E-Signature Component

CraftMyPDF integrates with Documenso to provide enterprise-grade electronic signatures that comply with the ESIGN Act, UETA, and eIDAS (SES).

When E-Signature is enabled on a PDF template, CraftMyPDF automatically creates a Documenso envelope after each PDF generation, assigns your configured fields to the specified recipients, and sends signing requests by email.

How It Works

1. Design - Enable E-Signature on a PDF template, configure signing order, envelope details, expiration, and recipients, then place E-Signature fields on the page.
2. Generate - Generate a PDF through the API, Merge API, or dashboard. CraftMyPDF renders the PDF and queues a Documenso envelope for processing.
3. Sign - Recipients receive an email with a unique signing link and complete their assigned actions (sign, approve, view, or assist).
4. Track - Monitor document status and download completed PDFs from the Signed Documents page in your dashboard.

note

E-Signature is available only for PDF templates. It is not available in Preview mode.

Configure E-Signature

Open your PDF template in the designer and select the E-Signature tab in the settings panel. The tab is organized into four sections that match the topics below: signing order, envelope details, envelope expiration, and recipients.

To enable E-Signature for your template, check Enable E-Signature.

When enabled, CraftMyPDF creates a Documenso envelope after PDF generation and assigns the configured fields to the recipients below.

Signing Order

By default, all recipients receive the document at the same time and can complete their actions in any order (parallel signing). You can change this to require recipients to act in a specific sequence.

Parallel

All recipients receive the document simultaneously. The document is completed when everyone finishes their required actions. Use this when:

• The order does not matter
• You want the fastest completion time
• Recipients are independent of each other

Sequential

note

Sequential signing is required to use the Assistant role. Assistants must act before the signers whose fields they pre-fill.

Recipients receive the document one at a time, in the order you specify. Each recipient must complete their action before the next recipient is notified.

To enable sequential signing:

1. Choose the Sequential option
2. Assign an order number to each recipient. Recipients with the same order number can act simultaneously
3. The document proceeds to the next order number only when all recipients at the current level have completed their actions

Example workflow:

Order	Recipient	Role
1	Admin Assistant	Assistant
2	Department Head	Approver
3	Contract Party A	Signer
3	Contract Party B	Signer
4	Legal Team	CC

In this example:

1. The assistant pre-fills information
2. The department head reviews and approves
3. Both contract parties sign at the same time
4. Legal receives a copy after completion

Envelope Details

Optionally customize the email subject and message that recipients receive. These values are sent to Documenso as envelope metadata.

Subject (Optional)

Customize the email subject line. If left blank, Documenso generates a default subject based on the recipient's role:

• Signers: CraftMyPDF invited you to sign a document
• Approvers: CraftMyPDF invited you to approve a document
• Viewers: CraftMyPDF invited you to view a document
• Assistants: CraftMyPDF invited you to assist a document

Message (Optional)

Add a custom message that appears in the email body. You can use these variables:

• {signer.name} - Recipient's name
• {signer.email} - Recipient's email
• {document.name} - Document title

If left blank, a default message is generated based on the recipient's role.

See also the What Recipients Receive section.

Envelope Expiration

Optionally set a signing deadline so recipient links expire after a configurable period.

By default, envelope expiration is disabled, and signing links remain valid until the document is completed, rejected, or cancelled.

To enable expiration:

1. Check Enable expiration
2. Set the Expiration Amount and Expiration Unit (day, week, month, or year)

When enabled, the default expiration is 30 days. Recipients must complete their actions before the deadline, or their signing link expires.

Recipients

Add one or more recipients who will receive the document. Each recipient is assigned a unique Recipient ID (for example, recipient_1). Use this ID when assigning E-Signature fields on the template.

Recipient name and email fields support both static values and expressions. For example, given the following JSON data:

{
  "signers": [
    {
      "name": "Signer 1",
      "email": "signer1@example.com"
    },
    {
      "name": "Signer 2",
      "email": "signer2@example.com"
    }
  ],
  "approverName": "Approver",
  "approverEmail": "approver@example.com"
}

Expression	Evaluates to
{{ data.signers[0].name }}	Signer 1
{{ data.signers[0].email }}	signer1@example.com
{{ data.signers[1].name }}	Signer 2
{{ data.signers[1].email }}	signer2@example.com
{{ data.approverName }}	Approver
{{ data.approverEmail }}	approver@example.com

Role Overview

Role	Action Required	Can Sign	Description
Signer	Yes	Yes	Must sign the document
Approver	Yes	Optional	Must approve the document
Viewer	Yes	No	Must view the document
CC	No	No	Receives a copy after completion
Assistant	Yes	No	Can pre-fill fields for other recipients

Role Details

Signer

note

Each signer must have at least one Signature field assigned to them.

