DocsAutomator eSign - DocsAutomator

DocsAutomator eSign enables collection of legally binding electronic signatures on generated documents with support for unlimited signers, multiple field types, and comprehensive compliance tracking.

Feature Overview

Feature	Description
Multiple Signers	Unlimited signers per document
Signing Order	Parallel or sequential workflows
Field Types	Signatures, dates, text, checkboxes
Email Customization	Custom invitation, reminder, completion emails
Branding	Custom logo support
Reminders	Automated follow-up emails
Audit Trail	Complete signing activity record
Data Integration	Save PDFs and field values to data sources
Google Drive	Save signed PDFs to a Google Drive folder
Webhooks	POST notifications on completion
Landscape Support	Automatic zoom adjustment for landscape documents

Adding eSign Fields to Templates

Fields use the format: {{esign.TYPE_SIGNER}}

TYPE: Field type (signature, date, text, checkbox)
SIGNER: Signer number (1, 2, 3, etc.)

Field Types

Type	Example	Purpose
Signature	`{{esign.signature_1}}`	Full signature capture
Date	`{{esign.date_1}}`	Date picker — the calendar day the signer selects is rendered verbatim, no timezone conversion
Text	`{{esign.text_1_name}}`	Text input field (append `_name` for a unique label per field)
Checkbox	`{{esign.checkbox_1_label}}`	Agreement checkbox (append `_label` for a unique name per field)

E-Sign Fields in Conditional Sections

E-sign fields placed inside a conditional section are automatically excluded from the signing workflow when that section is hidden. If all e-sign fields are in hidden sections, no signing session is created and no charge is billed. This lets you build a single template that supports both e-sign and wet-ink workflows by toggling a section.

Review Before Signing (skipEsign)

By default, generating a document from an e-sign-enabled automation starts the signing workflow immediately. To review a document first — for example, have your team check a contract before it goes out — pass skipEsign: true in the createDocument request:

{
  "docId": "YOUR_AUTOMATION_ID",
  "recId": "rec1234567890",
  "skipEsign": true
}

The document is generated and delivered normally (Drive save, email, webhook), but no signing session is created, no signing invitations are sent, and nothing is billed for e-signing. For Google Docs and Word templates, the {{esign.*}} tags remain visible in the output so reviewers can see where signature blocks will be placed; PDF templates simply leave those areas blank. Once the document is approved, run the same request again without skipEsign to send it for signing. This makes two-step approval flows easy to build — e.g. two Airtable buttons triggering the same automation: “Draft for Review” (with skipEsign: true) and “Send for Signing” (without it).

Configuring Signers

Required Information

Email: Signing invitation recipient
Name: Optional, displayed in signing portal

Dynamic Signer Information

Airtable / Google Sheets / SmartSuite
Other Sources

Select fields from the dropdown menu to dynamically populate signer information.

Use placeholders like {{buyer_email}}, {{client_name}} in your configuration.

Signing Order Options

Parallel Signing (Default)

All signers receive invitations simultaneously and can complete in any order. Faster for multi-party documents.

Sequential Signing

Signers receive invitations one at a time. Ensures specific signing sequence with “Signs first” and “Signs after” labels.

Email Configuration

Email Sender Options

Option	Details
DocsAutomator	Sent from `esign@docsautomator.co`
Your Gmail	Sent from a connected Gmail account
Your Outlook	Sent from a connected Microsoft (Outlook) account

With Gmail or Outlook selected, you can additionally enable Send from the team member who generates the document: invitations, reminders, and completion emails are then sent from the generating member’s own connected account, with the configured account as the fallback. See Send Email for how matching works.

Customizable Email Types

Invitation Email - Initial signature request
Reminder Email - Follow-up for unsigned documents
Completion Email - All parties have signed

Template Variables

All Emails:

{{documentName}} - Document name
{{signerName}} - Signer’s name
{{signerEmail}} - Signer’s email

Invitation & Reminder:

{{expirationDate}} - Link expiration date
{{signButton:text}} - Sign button
{{signLink:text}} - Sign link

Completion:

{{downloadButton:text}} - Download button
{{downloadLink:text}} - Download link

Reminder Settings

Setting	Default	Range
Enable Reminders	Off	—
Reminder Interval	3 days	1-30 days
Maximum Reminders	3	1-10

Only unsigned documents receive reminders; they stop upon completion.

Branding

Custom Logo

Formats: PNG, JPG, WEBP, SVG
Maximum size: 2MB
Location: Top of signing page
Default: DocsAutomator logo if not provided

Expiration Settings

Setting	Default	Range
Link Expiration	30 days	1-365 days

After expiration, links become invalid and sessions change to “Expired” status. When a session expires without being completed, DocsAutomator sends an expiration email to the workspace’s notification recipients (falling back to workspace owners) and fires an esign.session_expired webhook if one is configured.

