SIGN8 Signing Portal

SIGN8 Signing Portal


Signing Portal User Documentation

Guide to using the SIGN8 Signing Portals




1. Accessing the SIGN8 Signing Portal

Overview

The SIGN8 Signing Portal (SIPO) is provided through the SIGN8 Administration Portal.

The Administration Portal serves as the central platform for:

  • Authentication and login
  • User management
  • Tenant management
  • Subscription management

Through the Administration Portal, you can access the SIGN8 Signing Portal as well as any other SIGN8 services enabled for your organization.

Provisioning Access

Access to the SIGN8 Signing Portal is currently provisioned by the SIGN8 team.

After ordering a subscription or requesting a trial account, a dedicated tenant is created for your organization. The first user is then granted administrator access.

The administrator receives an email invitation and, once activated, can manage and invite additional users.


Accepting an invitation


After your tenant has been created, you will receive an invitation email from SIGN8.




Click Join organization to accept the invitation and begin setting up your account.

The invitation is valid for a limited period. If it has expired, please contact the SIGN8 team.


Creating a Signing Portal Client

After activating your account, you will be redirected to the SIGN8 Administration Portal.

Before users can access the SIGN8 Signing Portal, a Signing Portal Client (SIPO) must first be created. During client configuration, the desired identification and authentication methods for advanced and qualified signatures can be defined.

To do so:

  1. Open the Clients section.
  2. All SIGN8 services available for your tenant will be displayed.
  3. Select Signing Portal (SIPO) to create a new client.



Inviting additional Users

Once the Signing Portal Client has been created, additional users can be added to your tenant.

  1. Open Administration → Users in the Administration Portal.
  2. Click Invite User.
  3. Enter the email address of the new user.



Roles and permissions can also be assigned during this step.

After the invitation is sent, the user will receive an email containing an activation link to set up their account.


Assigning users to the SIPO Client 

Inviting a user alone is not sufficient to grant access to the SIGN8 Signing Portal.

The user must also be assigned to the relevant Signing Portal Client.

  1. Open the Clients section.
  2. Select the desired Signing Portal (SIPO) client.
  3. Open the client's action menu.
  4. Click Assign Users.
  5. Select the desired users and save your changes.


Only after being assigned to the Signing Portal Client will the user be able to access and use the SIGN8 Signing Portal.

Accessing the SIGN8 Signing Portal

Once a user has been assigned to the Signing Portal Client, the SIGN8 Signing Portal becomes available within the Administration Portal.


  1. Go to Overview.
  2. Click Signing Portal.


You will then be redirected directly to the SIGN8 Signing Portal.

The SIGN8 Signing Portal allows you to:


  • Upload documents and send them for signature
  • Manage recipients and signature workflows
  • Place signature fields
  • Create and reuse templates
  • Manage teams and organization-wide settings

2. The SIGN8 Signing Portal

Teams in the SIGN8 Signing Portal

When accessing the portal for the first time, you will be prompted to create a team.

Teams are the central workspace within the SIGN8 Signing Portal.


Every signature workflow is created and managed within a team. Documents, templates, and settings are always associated with a specific team.

A team may represent a department, location, or business unit, such as:


  • Human Resources
  • Sales
  • Procurement
  • Legal

Team members collaborate within a shared workspace and can access documents, templates, and workflows according to their assigned permissions.

Teams function as a collaborative environment with:

  • A shared document repository
  • A shared inbox for incoming signature workflows

For smaller organizations, a single team is often sufficient. Larger organizations may benefit from multiple teams to separate departments or responsibilities

Create a Team

Fülle die erforderlichen Angaben aus:

    • Team name: A display name for your team (3–30 characters)
    • Team URL: A unique identifier used in URLs. The Team URL is generated automatically based on the Team Name but can be customized.

    • Choose whether all organization members should have access to the team:

    • Enabled: All current and future organization members can access team documents

    • Disabled: Initially, only organization administrators and managers are added.  Access for additional users can be granted manually later.

InfoYou can modify these access settings later in the Team Settings.


    1. Click Create Team to complete the setup.
    2. You will then be redirected to your new team's workspace.
3. Creating your first Workflow

A workflow represents a signature request or signing process.

Creating a Workflow

Upload a document, add recipients, and send it for signature.


  1. Uploading Your Document

  • Open your dashboard
  • Click Upload Document in the upper-right corner
  • Select a PDF file or drag and drop it into the upload area
  • After the upload, you will be redirected to the document editor

  1. Adding Recipients

  • Add the people who should perform an action or receive a copy of the document
  • Click + Add Recipient
  • Select the appropriate role:
  • Signer– must sign the document
  • Approver– must approve the document (signature is optional)
  • Viewer– must confirm they have viewed the document
  • CC – receives a copy after completatin (no action required)
  • Add additional recipients by clicking + Add Recipient again.

