How to set up a document for digital signature within Onboard.io

A document is a reusable template — a PDF with the signature and form fields laid out, and a set of signer slots describing who will fill them. You build it once and reuse it across as many projects and tasks as you like. Check out the below step by step instructions on how to set up a document for digital signatures within Onboard.io.   

1. Open the document library

Click Doc Signatures in the left navigation. This opens the Templates tab, your library of saved document templates.

2. Add a template

1. Click + Add Template.
2. Upload the PDF you want people to sign (for example, an order form or agreement).
3. Name your Document Template and click 'Create Document Template'.  Next, the document editor opens.

3. Add your signers

In the editor, define each person who will need to sign as a signer slot:

• Give the slot a clear name that describes the role — for example "Customer signer" or "Account manager".
• Set the signing order if more than one person signs.

Each signer gets its own color so you can see, at a glance, which fields belong to whom.

You're describing roles, not specific people. You'll connect each slot to a real person when you add this document to a task.

4. Place the fields

From the left hand menu within the document editor, toggle over to 'Fields'. Click on each desired field from the palette and then drag/drop them where they belong.  You'll likely need to resize each digital field element to fit the size requirements, simply grab an edge and drag to do so.  For each field, choose which signer it belongs to (it takes that signer's color) within the field properties tab on the right hand side.  

Available fields:

• Signature and Initials
• Name, Email, Company, Title
• Text, Date
• Checkbox, Dropdown, Radio (Input fields)

You can move and resize fields, place them on any page, and mark a field required so a signer can't finish without completing it.

5. Preview and save

Before you rely on a document, use the built-in tools to check it:

• Preview — step through the signing experience yourself as any signer.  See how your document template looks like with the new digital fields overlayed. Nothing is sent.
• Download filled PDF — see exactly how entered values land on the page.

When everything looks right, save.

Sending a document directly (no project required)

If you want to collect signatures without setting up a project or task, you can send any Ready template directly:

1. In the Templates tab, click the ⋮ (more) menu on a Ready template.
2. Select Send for signature or Send…
3. In the panel that opens, optionally link the send to a customer for reporting.
4. Enter the name and email for each signer, in signing order.
5. Click Send document.

Each recipient receives a secure link by email and can sign without an Onboard account. You can track the status in Live documents while signing is in progress, and download the completed document (and audit trail zip file) from Signed documents once all parties have signed.