Document signing

Send a document for signature

1. Open Signatures → New request and upload a PDF up to 25 MB and 200 pages. Add an optional Customer, message, expiry date, and choose parallel or ordered routing.
2. Add each signer's name and email. Add copy recipients when someone should receive the completed document without signing it.
3. Place fields on the PDF. Every signer needs at least one signature field; name, email, date, initials, text, and checkbox fields can be required or optional. Each signer has a distinct field color and their name stays on every field, so ownership remains clear. Drag a field to move it, or select it and drag its corner handle to resize it. The handle stays inside the page and may move beside fields placed at a page edge. The arrow keys move the selected field; the resize handle also supports arrow keys, with Shift for larger steps.
4. Review the request and click Send. Genosyn freezes the source, recipients, fields, and routing so the agreement cannot change under a signer.

Invitation and reminder emails identify the company and document, show the deadline and routing context, preserve the sender's message, and provide a prominent private signing button. Completion emails explain whether the recipient signed or received a copy and attach the completed PDF. Every email includes a plain-text version and guidance for recognizing and protecting the private signing link.

What the signer sees

Each recipient receives a separate high-entropy link. The link is the credential: its secret is never stored in the database, and sending a reminder replaces the prior link. The signer reviews the exact PDF, completes their assigned fields, consents to electronic records, and submits. They can also decline and give a reason. Signers do not need a Genosyn account. Date-signed fields use the signer's local calendar date; Genosyn binds the reported timezone and offset into the tamper-evident completion evidence.

• Parallel routing sends every signer at once.
• Ordered routing sends only the first routing group. The next group is invited after every signer in the current group finishes.
• A completed request emails every signer and copy recipient the final PDF and keeps a download available from the request page.

Completed PDF and evidence

Genosyn preserves the uploaded source and its SHA-256 fingerprint, stamps completed values into a new PDF, and appends a completion certificate. The certificate lists the document fingerprint, recipients, timestamps, consent, and the append-only event trail. Events form a hash chain, and each signer's accepted field values are bound to that chain with a canonical SHA-256 manifest printed on the certificate. International names and field values are embedded with licensed Unicode fonts; Genosyn rejects unsupported or non-fitting text before recording consent instead of silently changing it. A Customer-linked completion is also archived under Customers → Contracts.

AI-native preparation and follow-through

Under Signatures → AI access, owners and admins choose one company-wide level per AI Employee. Start with the least access they need. Promoting an employee to Send shows a confirmation because that level can contact customers without another Member click.

Read only

List requests and inspect recipients, fields, delivery status, and evidence. It changes nothing.

Prepare drafts

Everything in Read only, plus create a new request from a PDF Resource shared with that employee, configure recipients, and place fields. It cannot contact anyone.

Send to customers

Everything in Prepare drafts, plus send invitations and reminders or void a request without another Member click. Every action is attributed to the AI Employee in the audit log and journal.

To delegate a new setup, upload the PDF under Resources, open it, choose Share, and give the employee View access. Then give that employee Prepare drafts access under Signatures and ask them in Chat to create the request. The result is a normal draft: a Member should inspect the PDF, recipients, field placement, routing, message, and expiry before sending it.

Ask AI on a request saves valid unsaved changes, lets you choose among eligible AI Employees, and opens Chat with a draft readiness or status question. Nothing runs until you send that chat message. The employee can inspect the saved request configuration and evidence, but its signing tools cannot read the source PDF or edit an existing draft, so the Member remains responsible for checking document meaning and field placement.

AI Employees can never call the recipient completion endpoint, see private signing links or accepted signature values, or supply a recipient's signature. They can summarize status, prepare a new request from a shared PDF Resource, or—only with Send to customers access—send, remind, and void. The recipient's act always remains human.

Control the lifecycle

Senders can resend an individual recipient's link, void an active request with a reason, duplicate an existing request into a fresh draft, or download the original and completed PDFs. An expiry stops every outstanding link. Declined, voided, expired, failed-delivery, and completed states remain visible instead of disappearing, and every transition is evidence in the request timeline.

Delivery attempts also appear under Settings → Email Logs. Backups include the database metadata and both PDFs under the company's data directory.