Send an Envelope

Before you begin

You need a PDF you are allowed to send and each Signer’s name and email address. Signit accepts one PDF per Envelope: up to 25 MiB and 200 pages.

The main flow

1. In the app, choose New envelope.
2. Upload the PDF. Signit immediately creates a private autosaved Draft and opens one editor with the setup, document, and Send summary together; it does not email anyone yet.
3. Add Signers. Two or three is enough for most agreements. Their signature fields appear on the document as you add them. Check Include myself if you must sign too.
4. Choose routing. Parallel is the fast option: everyone can sign at the same time. Choose Sequential only when one stage must finish before the next one starts.
5. Write the subject and a short message. Changes save automatically.
6. Review every visible signature field. If you want a different position, drag the field directly on the document, add or remove fields as needed; changes save in the background, even before every Signer has a signature field.
7. Follow the live Send summary as it fills in. When it says everything is ready, choose Send for signature once.

Signature positions

Uploading a PDF does nothing by itself. When you add a Signer, Signit searches the whole document for exactly that person's signature spots and turns every spot it finds into one of their fields; a Signer named in several places receives a field at every one of them. The search answers within 30 seconds or not at all, and reads the document from the last page backwards, so a very long PDF may only be read in part within that time. A Signer with no found spots has no fields: the signer row says so and offers Search again, or you drag fields onto the document yourself. The row distinguishes three different answers: no spots on this document, a search that could not run at all, and a search that ran out of time before reading the whole PDF. Hand-placed fields are never overwritten by a later search, and a spot another Signer already holds is never taken twice. Connected-agent sends use the same rules, except a Signer no search could place goes to a signature-table row instead of blocking the send.

Each Organization has a monthly allowance of automatic-search batches. One batch covers up to four pages of the PDF. When the allowance runs out, searches stop and the signer row says so. Drag the fields yourself, or search again next month.

Replacing the PDF drops every found field, because the positions belonged to the old document. Signit searches again for every Signer on the new one.

What the search sends to an AI model

The search uses an AI model. Each time it runs (when you add a Signer, replace the PDF, or choose Search again), Signit sends the model:

• images of the pages it reads, starting from the last page, so the model sees what is written on them; and
• the Signer's name and email address.

It sends nothing else: no internal IDs and no other document. The model is openai/gpt-5.6-luna, reached through Cloudflare AI Gateway on Unified Billing, so Signit uses no OpenAI key of its own. Signit asks for zero data retention on this path, but Cloudflare's model list does not yet confirm that it applies to this model, so do not assume it does. It answers only with positions on the page. Documents sent through a connected agent are searched the same way.

If you do not want a document read by a model, choose Use a signature page instead. No search runs and nothing is sent.

Use a signature page instead skips searching entirely and keeps every Signer on added pages; Detect fields in the document switches back. Sending needs at least one signature field per Signer.

A Draft can be unfinished. Every field you place is saved, including text and checkbox fields, even while a Signer has no signature field yet or after you remove every field. Reopen the Draft later and it is exactly as you left it; Signit does not put signature fields back on its own. Only Send for signature needs every Signer to have a signature field, and it stays unavailable until each one does. Changing the Signer list is the one other moment Signit places signatures for you: a Signer without a signature field then receives a signature-table row.

The document is one scrolling view of every page. Drag a field anywhere, including onto another page; drop a Signer from the list onto any page to add another field for them, or use the plus button next to the Signer. Drag the corner handle to resize a field. Right-click a field, or select it and press Delete or Backspace, to remove it; Ctrl/Cmd + Z undoes the last change. The first time you open the editor, a short tip points at a field: drag the signature wherever you want on the document.

Each page is drawn at up to 4,000,000 pixels, so a very large page is shown at a lower resolution.

Keyboard users can move a selected field with the arrow keys, resize it with Shift and an arrow, and press Enter to choose a spot with a click or with Page Up and Page Down. There is no placement mode to choose and no separate save-all step; changes save in the background, and saved positions are still there when you reopen the Draft.

Leaving the editor saves first. If you follow a link, use the browser's Back button, switch language or sign out while changes are still being saved, Signit finishes saving and then leaves. If saving fails, or the fields were changed in another window, you stay in the editor with your edits intact and a message that says what to do. Closing or reloading the tab with unsaved changes still asks you to confirm.

Each added signature page is a Name | Date | Signature table. The signature cell contains only the adopted name; the date is filled separately when signing is complete. Fields moved onto these pages snap into table rows. If you move the last field from an added page back onto the Original, the empty added page disappears automatically.

You can replace the PDF while the Envelope is still a Draft; Signit discards the fields for the older file and reads the new one from the start. If fields exist, confirm their removal before the replacement continues. You can also delete an unsent Draft after confirmation. Sent Envelopes and their frozen fields cannot be edited.

To remove a sent Envelope from your lists, choose the Archive icon on its row in Documents. Nothing is deleted: the Envelope, its PDFs and its audit trail stay as they are, signers can still finish, and the Archived tab lists it with a Restore button.