Idea
Enable signing order if recipients must sign in a specific sequence

  1. Adding Signature Fields
    1. Open the Add Fields section. For each recipient:
      1. Select the recipient from the right-hand sidebar.
      2. Drag a signature field to the desired location in the document.
      3. Optionally add other fields such as Name, Date, or Initials.

Fields are color-coded by recipient and can be resized by dragging the corners.


Info
Each signer must have at least one assigned signature field.


  1. Sending the Document

  • Click Send Document in the left sidebar or switch to the Preview section
  • Verify that everything is configured correctly
  • Click Send.

What Happens Next?

Recipients receive an email containing a link to sign the document. They complete their assigned fields by opening the link and following the signing process.

You will be notified whenever a recipient completes their action. Once all signatures have been collected, all participants receive a copy of the fully signed document.

You can track progress from the document dashboard by opening any workflow and reviewing the status of each recipient.

4. Managing Workflows


After a document has been sent, its progress can be tracked at any time from the Workflow Dashboard. 


Open a workflow to view:

  • Current status
  • Recipients
  • Completed actions


Workflow status

Every document is assigned a status that reflects the current progress of the signing workflow.

Status

Description

Draft

The workflow has been created but not yet sent.

Pending

The workflow has been sent and is awaiting recipient actions.

Completed

All required actions have been completed and the signing process is finished.

Rejected

A recipient has rejected the workflow.


The workflow status provides a quick overview of which documents are still awaiting action and which have already been completed.

Viewing Workflow Details


Open a workflow to view:

  • Current workflow status
  • Participating recipients
  • Progress of each recipient
  • Timestamps of completed actions
  • Final signed document (once completed)

Sending reminders


If a recipient has not yet completed their action:

  1. Open the workflow.
  2. Open the action menu.
  3. Click Resend.
  4. Select recipients.
  5. Click Send Reminder.

Reminders can only be sent for workflows with the status Pending.


Deleting a Workflow


To delete a workflow:

  1. Open the document.
  2. Open the action menu.
  3. Click Delete.
  4. Confirm the action.
Behavior depends on workflow status:


Status

Result

Draft

Permanently deleted

Pending

Cancelled and deleted; outstanding signature requests become invalid

Abgeschlossen


Removed from the document list; completed signatures remain valid


Warning
Deleting an active workflow cannot be undone.


Next Steps

If you regularly send similar documents, consider using templates.

Templates significantly reduce the effort required to create recurring signature workflows.

5. Templates



Templates allow recurring signing processes to be prepared once and reused multiple times.

Documents, recipient roles, signature fields, and settings are stored within the template.


Creating a template

  1. Open the Templates section.
  2. Click Upload Template.
  3. Upload one or more PDF files.
  4. Add recipients.
  5. Place signature and form fields.
  6. Save the template.
Once saved, the template is available for reuse.

Each signer must be assigned at least one signature field.

Using a template

    1. Open the Templates section.
    2. Select the desired template.
    3. Create a new document based on the template.
    4. Update recipient information if necessary.
    5. Review fields and settings.
    6. Send the document.

All predefined fields and settings will be applied automatically.

Templates are especially useful for:

  • Contracts
  • Consent forms
  • Order forms
  • HR documents
  • Recurring approval processes

6. Inbox

The Inbox contains all documents assigned to you for processing.




Depending on your role, you can:
    • Sign documents
    • Approve documents
    • View documents
    • Reject workflows

After completing your action, the workflow status is updated automatically.

.

7. Settings


Organization-wide settings can be configured through the Organization Settings section.


General

Manage basic organizational information such as:

  • Organization name
  • Organization URL
  • Organization logo

These settings can be modified at any time by administrators.

Settings

Document settings

Define default values for newly created documents and workflows.

Examples include:

  • Default language
  • Date and time format
  • Default signature types
  • Document visibility
  • Default recipients
  • Default expiration period for signature requests
These settings are automatically applied to new workflows.



Branding

Configure organization-specific branding settings:

  • Enable custom branding
  • Upload a company logo
  • Add a website
  • Provide organization information
These settings are used in signature requests and recipient communications.



Email settings

Configure default notification and reminder behavior.

Administrators can define:

  • Which notifications are sent
  • Which recipients receive notifications
  • Which reminders are sent automatically
A custom SMTP server can also be configured to send emails through your own infrastructure.





Managing teams

The Teams section displays all teams within the organization.

Administrators can:

  • Manage existing teams
  • Create new teams
  • Remove teams that are no longer required.


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