How-to Guides

Step-by-step guides with screenshots to help you get the most out of PleaseSign.

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Email template branding

The email template received by your recipients will inherit the branding preferences associated with the account. Once you’ve created a brand, sorted colour schemes and uploaded a logo, the email template will also be updated. This feature is only available to Business Pro and Enterprise plans.

1Branding Setup for Business Pro & Enterprise Plans

If you are on the Business Pro or Enterprise Plan.
Go to your dashboard and go to settings.
Then click on the branding tab.

2Creating and Assigning Your Brand

Simply follow our simple to use branding creator and watch as the changes take place right in front of you.
Once finished – click save and you are ready with your own branding.

Once a brand is created for a particular user go to manage users, select relevant user, click on brand dropdown and assign the brand to the user and save.

In Person Signing

In person signing allows you to select a host for another recipient to sign using their device. This way if both recipients are in the same space, they won’t both need to access a device, as one recipient can host a session for the others.

1Create and Send a New Document

Set up to send a new document as per normal then click next.

2Adding an In-Person Signer

When adding the document recipients, click Needs to sign, and then select In person signer on the recipient you wish to have a session hosted for.

3Hosting an In-Person Signing Session

A new window will then open where you can select who will be hosting the session.
Select the recipient you wish to host the session.
Repeat this process for any other recipients that may be signing in person

From here you can now finish the process for sending the document for e-signing. Once the host receives the document, they will be able to sign and fill their relevant fields, and then host the session for any users that will be using their device.

How to Add New Users

If your PleaseSign subscription is for more than 1 user you can add additional users from your dashboard. Adding a user will send an email to their nominated email to create a password and verify their account. This user will then be able to send documents via a branding of your choice, or access templates and document folders that you have permission.

1Accessing User Management

If you are on the Business Pro or Enterprise Plan.
Go to your dashboard and go to settings.
Then click on the manage user tab.

2User Setup Guide

Simply follow the fields to add a new user.
Please note: This feature is only on certain plans. Upgrade to use this feature today.

Document and Template Folders

When you create a new document folder or template folder you can assign an access group to them. This will allow the users in that group access to any templates or documents placed into those folders. By default, your account will be created with 2 folders, one for documents and one for templates.

1Creating folders and assigning access

Click the + next to ‘Folders’ or ‘Templates’ to open the create folder window
Enter your preferred name for the folder.
Click please select dropdown box and select the group you want to grant access to.
Below it will show the users that will have access to the folder
Click create, and that folder along with anything stored in it, will now be accessible to all members in that access group.

2Managing Folders and Permissions

While you’re able to edit a folder and its permissions at any time, you may only delete a folder if there are no documents or templates currently stored there.

Please Note: If you are a user on an account you will not be able to modify folders. You will need to ask your account admin to do this for you, or to add you as an admin on the account.

Voiding A Document

If you by mistake send the wrong document, are missing something or didn’t fill out the fields correctly you may want to void the document. When you void a document you’ve sent, it will immediately become incompletable, unviewable and the action is irreversible.

1Open a Document

From your sent dashboard, open the document you wish to void.

2How to Void a Document

Next to the status tag you’ll see Void document which is clickable text, click this.
A window will open warning you that you’re about to void a document.
Provide a reason for voiding the document for your own records.
Click confirm to void the document.

3Email Notifications for Declined or Voided Documents

You will only receive an email notification if a document you sent for signing is declined by the recipient. If you void your own sent document you won’t receive a notification unless you have email notifications set up to do so. You can visit the resource centre for this information.

Email Archiving

Email archiving allows you to allocate an email address that receives copies of all completed documents sent under your organisation. You can also allocate an email to receive notifications when documents sent by your organisation are voided or declined.

1Setting an Archive Email Address

Open the Business profile from the sidebar
Scroll down to the Archive email address text box and enter the email address you wish all copies of completed documents to be sent to.

2Setting Up Decline & Void Notifications

If you wish to receive notifications of voided documents, you can enter an email in the Decline notifications text box, this is where email notifications will be sent in the case of avoided or declined documents.

3Saving Your Preferences

Scroll down and click save preferences! These can be updated at any time.

Ordered Signing

If a document is being sent to multiple signers you can take advantage of our ordered signing feature. The document will only be distributed to the next signer/s once the previous person/s has completed it. This allows you to set a structured workflow to the document.

