Signing Overview
Docu Ninja supports electronic signatures that allow signatories to sign documents from any device with a web browser. This page explains how signing works.
How signing works
- You prepare the document — upload files, place signing fields, and invite signatories.
- You send the document — each signatory receives a secure email with a unique signing link.
- The signatory opens the link — they see the document with their assigned fields highlighted.
- The signatory fills in their fields — drawing signatures, entering text, selecting dates, etc.
- The signatory submits — their responses are saved and embedded into the document.
- The process repeats — if there are more signatories (especially in sequential signing), the next one is notified.
- Completion — once all signatories have signed, the final PDF and audit log are generated.
Signing field types
When preparing a document, you can place the following field types:
Signature
A signature pad where the signatory draws their electronic signature using a mouse, trackpad, or touchscreen. The signature is captured as an image and embedded into the document.
Initials
Similar to a signature field but intended for initials. Typically smaller and used for initialling individual pages or clauses.
Date
A date picker field. The signatory selects or confirms a date, which is rendered as text in the document.
Text input
A free-text field for entering names, titles, addresses, or any other text.
Number
A numeric input field for entering numbers.
Checkbox
A simple yes/no toggle. Useful for terms acceptance or option selection.
Select (dropdown)
A dropdown menu where the signatory picks one option from a predefined list.
Radio buttons
A group of radio buttons where the signatory selects exactly one option.
Multi-select
A dropdown that allows multiple selections.
Field properties
Each signing field has the following properties:
| Property | Description |
|---|---|
| Position | X and Y coordinates on the page |
| Size | Width and height of the field |
| Page | Which page the field appears on |
| Assigned to | Which signatory is responsible for this field |
| Required | Whether the field must be filled before submission |
| Label | A description shown to the signatory |
| Colour | A visual indicator to distinguish between signatories |
Saved signatures
Signatories and users can save their electronic signature and initials to their profile. When they encounter a signature or initials field, they can use their saved signature instead of drawing a new one each time.
Security
- Each signing link is unique and encrypted.
- IP addresses are recorded for each signing action.
- Document hashes verify integrity before and after signing.
- The complete signing history is preserved in the audit log.