Documentation

eSignatures Overview

How electronic signatures work in DocQ — collection methods, signature types, and placement.

DocQ provides built-in electronic signature capabilities that let you collect legally binding signatures as part of your document workflows. Signatures can be gathered from internal team members during approval processes or from external users through shared documents and forms.

How Signatures Are Collected

There are three ways to collect electronic signatures in DocQ:

Via Document Sharing

When you share a document with an external recipient, you can require them to sign the document as part of the review process. The recipient receives a link, opens the document, and applies their signature before completing their action. For details on sharing configuration, see Sharing Documents.

Via Workflow Steps

Workflow steps can be configured to require a signature upon approval. When a document reaches a step that requires a signature, the assigned user must sign the document before they can approve it. This is commonly used for multi-stage approval chains where each approver needs to formally sign off. See Workflows Overview for more on configuring workflow steps.

Via Template Forms

When a template includes signature variables, the form respondent provides their signature as part of the form submission. The signature is automatically inserted into the generated document at the designated positions. This approach is ideal for collecting signatures from external parties who fill out standardized forms. See eSignatures in Templates for setup instructions.

Signature Types

DocQ supports three types of signature elements, each serving a different purpose:

TypeDescription
SignatureA full electronic signature. The signer provides their complete signature, either drawn or selected from a predefined option.
InitialsA compact signature consisting of the signer's initials. Commonly used for acknowledging individual pages or clauses.
Date stampAn automatic timestamp that records the date when the signature was applied. Typically placed alongside a signature or initials field.

Defining Your Signature

When prompted to sign a document, you can provide your signature in one of the following ways:

  • Predefined signature -- Select from a pre-configured signature based on a template. This provides a consistent, professional appearance across all documents.
  • Drawn signature -- Use your mouse, trackpad, or touchscreen to draw your signature directly. This provides a more personal, handwritten appearance.
  • Uploaded signature -- Use a signature image previously uploaded to your user profile. This is useful if you have a scanned version of your handwritten signature.

Info

Changes to your signature settings (such as uploading a new signature image or updating your predefined signature) apply only to future signing actions. Previously signed documents retain the signature that was applied at the time of signing.

Signature Placement

Signature placement determines where the signature appears on the document:

  • Default placement -- The signer can position their signature anywhere on the document by clicking the desired location. This provides flexibility but does not enforce a specific layout.
  • Predefined positions -- Signature positions are locked to specific locations on the document, defined either through Signature Templates or through template signature variables. This ensures signatures always appear in the correct location and is recommended for standardized documents.

Next Steps

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