1Sending a Document

Start by clicking Send document and uploading your PDF files. Or use a pre populated template youve created

2Setting Up Ordered Sending

If you are on the Business Pro or Enterprise Plan. Go to your dashboard and go to settings. Then click on the branding tab.

3Setting Recipient Order

To change the order, enter values into the boxes next to the emails.
To set a parallel order, making recipients receive the document at the same time, set the same value.
After filling out all the required fields, click next and continue your normal sending process.

Correct Recipient

If you’ve entered a recipients details wrong or sent a document to the wrong person, PleaseSign allows you to correct the recipient. This will save you having to void and recreate the document. This can only be done on documents that have not been completed, if the wrong recipient has completed the document you will then have to void and recreate it.

1Select a Document

From your sent dashboard, select the document you need to correct a recipient on.

2Correcting a Recipient

Once the document is open, locate the recipient you wish to correct.
Click the actions button to reveal a menu and click the Correct recipient button.

3Editing Recipient Details

A window will open allowing you to change the name and email address of the recipient.
Correct the appropriate fields, and click confirm to re-send the document.

Setting a Redirect Path

Redirect paths allow you to control where your recipient’s web browser is navigated to after they have finished signing a document. By default, a generic completion page will be shown to all recipients, intended to notify them that no further action is required.

If your workflows do however require additional action by your recipient after they have signed a document, you can show this by navigating them directly to your website after they have signed by using this feature.

1Setting Up Redirect Paths

Follow the process of sending a new document.
When adding your recipients, click More options and select Redirect path.
In the new window, enter your full http or https web address for the complete and decline actions.
Click Save to save your changes.

2Setting a Decline Redirect URL

The decline redirect path can be used to navigate your recipients web browser if they choose to decline a document

Customising the Signature Options

Our signature settings enable you to configure how your customers interact with the documents you send them for e-signature. By default, there are three different types of signatures your customers can choose from:

*** Draw signature – The most common way of signing a document, involves drawing your signature using your mouse or using your finger when on a touch-screen device.

*** Choose signature – Choose from 10 unique signature styles that we automatically generate using your first name and last name.

*** Upload signature – Upload an image of your signature from your hard drive. This option may be useful if you already have a copy of your signature in an electronic format.

1Managing Signature Preferences

Certain industries and governing bodies have preferences on which signatures should be used based on what “looks authentic”. For this reason, you may choose to disable options for your recipients to sign using an auto-generated signature, or by uploading an image of an existing one.

Open your Business Profile page from the sidebar, and scroll down to the preferences section.
Under the “Force recipients to draw their signature when signing?” select Yes.

2Setting the Default Signature Option

When you are not forcing drawn signatures, you can change which option appears first to your customers when they click on a signature field. In the example below, Choose signature is the first option that appears.

3Using the Upload Signature Option

When upload signature is selected – once the recipient receives the document to sign they will be prompted to load their signature.

Private Recipient Messages

When sending a document you have the option to enter a message to your recipients. This message appears in the email that your recipients receive and should be used as a way to provide more information about the context of the document.

When your document is being sent to more than one recipient there may be a need to customise this message for each individual, this can be done by using private messages.

1How to add a Private Message

Follow the process of sending a new document.
When you are reviewing your document, click Add private messages underneath the message to the recipients text box.
In the new window, select which recipient you would like to enter a private message for and enter your message.
Click Save to save your changes.

When using the private messages feature as well as the message to recipients box, the private message will always take precedence.

Scheduling Reminder Email Settings

You can schedule reminders here by interval and frequency. Additionally, if a recipient has lost or deleted the original email notification sent by PleaseSign, you can go to the sent status page, click on blue actions button and resend on the spot and/or change the destination recipient email and correct any typo that may be present.

This feature may also be useful as a way to remind recipients that have not yet signed a document.

1How to schedule email reminders for recipients

From your dashboard, go to settings, select business profile and scroll to “Reminder Interval”. Select intervals up to 30 days
Then underneath schedule how many reminders you would like to send
An example might be every two days and it is sent three times and click save button
Note that this option setting will exist throughout the entire enterprise. Once the recipient has signed they will not receive reminders, however other recipients that are party to the signing session that have not yet signed will continue to receive reminders.

