mirror of
https://github.com/documenso/documenso.git
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Lucas Smith
237 lines
8.4 KiB
Plaintext
237 lines
8.4 KiB
Plaintext
---
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title: Send Documents
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description: Send your document for signing, customize email notifications, and manage post-send actions like resending or voiding.
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---
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import { Callout } from 'fumadocs-ui/components/callout';
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import { Step, Steps } from 'fumadocs-ui/components/steps';
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import { Tab, Tabs } from 'fumadocs-ui/components/tabs';
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## Prerequisites
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Before sending, ensure your document has:
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- At least one recipient added
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- Signature fields assigned to each signer
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- Required email addresses for recipients with authentication enabled
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## Send a Document
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{/* prettier-ignore */}
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<Steps>
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<Step>
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Click **Send Document** in the document editor.
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</Step>
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<Step>
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Choose the distribution method: **Email** (recipients get signing links by email) or **None**
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(you get links to share manually).
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</Step>
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<Step>
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If using email, configure subject, message, and reply-to as needed.
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</Step>
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<Step>
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Click **Send** or **Generate Links** to send the document.
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</Step>
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</Steps>
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Once sent, the document status changes from **Draft** to **Pending**.
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## Email Customization
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When sending via email, you can customize the email that recipients receive. There are 2 ways to customize the email.
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You can customize it before sending the document, after pressing the **Send** button.
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Or you can customize it before sending the document, by clicking on the **Document Settings** button in the editor sidebar. On this page, you can also customize what emails are sent to the recipients.
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### Reply-to email (optional)
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Set a reply-to address so recipient replies go to a specific email instead of the default.
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### Subject (optional)
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Customize the email subject line. If left blank, recipients see a default subject based on their role:
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<Tabs items={['Signers', 'Approvers', 'Viewers']}>
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<Tab value="Signers">"Please sign this document"</Tab>
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<Tab value="Approvers">"Please approve this document"</Tab>
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<Tab value="Viewers">"Please view this document"</Tab>
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</Tabs>
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For team documents, the subject includes the team name.
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### Message (optional)
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Add a custom message that appears in the email body. You can use these variables:
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- `{signer.name}` - Recipient's name
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- `{signer.email}` - Recipient's email
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- `{document.name}` - Document title
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If left blank, a default message is generated based on the recipient's role and whether the sender is part of an organisation.
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<Callout type="info">
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Enterprise organisations can configure custom sender email addresses from their organisation
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settings.
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</Callout>
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## What Recipients Receive
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Each recipient receives an email containing:
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- The document title
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- Your name and email (or team name for organisation accounts)
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- Your custom message (or a default message)
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- A button to access the document
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The email includes a unique signing link specific to that recipient. This link expires once the document is completed or deleted.
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## Document Status After Sending
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After sending, your document moves through these statuses:
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| Status | Meaning |
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| ------------- | ------------------------------------------------ |
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| **Pending** | Waiting for recipients to complete their actions |
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| **Completed** | All recipients have completed their actions |
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| **Rejected** | A recipient rejected the document |
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You can track progress from the document detail page, which shows each recipient's signing status.
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## Resend to Recipients
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If a recipient hasn't acted on the document, you can send them a reminder:
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{/* prettier-ignore */}
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<Steps>
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<Step>
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Open the document from your Documents page.
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</Step>
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<Step>
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Click the actions menu (three dots) and select **Resend**.
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</Step>
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<Step>
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Check the recipients you want to remind, then click **Send reminder**.
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</Step>
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</Steps>
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Reminders are only available for:
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- Documents with **Pending** status
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- Recipients who haven't yet signed
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The reminder email includes "Reminder:" prefixed to the subject line and uses the same message from the original send.
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## Delete a Pending Document
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To stop a signing process and remove a document:
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{/* prettier-ignore */}
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<Steps>
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<Step>
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Open the document from your Documents page.
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</Step>
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<Step>
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Click the actions menu (three dots) and select **Delete**.
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</Step>
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<Step>
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Type "delete" to confirm, then click **Delete**.
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</Step>
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</Steps>
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<Callout type="warn">
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Deleting a pending document is irreversible. The document is permanently deleted, all signatures
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are voided, and recipients receive a cancellation email.
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</Callout>
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### Delete Behavior by Status
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| Status | What happens |
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| ------------- | -------------------------------------------------------- |
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| **Draft** | Permanently deleted, no notifications sent |
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| **Pending** | Permanently deleted, recipients notified of cancellation |
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| **Completed** | Hidden from your account, recipients keep their copies |
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## Document Settings
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Access document settings from the **Document Settings** button in the quick actions sidebar of the editor.
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### General Settings
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| Setting | Description |
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| -------------------------------- | --------------------------------------------------------------- |
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| **Language** | The language used for emails sent to recipients |
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| **Allowed Signature Types** | Which signature methods recipients can use (draw, type, upload) |
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| **Date Format** | The date format used for date fields |
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| **Time Zone** | The time zone used for date fields |
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| **External ID** | A custom identifier for integrating with your external systems |
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| **Redirect URL** | Where signers are redirected after completing their actions |
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| **Document Distribution Method** | Email (sends notifications) or None (generates signing links) |
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### Security Settings
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Control authentication requirements for accessing and signing the document.
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**Document-level access control:**
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| Option | Description |
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| ------------------- | ------------------------------------------------------------------------ |
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| **Require account** | The recipient must have an account and be signed in to view the document |
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| **Require 2FA** | The recipient must use two-factor authentication |
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| **None** | The document can be accessed directly via the signing link |
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**Recipient Authentication** allows you to require additional verification when a recipient signs a signature field:
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| Option | Description |
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| ------------------- | -------------------------------------------- |
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| **Require passkey** | The recipient must have a passkey configured |
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| **Require 2FA** | The recipient must have 2FA enabled |
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| **None** | No additional authentication |
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You can set authentication at the document level and override it per recipient.
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<Callout type="info">
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Recipient Authentication is an Enterprise feature. See the [Enterprise
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Edition](/docs/policies/enterprise-edition) for details.
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</Callout>
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### Attachments
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Configure document attachments from the right-hand side of the editor header. Attachments are included with the signed document when it is completed.
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## Distribution Without Email
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If you choose **None** as the distribution method:
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{/* prettier-ignore */}
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<Steps>
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<Step>
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The document is sent without notifying recipients.
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</Step>
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<Step>
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You're redirected to the document page where signing links are displayed.
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</Step>
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<Step>
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Copy the links and share them through your preferred channel (SMS, messaging app, etc.).
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</Step>
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</Steps>
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This is useful when you want to:
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- Send links via SMS or messaging apps
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- Embed signing links in your own application
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- Control the notification timing yourself
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---
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## See Also
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- [Create Templates](/docs/users/templates/create) - Save time on documents you send repeatedly
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- [Direct Links](/docs/users/documents/direct-links) - Let recipients sign without invitations
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