Ensure the template is still active

Issue: Email verification code not received

• Check spam/junk folders
• Wait a few minutes for email delivery
• Request a new code if expired (10-minute limit)
• Verify the email address was entered correctly

After Signing

• If both required signatures are collected, PDF CreateMate triggers document generation, creates a HubSpot note with signer details, and attaches the generated file to the record.
• The signed document is automatically updated in HubSpot
• A timestamp records when the signature was added
• For counterparty signatures, both parties' signatures appear in the final document