Text and checkbox fields

The document gets the room. On a wide screen the editor has two columns: Fields for on the left and the document beside it, about 800 px wide at 1440 px. On a tablet or phone the document comes first, under a compact toolbar: pick the Signer for new fields, add a Text input, Checkbox or Signature, or open Fields for the Signers and the list of every field. Choosing a field there closes the list and moves you to it.

Two panels open from buttons and return you to the same place when closed (Esc closes either). Properties edits the selected field; it stays selected, and nothing you edited is lost by closing. Document & signers holds the Original PDF and its replacement, signature-field search, the subject, message, signing order and the Signers. A draft without Signers shows an Add a signer shortcut above the document, and a missing subject opens that panel on the subject.

Choose a Signer (in Fields for, or the Signer picker on a phone), then add a Text input, Checkbox or Signature for them. Click a field type to place it at a free spot beside that Signer's fields, or drag it onto any page. On this document lists every field in reading order; choosing one scrolls to it and selects it, so you can keep working with the keyboard.

Each field belongs to one Signer. In the properties you can change the label, the Signer, whether text or a checkbox is required, whether text takes several lines, and a prefilled value. A prefill is a starting value the Signer may change; Lock sender text makes it part of the document, which the Signer sees but cannot edit. Every signature is required. Position & size sets the page and the field's place in percent of the page, without dragging. A field with a problem is outlined in red and the property that needs fixing says why; nothing is saved until it is fixed. Text and checkbox fields stay on the Original's pages; added signature pages are for signatures only.

Integration stays folded: the Field key is how your own systems find the answer (for example job_title), and up to 20 private metadata pairs travel with it. Signers never see either. A new field gets a key once; renaming the label later keeps the key, and Use the label as the key changes it only when you ask. Duplicate (or Ctrl/Cmd + D on a selected field) copies a field next to the original with a new identity and a new key. Undo and Redo buttons sit above the document and match Ctrl/Cmd + Z and Ctrl/Cmd + Shift + Z; while you type in a property, those keys edit the text instead.

If the fields changed in another window, or a signature search finished while you were editing, Signit keeps your edits on screen, lists how they differ and asks you to choose Keep my edits or Use latest saved version. It never overwrites either version on its own. Sending waits until the choice is made. If the Signer roster changed, reassign or remove fields for removed Signers and place any missing signatures before keeping your edits. If the Original changed, your fields remain available for comparison; check them against the new PDF and confirm before reapplying their positions. A failed background refresh also keeps your unsaved fields on screen.

When text or checkbox fields exist, Signit prepares the PDF so every Signer sees the same pages, and checks that each text box can show its continuation reference. The editor says while the PDF is being prepared, marks a box that is too small, and asks you to replace a PDF that cannot be shown the same way to everyone.

Preview as signer

Preview as signer shows the document as one Signer will see it; choose who in Preview as. Their own fields are outlined, locked text and their own prefills appear in place, and text too long for its box shows its continuation reference with the full text on a continuation page, laid out by the same server rules the Final uses. Preview shows the last saved fields. If its layout and saved fields are from different revisions, it waits for a matching preview. Nothing can be filled in, signed or sent from it; choose Back to editing to return.

Email and delivery

On a hosted Signit app, each eligible Signer receives an email invitation from sign-it.ro, sent through Cloudflare. The Envelope page is the reliable place to check delivery and signing status: an email can arrive late. If an eligible Signer's delivery needs attention, fix the email setup and choose Retry invitation on that Signer's row.

You can also deliver an invitation on another channel. On an eligible Signer's row, choose the copy icon (Copy signing link) and send that link however you like (WhatsApp, SMS, or your own tool). It is the same link as the email, unique to that Signer, and it expires. Later sequential stages have no link yet: their row says the link unlocks at that Signer's stage.

After you send

You can void a sent Envelope or remind Signers who have not signed yet. See Follow the outcome for the rules and the 24-hour reminder limit.

When to choose sequential routing

With sequential routing, people in the same stage can sign together. The next stage receives access only once everyone in the current stage has signed. If you do not have a clear ordering requirement, keep parallel routing: it is easier to explain and finishes sooner.

How many Envelopes you can send

How many Envelopes you can send each month depends on your Organization's plan. The free plan allows up to 10 Envelopes sent per month for each Organization. The month follows the calendar in Romania (Europe/Bucharest time) and starts again on the 1st. Envelopes your connected agent sends count the same as the ones you send yourself. Drafts, uploads and signing are never limited.

If you have reached the month's limit (on the free plan, at the 11th Envelope), Signit sends nothing and keeps the Draft exactly as it was. The editor tells you the limit and the day you can send again.

If your Organization's plan is no longer active, Signit sends no Envelopes and keeps the Draft. The editor tells you to contact your Organization's administrator.

Check these before sending

• The PDF is the final version you want people to sign.
• Signer names and emails are correct; the same email cannot appear twice in one Envelope.
• The subject makes the agreement clear.
• Every Signer has at least one visible field where you expect it.
• If you included yourself, you understand that you will appear as an ordinary Signer.

If sending fails, Signit keeps the Draft and avoids duplicating the Envelope. You can try again from the same page.