The Signing Experience

Signer Interface

Document View - Full PDF with interactive field zones
Field Navigator - Progress indicator through fields
Signers Panel - Status of all signers

Field Completion

Signature: Draw via mouse, trackpad, or touch
Date: Calendar picker or manual selection
Text: Type required information
Checkbox: Toggle to select

Completion Flow

Complete all required fields
Click “Complete” button
Receive confirmation and download link

Signers can decline with optional reason. The session is marked as declined and administrator is notified.

Signed PDF Delivery

Save to Google Drive

Automatically save the signed PDF to a Google Drive folder after all signers complete.

Enable “Save to Google Drive” in the Signed PDF Delivery section
Select a Google Drive folder using the folder picker
The signed PDF is uploaded with a _signed suffix after all signatures are collected

This is separate from the “Save PDFs in Google Drive” output action, which saves the unsigned PDF at generation time. The e-sign Google Drive option saves the signed PDF after the signing process completes.

Save to Data Source

Source	Save Method
Airtable	Attachment field
Google Sheets	HYPERLINK in cell
SmartSuite	File field
ClickUp	Task attachment

Saving Field Values

Open field mapping configuration
Select eSign fields to save
Choose destination data source fields
Values save automatically on completion

Mappable types:

Text fields → Text columns
Checkbox fields → Yes/No columns
Date fields → Date columns

Signature images are not mapped to data sources.

Webhook Integration

If your automation has a webhook URL configured, DocsAutomator will send webhook notifications for e-signature events. The webhook URL and webhookParams are the same ones configured in your automation’s output settings.

Session Completed

Fires once when all signers complete and the final signed PDF is generated.

{
  "signedPdfUrl": "https://...",
  "sessionId": "unique-identifier",
  "documentName": "Document name",
  "status": "completed",
  "completedAt": "ISO date string",
  "signers": [
    {
      "email": "signer@example.com",
      "name": "Signer Name",
      "signedAt": "ISO date string"
    }
  ],
  "fieldValues": {
    "text_1_field": {
      "type": "text",
      "value": "entered value"
    }
  },
  "googleDriveFileId": "1aBcDeFgHiJkLmNoPqRsTuVwXyZ",
  "googleDriveUrl": "https://drive.google.com/file/d/1aBcDeFgHiJkLmNoPqRsTuVwXyZ/view",
  "googleDriveFolderId": "0BxAbCdEfGhIjKlMnOpQrStUvWx",
  "sourceData": { },
  "webhookParams": { },
  "additionalParams": { }
}

The sourceData field contains the original data from your data source that was used to generate the document. The webhookParams field contains any webhookParams you passed in the API request; additionalParams is an identical copy that exists only for legacy reasons — use webhookParams in new integrations.The identifier of the triggering record is included automatically, so you can identify which record the e-sign session belongs to: recId for Airtable, SmartSuite, and Notion, taskId for ClickUp, and rowNumber for Google Sheets.

The googleDriveFileId, googleDriveUrl, and googleDriveFolderId fields are only included when the signed PDF is saved to Google Drive (i.e., “Save to Google Drive” is enabled in the Signed PDF Delivery section). If Google Drive is not configured, these fields are omitted from the payload.

Session Declined

Fires when a signer declines to sign the document.

{
  "event": "esign.session_declined",
  "sessionId": "unique-identifier",
  "documentName": "Document name",
  "status": "declined",
  "declinedAt": "ISO date string",
  "declinedBy": {
    "email": "signer@example.com",
    "name": "Signer Name",
    "signerIndex": 1
  },
  "reason": "Optional reason provided by the signer",
  "sourceData": { },
  "webhookParams": { },
  "additionalParams": { }
}

The sourceData field contains the original data from your data source that was used to generate the document. The webhookParams field contains any webhookParams you passed in the API request, plus the automatically included trigger record identifier (recId for Airtable, SmartSuite, and Notion, taskId for ClickUp, rowNumber for Google Sheets). additionalParams is an identical copy that exists only for legacy reasons — use webhookParams in new integrations.

Signer Signed

Fires once every time a signer completes all of their required fields — including the final signer. Use this to track multi-party signing progress in real time without waiting for the Session Completed event.

{
  "event": "esign.signer_signed",
  "sessionId": "unique-identifier",
  "documentName": "Document name",
  "status": "in_progress",
  "signer": {
    "email": "signer@example.com",
    "name": "Signer Name",
    "signerIndex": 1,
    "role": "buyer",
    "signedAt": "ISO date string"
  },
  "progress": {
    "completed": 1,
    "total": 2,
    "allSigned": false
  },
  "sourceData": { },
  "webhookParams": { },
  "additionalParams": { }
}

For the final signer, progress.allSigned is true, but the session status will still be in_progress at this point. The separate Session Completed webhook fires once the final signed PDF is generated.