Signers are the primary recipients of a document. They must complete all signature fields assigned to them before the document can be finalized.

What they can do:

• Sign signature fields assigned to them
• Fill out any other fields assigned to them (text, date, checkbox, and so on)
• Download the document after signing

What they cannot do:

• Sign on behalf of other recipients
• Modify fields assigned to other recipients

When to use this role:

• Contracts requiring a legally binding signature
• Agreements where the recipient must formally consent
• Any document that requires a signature to be valid

Approver

Approvers must review and approve the document, but signing is optional. The document cannot be completed until all approvers have given their approval.

What they can do:

• Approve or reject the document
• Optionally add a signature if signature fields are assigned
• Fill out fields assigned to them
• Download the document after approval

What they cannot do:

• Complete the document without explicitly approving it
• Modify fields assigned to other recipients

When to use this role:

• Documents requiring manager or supervisor approval
• Workflows where review is required before final signatures
• Compliance processes requiring sign-off from multiple parties

Viewer

Viewers must acknowledge that they have viewed the document. They cannot add signatures but must confirm they have reviewed the content.

What they can do:

• View the complete document
• Confirm they have viewed it
• Download the document after viewing

What they cannot do:

• Sign the document
• Fill out fields (no fields can be assigned to viewers)
• Modify the document in any way

When to use this role:

• Informational documents that require acknowledgment
• Policies or disclosures that recipients must review
• Documents where you need proof of receipt without a signature

CC

CC recipients receive a copy of the completed document but do not need to take any action. They are notified when the document is fully signed.

What they can do:

• Receive a copy of the completed document
• Download the signed document

What they cannot do:

• Sign or approve the document
• View the document before it is completed
• Take any action that affects document completion

When to use this role:

• Keeping stakeholders informed about signed agreements
• Sending copies to legal or compliance teams
• Archiving completed documents with relevant parties

Assistant

note

The Assistant role requires sequential signing to be enabled. You cannot use this role when recipients sign in parallel.

Assistants can prepare the document by pre-filling fields on behalf of other signers. This role is only available when sequential signing is enabled.

What they can do:

• Pre-fill suggested values in fields assigned to later signers
• Help prepare the document for the actual signers
• Fill out any fields specifically assigned to them

What they cannot do:

• Sign on behalf of other recipients
• Submit the document as complete
• Be used in parallel signing mode

When to use this role:

• Administrative staff preparing documents for executives to sign
• Workflows where one person gathers information and another signs
• Situations where you want to reduce the burden on the final signer

Placing E-Signature Fields

After configuring recipients, drag E-Signature field components from the Components panel onto your template. Ten field types are available under E-Signature Fields:

Signature, Email, Name, Initials, Date, Text, Number, Radio, Checkbox, and Dropdown.

For each field:

1. Select the field on the canvas
2. In the property panel, choose the Recipient that should complete the field
3. Configure field-specific options as needed

note

Every E-Signature field must be assigned to a recipient.

Field Type	Description	Auto-filled
Signature	Recipient's signature (drawn, typed, or uploaded)	No
Initials	Recipient's initials	No
Email	Recipient's email address	Yes
Name	Recipient's full name	Yes
Date	Date the field was completed	Yes
Text	Free-form text input	No
Number	Numeric input with optional validation	No
Radio	Single selection from a list of options	No
Checkbox	Multiple selections from a list of options	No
Dropdown	Single selection from a dropdown menu	No

Signature

note

Each signer must have at least one Signature field assigned to them.

The signature field captures the recipient's legally binding signature. Recipients can:

• Draw their signature using a mouse or touchscreen
• Type their name and select a font style
• Upload an image of their signature

Configuration Options

Option	Description	Default
Font size	Size of the text in the field (8-96px)	18px

Initials

The initials field captures abbreviated signatures, typically used to acknowledge individual pages or clauses.

Configuration Options

Option	Description	Default
Font size	Size of the text in the field (8-96px)	12px
Text align	Left, center, or right alignment	Left

Email

The email field displays the recipient's email address. This field is automatically populated with the email address used to send the signing request.

Configuration Options

Option	Description	Default
Font size	Size of the text in the field (8-96px)	12px
Text align	Left, center, or right alignment	Left

Name

The name field captures the recipient's full name. When the recipient has a name on file, the field can be auto-populated.

Configuration Options

Option	Description	Default
Font size	Size of the text in the field (8-96px)	12px
Text align	Left, center, or right alignment	Left

Date

The date field records when the recipient completed the field or signed the document. By default, it auto-fills with the current date.

Configuration Options

Option	Description	Default
Font size	Size of the text in the field (8-96px)	12px
Text align	Left, center, or right alignment	Left

Text

The text field accepts free-form text input from recipients. Use this for any information that does not fit other field types.

