Documents

An envelope contains one or more documents, and every signer signs all of them. You decide where on each document each signer’s seal appears. This page explains which files bb-sign accepts, how they are handled while you prepare the envelope and how to place the seals.

Format and size

bb-sign works with documents in application/pdf format. If you have a document in Word, as an image or in another format, convert it to PDF before uploading it.

Each file can weigh up to 50 MB. If a file is larger, the application shows “That file is too large.”; shrink the PDF (for example, by lowering the resolution of its images) and upload it again.

An envelope needs at least one document to be sent.

Documents uploaded before sending

The wizard uploads documents in its second step, before the envelope is created. Until you press Send Envelope, those files are unassigned: they belong to your organization, but not yet to an envelope.

• They do not consume quota. Storage is charged when the envelope is created. See Quotas.
• They have a cap per organization. Across all users, unassigned documents can add up to 500 MB. When the cap is reached, the upload shows “Your organization has run out of document storage. Ask your administrator to raise the limit.”; finish or discard pending wizards to free up space.
• They are removed automatically after 24 hours. If you resume a wizard after that, the application asks you to upload the PDFs again; the title, signers and options are kept.

Each document belongs to one envelope only. If the wizard says a document is already part of another envelope, remove it and upload it again.

Place each signer’s seal

When the envelope completes, bb-sign stamps on every document one seal per signer, with their name, email, date, signature, hash and QR code (see Electronic signature and seal). You choose where each one goes.

With a marker

Write in the PDF, where you want the seal, the text {{signerN}}, replacing N with the signer’s order number: {{signer1}} for the first, {{signer2}} for the second, and so on. You can use any font, as long as the PDF contains the marker as text and not as an image. When sealing, bb-sign removes the marker and places the seal with its top-left corner where the marker began.

bb-sign looks for each marker on every page. Signers with a marker get their seal at their marker, and the others at the default position.

Leave room under the marker

The seal is drawn downwards from the marker’s line and takes the width of a signature with its details. Put the marker on a line of its own, with several blank lines below it, and test your template with a single-signer envelope before using it with customers.

Without a marker

If the document has no marker for a signer, their seal goes to the bottom-right corner of the last page. With several signers without markers, the seals stack upwards in that corner, in signer order. If they do not fit on the last page, bb-sign adds a page at the end and continues there.

Original and signed document

In the envelope detail, every document offers two downloads: Original PDF, the file as uploaded, and Signed PDF, the same file with the seals stamped and the organization’s certificate signature. The signed document is available once the envelope is COMPLETED; while it is being generated, the detail shows “Signed PDF processing…”.

Downloading documents requires the Auditor role or higher in the workspace; a Viewer sees their names. See Download signed documents.

The signed document corresponds exactly to the PDF you attached when sending the envelope.