Automatic Reminders

Enabling automatic reminders for your account can assist in reducing the amount of time spent chasing recipients for documents that have not yet been completed.

When enabled, PleaseSign will automatically send reminder emails to recipients that have outstanding documents to sign at the interval in which you decide.

1How to turn on automatic reminders

Open your Business profile page from the sidebar, and scroll down to the preferences section.
Drag the slider under the Reminder internal heading to specify how often reminder emails should be sent.
Drag the slider under the Maximum number of reminders to specify how many reminders should be sent to a recipient, before stopping.
Click save preferences to save your settings.

Carbon Copies

Adding a carbon copy recipient to your document allows you to create a workflow, where a recipient only receives a copy of the document upon it’s completion.

A common example of where this feature comes in handy is when completing employee expense claim forms, where you may only want to notify your accounts department upon it’s completion

Carbon copy recipients are not required to approve documents before their completion, and if a document is voided at any time during it’s workflow, they will not receive a copy.

1How to add a carbon copy recipient

Enter the first name, last name and email address of the recipients of your documents.
Next to the recipient, you want to receive a copy, select the Receives a copy action.

2Viewing your carbon copies

After your document has been created, you can view your carbon copy recipients from your document information page.

In this example below, you can see that Marshall Eriksen is a carbon copy recipient because he has the Receives a copy badge next to his name.

Bulk Sending

Bulk sending allows you to easily send one document to many recipients all at the same time, where each recipient receives their own unique individual copy. You can upload recipients using a formatted .csv file, or you can add your recipients manually one at a time.

Though the ability to send hundreds of documents at the same time can be a powerful tool for organisations, it is important to understand how the feature works and to test your data with a small sample size before committing to a full send.

1Preparing a Template for Bulk Send

Preparing your template for a bulk send
To start a new bulk send, you will need to have an existing template ready in your account.
- When your template is ready:
- Open your templates dashboard page from the sidebar.
- Click the Actions dropdown button next to your template.

2Select Bulk Send

Select Bulk Send

3Adding Recipient

Adding recipients.

Recipients can be added manually or via a CSV file.

If you would rather add your recipients one-by-one than spend the time formatting a .csv file, you can do so by clicking Add recipients manually. This will remove the upload file form and display a single row for each recipient to which your bulk send will be sent.

If you wish to upload recipients using a .csv file. ensure you download the .csv file template by clicking on the blue download link. This .csv file is automatically generated to suit each individual template.

Depending on what additional recipient fields have been set up on your template, for example, a private message or a redirect path, these fields will be shown with each row. Each recipient must still be given a first name, last name and email address before your list will be accepted.

4Confirm and Send

Confirm then send

Upgrade My Plan

You can upgrade to a new plan at any time.
See the below instructions on how to increase your plan allowances. We are here to support you as you grow.

1Accessing the Settings Tab

When you first log into your dashboard you will see the setting tab on the left.

2Upgrading Your Plan

Click on your membership tab and the plans will be displayed.
Choose the plan you wish to grow to.
If you need a custom plan please email

3Completing Your Plan Upgrade

Simply add your payment details and your plan will upgrade automatically. When you upgrade you can benefit from more features and you can send more documents.

Duplicating or Reusing a Sent or Completed Document

Have you ever needed to change, add or edit a document but you’ve already sent it?

Now you can duplicate, reuse or edit that document before resending it to the recipient.

1Duplicating a Document

Go to the document you want to duplicate and click on the duplicate document
Click confirm

2Document Ready for Use

Document is uploaded and you just click next and all the detail and tabs are in place to use, and manipulate as you like. It’s that easy!

Custom Business Branding For Your Users

Once you have set your branding up for your documents – you can now duplicate the same branding for each user who can then add their own details such as name and email.

1Select Your Brand

Simply select your brand. (if no brand create one it’s easy, go to) https://pleasesign.com.au/email-template-branding

2Creating and Assigning a New Brand

Click on actions, select duplicate, give the new brand the new user’s name, (easier to find when you want to add in manage users) enter new users’ email, phone number etc and click create.

You’re done. Go to manage users, find John Monash, click on the brand, click on his brand, you can even add him to an access group(s) while you’re there, and click save and done!

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