Session Expired

Fires when a signing session expires before all signers complete it. An expiration email is also sent to your workspace’s notification recipients.

{
  "event": "esign.session_expired",
  "sessionId": "unique-identifier",
  "documentName": "Document name",
  "status": "expired",
  "expiredAt": "ISO date string",
  "expiresAt": "ISO date string",
  "pendingSigners": [
    {
      "email": "signer@example.com",
      "name": "Signer Name",
      "signerIndex": 2,
      "status": "invited"
    }
  ],
  "sourceData": { },
  "webhookParams": { },
  "additionalParams": { }
}

pendingSigners lists signers who had not yet signed or declined when the session expired. If a session has already been declined, cancelled, or completed before the expiration time, this webhook does not fire.

Signer Language

Localize the entire signing experience for your signers. The selected language applies to the signing page UI, email notifications, field labels, and date month names.

Supported Languages

Language	Code
English	`en`
Deutsch (German)	`de`
Español (Spanish)	`es`
Suomi (Finnish)	`fi`
Français (French)	`fr`
Português (Portuguese)	`pt`
עברית (Hebrew)	`he`
Nederlands (Dutch)	`nl`

How to Set

Open your automation
Go to Output Settings
Under E-Signature, select a Signer Language from the dropdown

The default language is English. The language setting affects the signing page, all email templates (invitation, reminder, completion), and date month name localization (e.g., MMMM renders as “januari” in Dutch).

Session Statuses

Status	Meaning
Pending	Created, awaiting signers
In Progress	At least one signer started
Completed	All signers finished
Expired	Link expired before completion
Cancelled	Admin cancelled
Declined	Signer declined

Security Features

DocsAutomator eSign includes:

Secure access tokens
Time-limited signing links
Rate limiting
SHA-256 document integrity hashing
TLS encryption

Availability

Plan	eSign Access
Free	Preview/Test mode only
Paid (no add-on)	Preview/Test mode only
Paid (with add-on)	Full production access

FAQ

How many signers can I add?

Unlimited signers using incrementing field tags ({{esign.signature_1}}, {{esign.signature_2}}, etc.).

Can signers use mobile devices?

Yes. The portal is fully responsive with touch-based signature capture, and the “Complete Signing” button pins to the bottom of the screen as soon as all required fields are filled.

What happens if a signer doesn't complete?

Sessions remain pending/in progress until expiration. Enable reminders to prompt completion.

Can I cancel a signing request?

Yes, any uncompleted session. Cancelled links become invalid.

How long are signed documents stored?

Indefinitely. eSign-enabled automations automatically set PDF expiration to “never” for legal validity.

Compliance & Legal Validity

Learn about legal standards and compliance

eSign API Reference

Programmatic control of signing sessions

​Feature Overview

​Adding eSign Fields to Templates

​Field Types

​E-Sign Fields in Conditional Sections

​Review Before Signing (skipEsign)

​Configuring Signers

​Required Information

​Dynamic Signer Information

​Signing Order Options

Parallel Signing (Default)

Sequential Signing

​Email Configuration

​Email Sender Options

​Customizable Email Types

​Template Variables

​Reminder Settings

​Branding

​Custom Logo

​Expiration Settings

​The Signing Experience

​Signer Interface

​Field Completion

​Completion Flow

​Signed PDF Delivery

​Save to Google Drive

​Save to Data Source

​Saving Field Values

​Webhook Integration

​Session Completed

​Session Declined

​Signer Signed

​Session Expired

​Signer Language

​Supported Languages

​How to Set

​Session Statuses

​Security Features

​Availability

​FAQ

​Related Pages

Compliance & Legal Validity

eSign API Reference

Feature Overview

Adding eSign Fields to Templates

Field Types

E-Sign Fields in Conditional Sections

Review Before Signing (skipEsign)

Configuring Signers

Required Information

Dynamic Signer Information

Signing Order Options

Email Configuration

Email Sender Options

Customizable Email Types

Template Variables

Reminder Settings

Branding

Custom Logo

Expiration Settings

The Signing Experience

Signer Interface

Field Completion

Completion Flow

Signed PDF Delivery

Save to Google Drive

Save to Data Source

Saving Field Values

Webhook Integration

Session Completed

Session Declined

Signer Signed

Session Expired

Signer Language

Supported Languages

How to Set

Session Statuses

Security Features

Availability

FAQ

Related Pages