Bookwits Sign Module Guide

1. Choose Sign in the left sidebar, then New Signing Request above the requests. Start a new request for the actual package you need signed; do not overwrite an unrelated completed request.
2. Give the request a name identifying its purpose and period, such as “Maple Grove — 2026 engagement letter”. Review the client connection and signing mode: simultaneous for independent signers, ordered when one signer must finish before another proceeds.
3. Keep the request in draft while preparing it. Add the documents, real recipients and each signer’s fields in their respective sections. Creating a request name alone does not send a usable signing package.
4. Review every page and recipient before the final send action. After saving a draft, find it in the draft requests and reopen it to continue preparation; do not create another request merely because you closed the editor.

The signing request appears in your list as a draft. Drafts can still be edited. After the request is sent, document and field edits are restricted so the signing record stays consistent.

Bookwits Sign is designed around PDFs for signing. Supported upload workflows can convert common document types such as TXT and DOCX to PDF during upload, then store the signing copy as a PDF for field placement and completion.

1. In Sign, open the intended draft request and its Uploaded documents area. Confirm the request’s name/client before selecting files.
2. Use the upload control to select the final document version from your device. Wait for upload/conversion to finish before placing fields; a filename in a selection dialog is not a completed upload.
3. Open the preview and inspect every page, including orientation, page order and readable text. Remove an incorrect draft file and add the correct version before continuing to recipients and fields.
4. After replacing or rearranging documents, inspect the field placements again. A field at the right position on an old page may be wrong on the replacement page.

• Needs to sign: receives a signing link and must complete assigned fields.
• Receives a copy: receives the completed document after the signing request is finished, but does not sign.

1. Open the draft signing request and locate Recipients. Add the person’s own full name and email; compare the address with the engagement information before saving.
2. Choose whether the person needs to sign or only receives a copy. A copy recipient should not be treated as a signer, and a signer must have the appropriate assigned completion fields.
3. For ordered signing, set the recipients’ order deliberately. For example, a first director can sign before a second director is invited to act. Recheck the order after adding or removing anyone.
4. Save the recipients and select each signer while placing fields in the document. If the intended recipient changes, review their email and field ownership together rather than changing only the visible name.

Use simultaneous signing when all signers can receive the document at the same time. This is usually faster for simple forms, consent documents, and cases where the order does not matter.

Use ordered signing when one person must sign before the next person receives their signing link. This is useful for approvals, internal review flows, spouse/director sequencing, or documents where earlier signatures should be visible to later signers.

• In simultaneous signing, all current signers can receive the request at once.
• In ordered signing, only the current order group receives the active signing link.
• After the current signer completes, the next recipient in the order can be notified.
• Recipients who only receive a copy are not asked to complete fields.

• Signature: captures the signer’s signature.
• Initials: captures initials for pages or clauses.
• Date / Date signed: adds the relevant date.
• Full name / Email / Company name / Title: fills identity fields.
• Text field: lets the signer type a short answer.
• Checkbox: lets the signer confirm an option or acknowledgement.
• Label: adds non-editable helper text or instructions.

1. Open the document preview inside the draft request and choose the signer whose fields you are placing. Confirm the selected recipient before adding the first field.
2. Select the field type needed at that location: signature, initials, date, text or checkbox as offered. Use a text field for a typed answer, not a signature field that merely looks like a blank line.
3. Place the field on the correct page, adjust its size and review its required setting. Keep it inside the page and away from text the signer needs to read.
4. Repeat for the remaining fields and signers, then inspect the package one recipient at a time. A field assigned to one person does not satisfy another signer’s required action.
5. Save the draft changes and perform the final recipient/page review before sending. If a document is replaced, recheck all affected positions rather than assuming old placements still fit.

1. Open the prepared request in Sign and read the email subject/message the recipients will receive. Explain what the package is and what action is expected; remove unrelated wording from any template.
2. Check every recipient’s email, role and order, then select each signer and inspect their required fields across all documents. Verify the final document versions at the same time.
3. Use Send once when the package is ready, then wait for the outcome and inspect its status/activity. Do not click repeatedly while the request is processing.
4. Track the request after sending. Sent/awaiting does not mean signed, and signed does not mean a tax return was filed. For a mistaken package, use the permitted stop/correction process rather than asking the recipient to sign incorrect information.

