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Signing Documents

This guide explains how to sign documents in GxPSign.

Receiving a Signature Request

When someone requests your signature, you'll receive:

  1. Email notification with a link to the document
  2. Dashboard notification showing pending signatures

Signing a Document

Step 1: Open the Document

Click on the document from your:

  • Email notification link
  • Dashboard pending signatures section
  • Signature Requests list

Step 2: Review the Document

Before signing, carefully review:

  • The document content
  • What you're being asked to sign
  • The signature meaning (what your signature represents)

Read Before Signing

Always read the full document before applying your signature. Your signature is legally binding.

Step 3: Apply Your Signature

  1. Click on the signature field (highlighted area on the document)
  2. Your saved signature will appear
  3. Confirm the Meaning of Signature
  4. Click Apply Signature
!!! note "Animation Coming Soon" Animated GIF showing the signing process will be added here.

Step 4: Complete the Request

After signing all required fields:

  1. Review your signatures on the document
  2. Click Complete to finalize

You'll receive a confirmation email with a link to the signed document.

Signature Meanings

GxPSign requires you to select a meaning for each signature. This is especially important for GxP compliance.

Meaning When to Use
I have reviewed and approved this document Approving document content
I attest to the accuracy of this data Confirming data is correct
I have performed the work described Signing off on completed work
I have witnessed the activity Witnessing an event or action
I have verified the information Confirming verification was done
I authorize the release of this document Authorizing document release

GxP Compliance

For organizations with GxP compliance enabled, signature meanings are required and logged for audit purposes.

Re-Authentication

For GxP-compliant organizations, you may be asked to re-enter your password when:

  • Signing multiple documents in a session
  • Your authentication has timed out (typically 15 minutes)

This provides additional security for regulated environments.

External Signers

If you're signing as an external signer (not a member of the organization):

  1. Use the unique link from your email
  2. No account creation required
  3. Your signature is just as valid as internal signers
  4. You'll receive a copy of the signed document

Declining to Sign

If you cannot or do not wish to sign:

  1. Open the document
  2. Click Decline or Reject
  3. Provide a reason (optional)
  4. The requestor will be notified

Viewing Signed Documents

To view documents you've signed:

  1. Go to Documents or Signature Requests
  2. Filter by Completed status
  3. Click to view the signed PDF

Signed documents include:

  • All signatures visually applied
  • Digital certificate verification
  • Timestamp of each signature
  • Audit trail information

Troubleshooting

My signature doesn't appear

  • Check that you've created a signature in your Profile
  • Try clearing your browser cache
  • Contact your administrator

I can't access the document

  • Verify you're signed in to the correct organization
  • Check that the link hasn't expired
  • Contact the person who sent the request

The signature field won't accept my click

  • Make sure you're clicking on the highlighted signature area
  • Try refreshing the page
  • Check that all required fields before this one are completed