You can send an Aptly Sign document from any card on a board. You can send a single template or combine several templates and pages into one package that recipients sign once.
Step 1: Start a new document
- Open the card on the board.
- Select the three-dot menu in the top right and choose New E-Signature Document.
- In the Aptly Sign window, choose your template.
Combine documents into a package (optional)
A package combines several templates, uploads and blank pages into one document that recipients sign once.
- On the Template step, select more than one template. Use only templates of one kind: all new-builder templates, or all old-builder templates. You can reorder them, and the pages follow the new order.
- Choose Settings from for the template whose title, message, expiration, page size and page numbers the document should use. Recipients come from that template too.
- On the Signers step, select Add pages to add uploads, templates or blank pages. Each one appears as its own document in the page list.
- Drag a page from one document into another to move it. Pages added as blank pages appear under Not in a document.
A combined document can have up to 90 pages. If an action would take you past that, you'll see a message and nothing past 90 is added. If two templates use the same signer slot, such as Signer 1, they're treated as the same person. Recipients get one invitation and sign everything as one document.
A template is greyed out if you've already picked a template of the other kind, or if it's an HTML template. To use an older template in a package, upgrade it first.
Step 2: Add recipients and countersigners
- Contacts already linked to the card appear as recipients automatically.
- Add more recipients, add internal users as countersigners, or add an external countersigner such as an owner.
- Optionally turn on Signing Order and give each signer a number. The document is then sent in that order.
- If you leave the countersigner blank, anyone on your team can countersign.
- Each person can be a Countersigner, Needs to Sign, Needs to View, or Receives Copy on Completion.
Step 3: Set document options
- Document Assignee. The person responsible for making sure the document gets completed.
- Title. The name shown in your documents list, such as "PMA - 123 Main St."
- Expiration Date. A future deadline for signing.
- Inbox. The inbox the email is sent from.
- Message (optional). A note included in the email.
- Folder. Where the document is stored.
- Private. Limits who can see the document. If you turn it on, choose which users or teams can view it.
Step 4: Review signers and fields
Confirm that each signature block is assigned to the right person, that the right signers and countersigners appear, and that no fields are left unassigned.
Step 5: Check for cut-off text
When values from the card don't fit in their boxes, you'll see a message such as "12 blocks are cut off on pages 1 and 4" when you leave the Signers step or send. Choose Fix automatically to shrink the text or grow the box, or Review and fix to handle each block yourself. If a block is still listed after fixing, it can't fit even at 8 pt or there's no room left on the page. Make it wider or taller, shorten the value, or use a rich text block.
Optional: Request an internal review
- Select Request Review.
- Choose any internal user as the reviewer.
- Choose a mode: Edit (changes allowed) or Approve Only.
- Add a message. It appears in the notification email and the in-app alert.
- Select Send Request.
While a document is under review, only the reviewer can see it. It appears in your Waiting for Review tab and is sent to the signers automatically once approved. If you don't need a review, select Send.
After you send
Track status from the Aptly Sign view on the board or from the main Aptly Sign area. Sent documents appear under All with a status such as Sent or Completed. Open a document to view it, check each recipient's status (such as Opened or Signed) and review recent activity.
Managing a sent document
- Add more recipients.
- Resend the invitation.
- Copy and share a signing link, or renew it to create a new one.
- Print or download the document.
- Edit & Resend to fix a document that has already been sent (see below).
Fix a sent document with Edit & Resend
Open the document and choose Edit & Resend. It opens in the builder exactly as it was when sent. Make your changes, then send it as a new revision.
- Everyone, including people who already signed, receives new links and signs the new revision.
- The old revision moves to Archived, read-only, with a "Replaced by revision N" banner that links to the new one.
- The new revision has a fresh document ID and sent date.
Edit & Resend isn't shown for fully signed, archived, replaced or draft documents, or if you don't have permission to create documents. It's also unavailable for documents sent before editing was available. Create a new document instead.