Each signer receives an email with a secure access link. They open the document, review the content, complete their assigned fields, and submit their signature. Recipients who only receive a copy do not sign; they receive the completed documents after the request is finished.

• Draft: not sent yet and still editable.
• Sent / Awaiting: sent to at least one recipient.
• Viewed: a recipient opened the document.
• Partially signed: at least one signer has completed, but not all required signers are done.
• Completed: all required signers have completed the request.
• Declined: a recipient declined to sign.
• Expired: the active signing link expired before completion.
• Cancelled: the sender voided or cancelled the signing request.

Use resend when a recipient cannot find the original email, their link needs to be refreshed, or you want to send the request again to a pending signer.

Use reminders when a pending signer has not completed the request. Reminders should only go to recipients who still need to act.

• Signed recipients are skipped.
• Recipients who only receive a copy are skipped.
• In ordered signing, only the current signing order is reminded or resent.
• Cancelled, declined, completed, and expired requests should be handled carefully because they are no longer normal active signing flows.

Once all required signers complete the request, Bookwits Sign generates the completed signed PDF and a completion certificate. The completed PDF shows the final document with signature fields applied. The certificate records the key signing details and audit trail.

• Signing request ID and certificate ID
• Status, subject, document count, page count, and signing type
• Sender name and email
• Signer names, recipient types, signing order, and status
• Sent, viewed, signed, declined, and completed timestamps where available
• IP address and user agent where captured
• Original document and signed document SHA-256 hashes for integrity tracking

1. Open Sign, find the completed request and verify its client, subject and completion state. Do not use the original draft file as evidence of completed signing.
2. Open the completed documents and inspect the signatures and pages. Use the signed-PDF download control to retain the completed document through your firm’s approved filing process.
3. Download the completion certificate where available if your process requires the signing evidence. Keep it with the corresponding signed package, not a similarly named request for another year.
4. If the request is not complete, inspect which recipients/actions remain outstanding. A copy of an unsigned document or an outgoing email is not a substitute for the completed output.

A recipient can decline when they do not want to sign. The signing request is marked declined and the sender can review the decline reason.

Use void/cancel when the sender wants to stop a request that should no longer be signed, such as when the wrong document was sent.

A request can expire when the signing link is no longer valid. If the request still needs to be signed, create a new version or use the appropriate resend or reopen workflow supported in your setup.

Archive old requests to keep the main list clean without deleting useful signing history.

Duplicate a completed, declined, expired, or cancelled request when you need a new editable version using similar documents, recipients, or fields.

Use templates for documents you send repeatedly, such as engagement letters, authorization forms, bookkeeping agreements, onboarding forms, annual consent forms, and internal approval documents.

A template is a reusable setup. It can store the document structure, field placement, signing roles, signing order, category, and default email message. When you use a template, you create a new signing request from it and then add the real recipient names and email addresses.

Templates do not always need real names or emails. Instead, use roles such as Client, Spouse, Director, Officer, Internal Reviewer, or Copy Recipient. When creating a live signing request from the template, replace those roles with the actual people.

1. Choose Templates → Sign from the left navigation and open the template-creation control. Name the reusable package by its purpose rather than by one client’s current engagement.
2. Add the reusable document and review its pages. Use recipient roles where the template supports them, such as Client or Director, instead of embedding an unrelated person’s real email.
3. Place and assign the required fields for each role, then save the template. Keep client-specific amounts, dates and instructions out of generic content unless they are intentionally replaced for each request.
4. Create a real signing request from the template, enter the actual people and review the full package before sending. Editing a template does not automatically correct a request that was already sent.

• Drafts: requests still being prepared.
• Awaiting: requests waiting on recipients.
• Completed: finished requests with signed documents.
• Archived: older requests hidden from the active list.
• Category filters: document type, workflow, or department grouping.