Doxxiom sends PDFs out for electronic signature and files the signed copy back against the client. Signers don't need a Doxxiom account — they sign from a link in their email, or from the Signatures tab of their portal if they already use one.
Signatures are a paid feature, with a monthly allowance that depends on your plan. See Plans and billing for the current numbers.
Sending a document
Go to Signatures → New Signature Request.
- 1
Title and document
Give the request a title the signers will recognise, then upload the PDF.
You can add several PDFs — they're merged into one document in the order shown, and you can reorder them before sending.
- 2
Signers
Add each person who needs to sign, with a name and email. Fill from client copies the details of a linked client so you don't retype them.
Choose a signing order:
- Sequential — each signer is invited only once the previous one has finished. Use it when order matters.
- Parallel — everyone is invited at the same time. Faster when it doesn't.
- 3
Field placement
Decide where the signature and date fields go. The options you're offered depend on the document — see below.
- 4
Send
Signers receive an email with a link. You can set an optional expiry date, and add a message that appears in the invitation.
Field placement
When you upload a PDF, Doxxiom checks whether it already contains form fields and offers one of three approaches.
Use detected fields — available when the PDF already has embedded form fields. They're mapped to your signers automatically and the PDF isn't modified. This is the best option when it's offered.
Default placement — Doxxiom appends a new page to the end of the document carrying the signature and date fields. Simple and reliable for a plain PDF that has no fields of its own.
Customize placement — opens an editor where you drag signature and date fields onto the page exactly where you want them. You must place at least a signature field before you can send.
Customising a PDF that already has form fields
In the editor, detected fields all appear under a single role. You have to reassign them to the right signers by hand — select each field and change its role colour to match. If you don't, the wrong person is asked to fill them.
Default placement on a PDF that has form fields
Choosing default placement ignores the fields already in the document and adds a separate signature page instead. Signers then see two sets of fields, which is confusing. Prefer Use detected fields in that case.
Tracking a request
The signatures list shows each request's status and how many signers have finished — "1 of 3 signed". Individual signers can be Viewed, Signed, or Declined.
Open a request to see per-signer detail, including the exact time each person signed.
Available actions:
- Resend Email — sends the invitation again, for a lost or expired link.
- Cancel Request — stops the request. This cannot be undone.
- Delete — removes the request and its document entirely. Only available on requests that have already been cancelled or declined.
Completed signatures
Once everyone has signed you can download:
- the original document as you uploaded it,
- the signed document,
- the audit log — a certificate of completion recording who signed, when, and from where.
Your client sees the same three downloads in their portal. Keep the audit log with the signed PDF; it's what evidences the signature if it's ever questioned.
Where to go next
- Clients — link signers to a client record
- Using your client portal — the signer's side of this