documenso/apps/docs/content/docs/concepts/recipient-roles.mdx

---
title: Recipient Roles
description: Signers, approvers, viewers, assistants, and CC recipients.
---

import { Callout } from 'fumadocs-ui/components/callout';
import { Tab, Tabs } from 'fumadocs-ui/components/tabs';

## Role Overview

| Role      | Action Required | Can Sign | Description                              |
| --------- | --------------- | -------- | ---------------------------------------- |
| Signer    | Yes             | Yes      | Must sign the document                   |
| Approver  | Yes             | Optional | Must approve the document                |
| Viewer    | Yes             | No       | Must view the document                   |
| Assistant | Yes             | No       | Can pre-fill fields for other recipients |
| CC        | No              | No       | Receives a copy after completion         |

## Role Details

<Tabs items={['Signer', 'Approver', 'Viewer', 'Assistant', 'CC']}>
  <Tab value="Signer">

Signers are the primary recipients of a document. They must complete all signature fields assigned to them before the document can be finalized.

**What they can do:**

- Sign signature fields assigned to them
- Fill out any other fields assigned to them (text, date, checkbox, etc.)
- Download the document after signing

**What they cannot do:**

- Sign on behalf of other recipients
- Modify fields assigned to other recipients

**When to use this role:**

- Contracts requiring a legally binding signature
- Agreements where the recipient must formally consent
- Any document that requires a signature to be valid

</Tab>
  <Tab value="Approver">

Approvers must review and approve the document, but signing is optional. The document cannot be completed until all approvers have given their approval.

**What they can do:**

- Approve or reject the document
- Optionally add a signature if signature fields are assigned
- Fill out fields assigned to them
- Download the document after approval

**What they cannot do:**

- Complete the document without explicitly approving it
- Modify fields assigned to other recipients

**When to use this role:**

- Documents requiring manager or supervisor approval
- Workflows where review is required before final signatures
- Compliance processes requiring sign-off from multiple parties

</Tab>
  <Tab value="Viewer">

Viewers must acknowledge that they have viewed the document. They cannot add signatures but must confirm they have reviewed the content.

**What they can do:**

- View the complete document
- Confirm they have viewed it
- Download the document after viewing

**What they cannot do:**

- Sign the document
- Fill out fields (no fields can be assigned to viewers)
- Modify the document in any way

**When to use this role:**

- Informational documents that require acknowledgment
- Policies or disclosures that recipients must review
- Documents where you need proof of receipt without a signature

</Tab>
  <Tab value="Assistant">

Assistants can prepare the document by pre-filling fields on behalf of other signers. This role is only available when sequential signing is enabled.

**What they can do:**

- Pre-fill suggested values in fields assigned to later signers
- Help prepare the document for the actual signers
- Fill out any fields specifically assigned to them

**What they cannot do:**

- Sign on behalf of other recipients
- Submit the document as complete
- Be used in parallel signing mode

**When to use this role:**

- Administrative staff preparing documents for executives to sign
- Workflows where one person gathers information and another signs
- Situations where you want to reduce the burden on the final signer

<Callout type="info">
  The Assistant role requires sequential signing to be enabled. You cannot use this role when
  recipients sign in parallel.
</Callout>

</Tab>
  <Tab value="CC">

CC recipients receive a copy of the completed document but do not need to take any action. They are notified when the document is fully signed.

**What they can do:**

- Receive a copy of the completed document
- Download the signed document

**What they cannot do:**

- Sign or approve the document
- View the document before it is completed
- Take any action that affects document completion

**When to use this role:**

- Keeping stakeholders informed about signed agreements
- Sending copies to legal or compliance teams
- Archiving completed documents with relevant parties

</Tab>
</Tabs>

## Signing Order

You can control the sequence in which recipients receive and act on a document by enabling signing order.

<Tabs items={['Parallel signing (default)', 'Sequential signing']}>
  <Tab value="Parallel signing (default)">

All recipients receive the document simultaneously and can act in any order. The document is completed when all required recipients have finished their actions.

</Tab>
  <Tab value="Sequential signing">

Recipients receive the document one at a time, in the order you specify. Each recipient must complete their action before the next recipient is notified.

To enable sequential signing:

1. When adding recipients, check the "Enable signing order" option
2. Assign an order number to each recipient
3. Recipients with the same order number can act simultaneously
4. The document proceeds to the next order number only when all recipients at the current level have completed their actions

<Callout type="info">Sequential signing is required if you want to use the Assistant role.</Callout>

</Tab>
</Tabs>

## Related

- [Add Recipients](/docs/users/documents/add-recipients) - How to add recipients to a document
- [Field Types](/docs/concepts/field-types) - Learn about the different field types you can assign to recipients