Configuration Options

Option	Description	Default
Label	Display text shown above the field	None
Placeholder	Hint text shown when the field is empty	None
Font size	Size of the text in the field (8-96px)	12px
Text align	Left, center, or right alignment	Left
Vertical align	Vertical alignment of the text	Middle
Required	Whether the field must be completed	false
Read-only	Lock the field with a pre-filled value	false
Line height	Spacing between lines of text	1
Letter spacing	Spacing between characters	0
Character limit	Maximum number of characters allowed	None
Default value	Pre-filled text that recipients can modify	None

Rules

• A field cannot be both required and read-only at the same time
• A read-only field must have a default text value (it cannot be empty)
• If a default text value is set, the field is inserted into the document automatically
• The text entered cannot exceed the character limit
• Recipients cannot modify a read-only field

Number

The number field accepts numeric input with optional validation constraints.

Configuration Options

Option	Description	Default
Label	Display text shown above the field	None
Placeholder	Hint text shown when the field is empty	None
Font size	Size of the text in the field (8-96px)	12px
Text align	Left, center, or right alignment	Left
Vertical align	Vertical alignment of the text	Middle
Required	Whether the field must be completed	false
Read-only	Lock the field with a pre-filled value	false
Line height	Spacing between lines of text	1
Letter spacing	Spacing between characters	0
Number format	Display format for the number	None
Min value	Lowest allowed number	None
Max value	Highest allowed number	None
Default value	Pre-filled number that recipients can modify	None

Rules

• The value must be a number
• A field cannot be both required and read-only at the same time
• A read-only field must have a default number value
• If both a default number and a maximum value are set, the default must be less than the maximum
• If both a default number and a minimum value are set, the default must be greater than the minimum
• The value must match the number format if one is set

Radio

The radio field presents a list of options where the recipient can select exactly one.

Configuration Options

Option	Description	Default
Font size	Size of the text in the field (8-96px)	12px
Required	Whether a selection must be made	false
Read-only	Lock the field with a pre-selected value	false
Direction	Vertical or horizontal layout	Vertical
Options	List of selectable values

Rules

• A field cannot be both required and read-only at the same time
• A read-only field must have at least one option
• If a default value is set, the field is automatically marked as complete
• Recipients cannot select a value that is not in the options list
• Only one option can be selected at a time

Checkbox

The checkbox field presents a list of options where the recipient can select multiple items.

Configuration Options

Option	Description	Default
Font size	Size of the text in the field (8-96px)	12px
Required	Whether at least one selection must be made	false
Read-only	Lock the field with pre-selected values	false
Validation rule	Rules for minimum/maximum selections	None
Direction	Vertical or horizontal layout	Vertical
Options	List of selectable values

Rules

• A field cannot be both required and read-only at the same time
• A read-only field must have at least one checked option
• If default values are set, the field is automatically marked as complete
• The validation rule enforces selection counts: "At least", "At most", or "Exactly" a specified number of options
• Recipients cannot select a value that is not in the options list

Dropdown

The dropdown field presents a list of options in a collapsible menu. Recipients select one option from the list.

Configuration Options

Option	Description	Default
Font size	Size of the text in the field (8-96px)	12px
Required	Whether a selection must be made	false
Read-only	Lock the field with a pre-selected value	false
Default value	Pre-selected option
Options	List of selectable values

Rules

• A field cannot be both required and read-only at the same time
• A read-only field must have a default value
• The default value must be one of the options
• If a default value is set, the field is automatically marked as complete
• Recipients cannot select a value that is not in the options list

What Recipients Receive

When a document is generated and sent, each recipient receives an email with:

• The document title (from your custom subject or the default for their role)
• Your custom messag3e (or a default message)
• A button to open and complete their assigned actions

The email includes a unique signing link for that recipient. The link expires when the document is completed, rejected, cancelled, or when the envelope expiration deadline is reached (if configured).

Document Lifecycle

A document progresses through the following states:

State	Description
Queued	The document is waiting to be processed
Processing	The document is being sent to Documenso
Created	The envelope was created but has not yet been sent to recipients
Sent	The document has been sent and is awaiting recipient actions
Completed	All recipients have completed their required actions
Rejected	A recipient rejected the document
Failed	Processing failed. Common causes include invalid template configuration and validation errors. Contact support if you need help.
Cancelled	The document was permanently deleted from Documenso. Contact customer support to request cancellation.

Manage Signed Documents

Open Signed Documents from your dashboard (next to Manage Templates) to view all E-Signature documents generated from your templates.

The table shows each document's template, transaction reference, recipient count, status, and timestamps. Filter by template ID or status to find specific documents.

Available actions depend on the document status:

Action	Description
Retry Send	Resend a document that was created but failed to distribute to recipients
Signing Links	View and copy individual signing URLs for each recipient
Download	Download the signed PDF (available for sent and completed documents)