How to send a document for signature with Zil Sign?

How to send a document for signature with Zil Sign?

This page shows how to send a document for signature with Zil Sign, and what your signer does next. Want to know more about the tool first? Read What is Zil Sign?.

Quick answer: Go to BUSINESS TOOLS, More, Zil Sign, then click Request Signature. Upload a PDF, add the people, click Continue, drag the fields onto the page, and click Send. Your signer gets an email with a Sign Document button.

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Part 1: Send a document for signature

Step 1

Open Zil Sign

In the left menu, click BUSINESS TOOLS, then click More. Find the Zil Sign card and click Open Tool.
Business Tools More page with the Zil Sign card and the Open Tool button

Step 2

Click Request Signature

On the Zil Sign page, click Request Signature.
Zil Sign page with no documents yet and the Request Signature button

Step 3

Add your document and the people

Under Add Document, upload your PDF or drag it into the box. The file must be a PDF up to 10 MB. The Document Name fills in from the file name, and you can change it.

Add the people who will get the document:
  1. Under Add recipients, enter each person's full name and email address.
  2. In the box on the right, choose Needs to sign if the person must sign.
  3. Choose Receive a copy if the person only needs the signed document.
  4. Click Add recipient to add another person, or Add me to add yourself.
  5. When everyone is listed, click Continue.
Send for signatures page with a PDF added, a document name, one person who needs to sign and one person who receives a copy

Step 4

Place the fields

The next page is called Place fields. On the right, click a person under RECIPIENTS to choose who the field is for. Then drag a field from the FIELDS list onto the document. For a signature, drag Signature to the signature line. Drag Sign Date next to the date.

The fields you can use are Signature, Initial, Full Name, Date, Sign Date, Email, Company, Job Title, Text, Checkbox, Radio, and Attachment. A person set to Receive a copy shows No fields needed. To remove a field, click the red x on it.
Place fields page with a Signature field and a Sign Date field on the document and the list of recipients on the right

Step 5

Click Send

Click Send in the top right corner. A Send for Signature window shows the people who will sign and how many fields each one has. Check it, then click Send.
Send for Signature window with the signer name, email and the number of fields

Your request now shows in the Zil Sign list with the status In progress.

Part 2: What your signer does

Step 1

Open the email

The signer gets an email that says Action Required: Please Sign Document. The email names the document and has a Sign Document button.
Email asking the person to review and sign a document with a Sign Document button

Step 2

Click the signature field

The button opens the document in a web page. The signer clicks the highlighted Signature field.
Signing page showing the document with a required Signature field and the Agree and Continue button

Step 3

Choose how to sign

The Sign Here window has three tabs.
  • TYPE: type a name for the Signature and initials for the Initial, then pick a style.
  • DRAW: draw the signature in the box. Click Clear to start over.
  • UPLOAD: click Upload Image and choose a PNG, JPG, JPEG, or GIF file.
On the TYPE tab, check the box that says the signature and initial will be filled in all the other fields in the document. Then click Ok.
Sign Here window with the Type tab, signature and initial styles, and the Ok button
Sign Here window with the Upload tab and the Upload Image button

The signature now shows on the document.

Signing page with the typed signature placed on the document and the date filled in

Step 4

Agree and continue

The signer clicks Agree & Continue in the top right corner. A Terms and conditions window opens. It is an electronic record and signature disclosure. The signer reads it and clicks Agree & Continue.
Terms and conditions window with the electronic record and signature disclosure

Step 5

Submit

Back on the document, the button in the top right corner now says Submit. The signer clicks Submit.

A page then says You have signed this document. The signer can click Email to me, Print, or Download. The signer and anyone set to Receive a copy also get an email with the signed PDF attached.

Page saying You have signed this document with the Email to me, Print and Download buttons

The email says Please find your signed document attached.

Email with the subject Signed Document that says the signed document is attached

Part 3: Follow your request

Go back to Zil Sign to see your list. Use the Status filter to show Pending, In progress, Signed, or Cancelled requests. When the signer is done, the status changes to Signed.

Zil Sign list with two documents that show the Signed status
Click the eye icon in a row to open the request. The panel shows:
  • the document
  • each person and their status
  • an Activity timeline of what happened
At the top, click Resend document to send the email again. Click Download to get the file.
While a request is In progress, click the three dots next to Download. You will see Cancel request.
After the document is signed, Resend document is shown in gray and cannot be clicked, and Cancel request is gone.
Request panel for a signed document with the Resend document and Download buttons and the list of recipients

Common questions

Why does the signer get no email?

Check that you typed the email address correctly. You can open the request and click Resend document while it is In progress.

Can I change a request after I send it?

You can cancel a request that is In progress and send a new one. Open the request, click the three dots, and click Cancel request.

Does everyone need to sign?

Only the people you set to Needs to sign. People set to Receive a copy get the signed PDF by email after the document is signed.

Where does the signer find a copy?

On the page that says You have signed this document, the signer can click Email to me, Print, or Download. The signer also gets the signed PDF by email.

I need help with Zil Sign.

Call (408) 775-7720 or use the chat box in the lower right corner of the app.

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This page gives general information. It is not legal advice.