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:
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Withdrawn – the person who sent the invitation has withdrawn it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You’ll see when a document, signature or signature protocol was: created, viewed, updated, signed, assigned, declined, withdrawn, or downloaded.
Added or removed observers of a signature invitation
If your company uses electronic seals, you’ll see their visual representation in the protocol instead of a visual signature.
- E-signature standard used
Simple electronic signature (SES)
Advanced electronic signature (AES)
Qualified electronic signature (QES)
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.