Sending documents for signature with eSignature

E-Signature, found as its own item in the web sidebar for Project Leads and Admins and as the E-Sign tab on a job, is a built-in way to get contracts, authorizations, and other documents signed. Build a reusable document template once, send it to one or more signers from a job, and track exactly where each one stands from the same screen.

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Building a document template

A template is the reusable setup behind every request: upload the legal PDF, give the template a name, and add a description if it helps your team pick the right one. Then define the template’s terms — labelled values such as a job number, an address, or an amount — that print on a terms page ahead of the legal document. Each term can pull its value from job data, or be left to be entered when the request is sent, and can be marked as required. Suggest Terms reads the PDF you uploaded and proposes term names for you, so you can start from a list instead of a blank one and adjust the labels and sources from there. Templates are shared across the whole company, and editing or deleting one does not change requests that have already gone out — every request keeps its own copy of the document and the term values as they were when it was sent.

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Sending a signature request

Signature requests are always sent from a job. Pick a single template, or pick several to send together as one package that the signer signs in a single pass. Choose your signers from the job’s contacts and team, search the rest of the company’s contacts and team members, or enter someone manually with their name, email, phone, and the role they sign as — for example Property Owner. Anyone without an email address on file shows as unavailable until one is added. If one of the roles is yours, tick I will sign for this role so the request is set up for you to sign rather than emailed out to someone else. Give the request a title, which is what the requests table and the downloaded file are named after, and add an optional message that signers see in their email and on the signing page. Fill in any term values that are not pulled from job data, then send.

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Tracking requests

Sent requests appear in the requests table with their status — Pending, Signed, Delivery Failed, or Cancelled — along with the job, who sent it, and how many signers still have to sign. Open a request’s signers to see where each person stands: Sent once their email has gone out, Viewed once they have opened their signing link (with when), Signed, or Delivery Failed. A signer who has viewed the request but not signed has seen it; one who is still on Sent may not have found the email yet. Each row offers Send Reminder to nudge the signers who have not signed yet, Rename to change the request’s title, Cancel to close it so no one can sign, Delete to remove it from the list, and View Document to open the assembled PDF. Before everyone has signed, that PDF shows placeholders where the missing signatures will go. Download All gives you a single zip of the fully signed PDFs for the requests in the list. A request that shows Delivery Failed could not be emailed to one of its signers, and the signer shows why. Use Resend on that signer to try the same address again. If the address itself is wrong, cancel the request and send a new one with the corrected details.

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Asking Ripple about signatures

Ripple can answer “which signatures are still missing?” across every job, or for one job, and tells you for each signer whether they have signed, viewed the request, or not opened it yet. It can also send a request, remind or resend to the signers who have not signed, cancel a request, or rename one. Each of these shows a card you confirm before anything is sent or changed. When sending, the card asks for any custom field the template needs, and Ripple only sends to people from the job or your company directory, or to an email you type yourself.

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What the signer sees

Each signer gets their own emailed link that opens a public signing page branded with your company’s name and logo, showing who sent the request and how to reach them. The signer reviews the terms, reads the document, and draws their signature to sign. You get an email as each signature is collected. Once every signer has signed, everyone involved receives the completed signed PDF by email, and the request moves to Signed in the table.