You can send an e-signature document directly from any card on a board. For example, if an owner leaves and you need to send a new PMA to the incoming owner, the document will always be initiated from the card itself.
Step 1: Start a New E-Signature Document
- Open the card on the board.
- Click the three dots in the top-right corner.
- Select New E-Signature Document.
- The Aptly Sign window will open.
- Select your template.
- Click Next.
Step 2: Add Recipients & Countersigners
Any contacts already associated with the card will automatically appear as recipients.
From here, you can:
- Add additional recipients.
- Add internal users as countersigners.
- Add an external countersigner (for example, an owner).
- Set the signing order (optional).
If you toggle on Signing Order, assign a number to each signer. The document will be sent sequentially based on the order you define.
Countersigner Options
If you leave the countersigner field blank, anyone on your team can countersign.
Each recipient or countersigner can be assigned a role:
- Countersigner
- Needs to Sign
- Needs to View
- Receives Copy on Completion
Once all recipients and roles are configured, click Next.
Step 3: Configure Document Options
In this section, you’ll configure the document details:
- Document Assignee – The user responsible for ensuring the document is completed.
- Title – How the document will appear in your sent documents list (for example, “PMA – 123 Main St”).
- Expiration Date – Set a future deadline for signing.
- Inbox – Select the inbox the email will be sent from.
- Message (optional) – Add a custom message to the email.
- Folder – Choose where the document will be stored.
- Private Toggle – Restrict visibility to specific users or teams. If you enable Private, you must select which users or teams can view the document.
Click Next when finished.
Step 4: Review Signers & Fields
On the review screen:
- Confirm all signature blocks are assigned correctly.
- Ensure the correct signers and countersigners appear.
- Verify no fields are left unassigned.
Click Next to proceed to the final review.
Optional: Request an Internal Review
Before sending, you can request a review from someone on your team. This is helpful if a property manager needs to verify details before the document goes out.
To request a review:
- Click Request Review.
- Select a reviewer (any internal user).
- Choose the review mode:
- Edit (can make changes)
- Approve Only
- Add a message (this appears in the notification email and in-app alert).
- Click Send Request.
The document will be visible only to the selected reviewer while it is under review.
You will see the document in your Waiting for Review tab. Once approved, it will automatically be sent to the designated signers.
If you do not need a review, simply click Send.
After Sending the Document
You can monitor the document’s status in two places:
- From the Aptly Sign view on the board
- From the main Aptly Sign area
Documents will appear under All with a status indicator (Sent, Completed, etc.).
When you open a document, you can:
- View the document
- See recipient status (Opened, Signed, etc.)
- Review recent activity
Managing a Sent Document
Even after sending, you still have several options:
- Add additional recipients
- Resend invitation
- Copy & share a signing link
- Renew the link (generates a new shareable link)
- Print the document
- Download the document
These tools allow you to manage the document through completion without needing to start over.
Sending e-signature documents directly from a board keeps all agreements tied to the relevant card, ensuring your records remain organized and easy to track from start to finish.