Signing Documents¶

This guide explains how to sign documents in GxPSign.

How Signing Works¶

Understanding the signing process helps set expectations for all parties.

Signatures are applied field-by-field, not all at once. Each time a signer submits a signature field, that signature is immediately and cryptographically embedded into the PDF as an independent revision. If a document has three signature fields assigned to you, each one is written to the PDF the moment you submit it — you do not need to complete all fields before signatures start taking effect.

This means:

• Partial completion is preserved. If you sign two of three fields and close the document, those two signatures are already permanently recorded in the PDF.
• Each signature is independently verifiable. Because GxPSign uses PDF incremental signing (via pyHanko), every revision can be verified on its own using standard PDF validator tools.
• The document is marked complete only when all fields across all signers are submitted. At that point, a Certificate of Completion is generated and all parties receive a copy of the fully signed PDF.

Receiving a Signature Request¶

When someone requests your signature, you'll receive:

1. Email notification with a link to the document
2. Dashboard notification showing pending signatures

Signing a Document¶

Step 1: Open the Document¶

Click on the document from your:

• Email notification link
• Dashboard pending signatures section
• Signature Requests list

Step 2: Review the Document¶

Before signing, carefully review:

• The document content
• What you're being asked to sign
• The signature meaning (what your signature represents)

Step 3: Apply Your Signature¶

1. Click on the signature field (highlighted area on the document)
2. Your saved signature will appear
3. Confirm the Meaning of Signature
4. Click Apply Signature

Step 4: Complete the Request¶

After signing all required fields:

1. Review your signatures on the document
2. Click Complete to finalize

You'll receive a confirmation email with a link to the signed document.

Signature Meanings¶

GxPSign requires you to select a meaning for each signature. This is especially important for GxP compliance.

Re-Authentication¶

For GxP-compliant organizations, you may be asked to re-enter your password when:

• Signing multiple documents in a session
• Your authentication has timed out (typically 15 minutes)

This provides additional security for regulated environments.

External Signers¶

If you're signing as an external signer (not a member of the organization):

1. Use the unique link from your email
2. No account creation required
3. Your signature is just as valid as internal signers
4. You'll receive a copy of the signed document

Declining to Sign¶

If you cannot or do not wish to sign:

1. Open the document
2. Click Decline or Reject
3. Provide a reason (optional)
4. The requestor will be notified

Viewing Signed Documents¶

To view documents you've signed:

1. Go to Documents or Signature Requests
2. Filter by Completed status
3. Click to view the signed PDF

Signed documents include:

• All signatures visually applied
• Digital certificate verification
• Timestamp of each signature
• Audit trail information

Keyboard Shortcuts¶

The signing portal supports keyboard shortcuts to navigate fields and scroll the document without using the mouse.

Shortcuts are inactive when your cursor is in a text input or button.

Troubleshooting¶

My signature doesn't appear¶

• Check that you've created a signature in your Profile
• Try clearing your browser cache
• Contact your administrator

I can't access the document¶

• Verify you're signed in to the correct organization
• Check that the link hasn't expired
• Contact the person who sent the request

The signature field won't accept my click¶

• Make sure you're clicking on the highlighted signature area
• Try refreshing the page
• Check that all required fields before this one are completed