How to create a signature document in Plexflow

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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).

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.

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.

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.

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.

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.

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Updated on: 12/11/2026