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# How to create a signature document in Plexflow

[Video](https://www.youtube.com/embed/GhtncdQncLw?rel=0)

## Preface

There are **three ways** to manage electronic signatures in Plexflow:

1. ✅ **When creating an electronic lease** (the signature is built into the process).
2. ✅ **From the main Signature module** (to send a separate document or create a reusable template).
3. ✅ **From the unit itself** (a shortcut to the **Sign** section attached to that specific unit).

In this guide, we will see **how to create a signature document from the main Signature module**.

### Step 1 – Open the Signature module

1. Sign in to your Plexflow account.
2. In the left-hand menu, click **Sign**.
3. You arrive at the creation window (as in the image below).

![Signature module creation window](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/avant-propos_aries.png)

### Step 2 – Attach to the rent (optional)

- If the document concerns a specific tenant, use the search bar to find the **unit address** or the **tenant’s name**.
- Otherwise, you can leave this field empty.

### Step 3 – Add recipients

1. Click **Add recipient**.
2. Enter the **name** and **email address** of the people who must sign.
3. Add all the required signers (owner, tenant, partner, etc.).

💡 **Recommendation for templates:**
If you are creating a **reusable template**, do not enter the tenants’ real names right away. Use generic terms instead, such as:

- **“Tenant A”**
- **“Tenant B”**
- **Landlord**

This will let you reuse the template more easily in the future.

![Adding recipients](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/etape-3_n4w9eq.png)

### Step 4 – Add the document

1. Click **Add document** and upload the **PDF** file you want to have signed.
2. Once the document is added, it will appear in the list (as below).
3. Click **Set signatures** to place the signature, date, or initials fields directly in the PDF.
4. If you have added several signers, you will be able to assign a signature field to each one (e.g. **“Tenant A”**, **Landlord**).
5. If necessary, use the red trash can to delete a document and upload a new one.

👉 **Practical tip:**

- For templates, use generic names (**Tenant A**, **Tenant B**) so you can easily reuse the template later.

![Adding a document and setting signatures](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/etape-4_2pjicr.png)

### Step 5 – Place the signatures

After clicking **Set signatures**, you can insert different fields directly in the document. These fields are used either to collect information from the signer, or to add a fixed piece of data provided by the manager.

### The available choices:

- **✍️ Signature**: field for the signer to apply their official electronic signature.
- **Initials**: lets the signer enter only their initials, often used to confirm a specific clause.
- **🗓️ Date**: automatically inserts the date at the time of signing, with no action required from the signer.
- **Name**: displays the signer’s full name as recorded in Plexflow.
- **Text**: fixed text added by the manager (e.g. discount amount, particular condition). The signer **cannot change it**.
- a free-text field to be filled in by the signer (e.g. add a note, enter a phone number, or provide requested information).
- **📧 Email**: automatically displays the signer’s email address.

👉 **Practical tip:**

- Use **Text** to indicate information that is already known and fixed.
- Use a free-text field to ask the signer for a reply or a piece of information.

![Placing signature fields in the document](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/etape-5_zmmdjj.png)

### Step 6 – Add a message and set up reminders

Before sending the document, you can personalize the email the signers will receive and set the reminder frequency.

### 1. Email subject

- By default, the subject uses the document name (e.g. **Document signature: Discount agreement.pdf**).
- You can change it for greater clarity (e.g. **Please sign the discount agreement for unit 101**).

### 2. Email message

- Add a personalized text to explain the context of the document.
- Example: **Hello, please sign the attached agreement to confirm the agreed discount.**

### 3. Reminder frequency

- You can turn automatic reminder sending to signers on or off.
- If it is turned on, choose the frequency (e.g. a reminder every 10 days for as long as the document is not signed).
- Useful for avoiding signature delays.

![Email subject, message, and reminder frequency](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/etape-6_r6rufo.png)

### Step 7 – Track progress once the document has been sent

Once the document has been sent, you can track its status directly in Plexflow.

### Visible information:

- 📄 **Document name** (e.g. **Discount agreement.pdf**).
- 🆔 **Envelope ID** (unique identifier of the signature process).
- 🕒 **Date and time sent** as well as the **last modification**.
- 📬 **List of signers** with their status in real time.

### Possible statuses for each signer:

- ⏳ **Pending**: the email has been sent but the signer has not yet signed.
- ✅ **Signed**: the signer has completed the signature.
- ❌ **Expired**: the document was not signed or was rejected.

### Available actions:

- **Correct**: lets you change the document or the recipients before finalization.
- **Resend**: resends the signature email if the signer did not receive it or has been late to sign.
- **View certified email**: view the proof that the email was sent and received by the signer.

![Signature document tracking and statuses](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/etape-7_50xw7f.png)

## Previous video

[Video](https://www.youtube.com/embed/NJtiPeWzy7U?rel=0)