Signature protocol


Signature protocols are available on the following plans: Team, Pro, Scale and Enterprise. Your members can send them by e-mail to all recipients after everyone has signed.

What is a signature protocol?

Think of a signature protocol as a history of recipients’ activities. Need to know who viewed or signed the document with which e-signature standard or who declined to sign? Instead of checking each document in your account, your members can download the signature protocol as a PDF and archive it with the signed copy.

Good to know: Signature protocols can be helpful during an audit or for your compliance team as they can quikcly access information about signers.

Here’s how your members can download a signature protocol:

  • Go to Documents and open the document you want

  • Click on the 3 dots at the top-right

  • Click on Signature protocol to download it

  • Alternative: Click on the tooltip i at the top-right of the document. Then select an icon that looks like a document and says Signature protocol when you hover over it.

  • Open the downloaded signature protocol, and file it with the signed copy of a document if you need

Understanding signature protocol

The information in the protocol depends on whether a signature invitation was created on our platform or directly from your tools, the e-signature standard used, and other things. The following information should help you understand signature protocols:

  • Document title

  • Signature invitation ID

  • Number of signatures

  • Document and signature invitation status
    • Open – some signatures are still pending

    • Signed – all recipients finished signing the document

    • Declined – one of the recipients declined to sign the document

    • Withdrawn – the person who sent the invitation has withdrawn it

  • Participants and their details

Participants is everyone who receives a signature invitation, including observers who aren’t signing themselves and API users. You’ll see their name, e-mail address, phone number, user ID, and business they belong to

  • Activity details (such as date, time, and IP address)

You’ll see when a document, signature or signature protocol was: created, viewed, updated, signed, assigned, declined, withdrawn, or downloaded.

  • Observers

Added or removed observers of a signature invitation

  • Visual signature

If your company uses electronic seals, you’ll see their visual representation in the protocol instead of a visual signature.

  • Signature ID

  • E-signature standard used
    • Simple electronic signature (SES)

    • Advanced electronic signature (AES)

    • Qualified electronic signature (QES)

  • Legislation
    • eIDAS for European law

    • ZertES for Swiss law

  • Digital certificate details

This includes certificate subject, issuer, and serial number.

Attaching signature protocols to the confirmation e-mail

As an admin, you can set for your team if protocols of signed documents should be sent by e-mail to all recipients after everyone has signed. You can also let your team members decide themselves. Depending on your settings, they’ll see a checkbox when setting up a signature invitation. Here’s how it works:

  • From the Admin area, click Settings on the left

  • Go to Attachments to the confirmation e-mail

  • Check the box next to Signed document, Signature protocol or both

  • If you want to let your members decide, slide the switch to the right. They’ll see a checkbox when setting up a signature invitation, and can decide for each document if any attachments should be sent.