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Add and sign a document on Edusign 📜
Add and sign a document on Edusign 📜
Elliot Boucher avatar
Written by Elliot Boucher
Updated over a week ago

What types of document can I generate with Edusign?

On Edusign, it is possible to generate certificates of completion that attest to a learner's successful completion of a training course. Once generated, these documents are displayed in the Documents sub-tab of the learner's file, or in the Documents menu.

To send a document, you need to purchase document credits, which have nothing to do with signatures.

It is possible to import any type of document in PDF format for signature: for learners, lecturers, administrators and external parties. This is the subject of this article.

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In this article for administrators, you'll find :

✏️ Written guide ✏️

1️⃣ Create or use document template.

Go to the Documents tab and click on Send a document.

You can then choose a template already created on Edusign or import your own PDF file.

Note: The file will be supported if it does not exceed 10MB.

Import a new template

To import a new template, click on Add a document.

Use your own templates or those proposed by Edusign

If you wish to send a document template that has already been created, you can choose between your own templates or those initially proposed by Edusign.

To access your templates, simply click on "View more" in the "My document templates" section.

Some templates already exist and can be used directly or modified by you to suit your requirements.

To use your own templates or those proposed by Edusign, please click on the 3 small dots in the top right-hand corner of the document from your library. You can then click on Use.

If you wish to modify the template before sending, simply click on Modify and follow the steps below.

2️⃣ Set up a new template.

Once loaded, you can drag variables from the right-hand menu onto your document.

For the "profile information" of a learner, trainer or extern, this corresponds to the information entered in the Edusign file. Once dragged, you can click on the title and then on the variable settings icon to choose the information to be automatically entered.

Variables are set according to the recipients of your document.

For example, if the recipient is a learner, if you add the variables Full Name and Email, his surname, first name and email address will be automatically added at the time of sending.

Need more information? You can also add Custom Fields for signatories to fill in.

You can add an External Signatory to associate a learner with this signatory, for example to create a document linking a learner to an apprentice master.

If you also want the document to be completed by an administrator, remember to add the necessary fields from the Administrator tab.

Note: If you want another administrator to sign for you, add him/her as an external contact when creating the template. In this case, if you have not filled in this information beforehand, you will be considered as a signatory of the document and will be asked to sign it before sending.

Once you're satisfied, click Next step.

3️⃣ Add an appendix to your document template

You can also add one or more appendices to your document template for signature.

Note: this/these attachment(s) will be included in the e-mail received by the signatory(ies), not as an attachment but via a link redirecting to the document.

4️⃣ Add recipients.

  1. Sign and fill in your administrator fields if you have set an administrator signature.

  2. Select one or more learner(s) (by activating Group Send).

  3. If you wish, you can check the option Define signature order so that recipients receive the document to be signed one after the other.

  4. You can also add "Carbon copy" contacts to monitor the status of the document. These contacts will only have read access to the document.

One document will be generated per learner, and the variables will then be automatically filled in according to the recipient(s).

5️⃣ Finalize your shipment

At the validation stage, you can :

  • Modify the e-mail sent to recipients (body and/or subject).

  • Set an automatic reminder after a certain period of time in the event of non-signature.

  • Define the validation mode: Validation by SMS code allows you to send the validation code by SMS rather than by e-mail if a telephone number is associated with the recipient(s) in their Edusign file.

  • It is also possible to define a document expiration date. Once this date has passed, it will no longer be possible for the recipient to sign the document.

Finally, you can validate the number of credits used and send signature requests.

6️⃣ Retrieve document submissions

As soon as a document is completed, all signatories receive a copy.

The administrator can also retrieve documents and send reminders from the Documents tab.

Note: Documents are generated in PDF format with a time-stamped proof file.

7️⃣ Track document events

By clicking on a document, you can check that it has been sent and received by the people concerned. You can also view the date and time a document was sent to a signatory.

8️⃣ View document status

By clicking on preview, you can see at a glance the status of your document's signatures and dispatch.

From the menu on the right, you can send a reminder e-mail, download the document or delete it.

To find out more, visit our help center.

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