Huqo Sign: prepare, send and complete signing requests

How signing works#

A signing request contains a fixed copy of a PDF, a list of recipients and fields assigned to each person. Prepare the draft, check the people and document, then send invitations or prepare private recipient links. Each recipient verifies the email address on their request before opening the private document and signing.

Sign keeps its requests separate from ordinary Drive files. Search requests and filter by status to find Draft, Sent, In progress, Completed, Voided, Expired or Declined work. Opening an existing request shows its document, recipients and Activity. Sent requests lock the document and field arrangement so that recipients are signing the prepared version.

Start with a finished PDF#

The source must be an unlocked PDF within 20 MB and 60 pages, without existing digital signatures or interactive form fields. Finish the wording before starting Sign. If you have a PDF form to complete first, prepare a static export in Huqo PDF, review it, then use that exported file as the signing source.

Sign keeps an independent, fixed copy of the prepared document. Editing the original Drive upload later does not update an existing request. If the wording needs to change after a request has been sent, void the outstanding request where appropriate and prepare a new request with the corrected document.

1. Open Sign and start a new signing request.
2. Enter a Document title that recipients will recognise.
3. Choose a PDF in Drive or use Upload a PDF.
4. Choose Prepare document and wait for the page preview.
5. Review the full PDF before adding recipients and fields.

Set details, recipients and order#

The People step holds Document title, Message to recipients, Signing order and Expires on. The expiry input uses your local time. Leaving it empty uses the standard 30-day window; custom expiry must be within the next 90 days. The message should explain what the document is and what the person needs to do.

Add recipient requires each person's name and email. Use an email address the actual recipient can access, because verification codes go there. Use each address once. You can move recipients earlier or later using the order controls. A request supports up to 20 recipients.

• Everyone at once allows all recipients to sign once the request is sent.
• One after another allows each recipient to sign after the earlier recipient has finished.
• Removing a recipient from a draft also removes fields assigned to that person.
• Save draft preserves the draft changes. Resolve unsaved changes before trying to send.

Place and assign the fields#

Add name, signature and date layout places a useful starting arrangement that you can move and adjust. It adds fields rather than changing the document wording. Fields on this page lists the placements and their assigned people. Select a placement to duplicate, change or delete it.

Every recipient must have at least one required Signature field before the request can be sent. A request supports up to 200 signing fields. Required checkboxes must be checked to complete signing, so only make a checkbox required when that is the intended agreement. A field must stay inside the page. On a small screen, switch between People, Document and Fields to keep the working area clear.

1. Open Fields and choose the intended person in Assign to.
2. Choose Signature, Initials, Full name, Email address, Signing date, Text or Checkbox.
3. Click the PDF where the field belongs.
4. Drag to move the field, or enter precise Left, Top, Width and Height percentages.
5. Check its Field label, Recipient and Required setting.
6. Repeat on every relevant page and for every recipient.

Review and send, or prepare private links#

The review dialog lists the document, pages, fields and recipients. Check every name, email and assigned field, as well as the signing order. The Email the signing invitations checkbox controls the initial delivery method. Choose Send signing request to send invitations, or Prepare private links when you intend to deliver the links yourself.

After preparing the request, the recipient list offers Copy private link and Open. Each private link belongs to one recipient. Share it only with that person; email verification is still required. Check each recipient's email delivery state rather than assuming a request was delivered just because it was prepared.

• The document and signing fields cannot be edited after sending.
• Copying a link does not send an email to the recipient.
• Preparing links without invitation emails does not remove email verification. The recipient still needs to receive a code at their listed address.
• For sequential requests, a later person may see a waiting state until their turn.

What the recipient does#

Recipients do not need to create a Huqo customer account for this private signing flow. Email verification opens access in their browser session. A code can be requested again after a short wait; repeated requests or incorrect attempts are limited. If the session expires, verify the address again instead of forwarding someone else's access.

A person can decline a request and give a reason. The sender sees the declined state in Sign. If one person has signed but others have not, the final completed PDF is not ready yet. The completion screen explains that the finished copy becomes available after the other recipients finish.

1. Open the private invitation link.
2. Choose Email me a verification code and check the email address used on the request.
3. Enter the six-digit code. It expires after ten minutes.
4. Review the PDF pages and complete the assigned fields.
5. Type or draw a signature or initials where requested, and enter the full signing name.
6. Review the electronic signing agreement, confirm consent and submit the signature.
7. Download the signed PDF and completion record when every recipient has finished.

Track progress and handle outstanding work#

Return to a request to check recipient progress and Activity. Send reminder is available for an eligible recipient who is waiting to sign. Wait at least five minutes between reminders to the same person. In a sequential request, a later person cannot be reminded as though it were already their turn.

Void request stops further signing and requires a reason. It retains the existing activity record. Completed records cannot be voided. An expired request stops being available for outstanding signing. Prepare a new request when you need to continue with a new expiry or a changed document.

• Draft means the request is still being prepared.
• Sent and In progress indicate that signatures remain outstanding.
• Completed means all recipients have signed and the finished files are available.
• Voided, Expired and Declined require reviewing the request's history and deciding whether a new request is appropriate.

Download documents and inspect the record#

Activity provides Original PDF, and after completion, Signed PDF and Audit certificate. Audit record (JSON) downloads the recorded activity in a structured file. Check document integrity verifies the stored document and signing records against their recorded fingerprints. The displayed document fingerprint helps distinguish the exact PDF prepared for signing.

Huqo Sign records actions such as request preparation, sending, email verification, signing, completion and voiding. The completion record and final document belong together when keeping a business record. Download the finished files and retain them in the place your business uses for its agreements.

Resolve common signing problems#

Cannot prepare a PDF? Check its size, page count, password protection, interactive fields and existing signatures. Export a clean static PDF from the original application or Huqo PDF, then prepare a new request. A preview error includes Retry preview; retry once the source is ready and the connection is stable.

Cannot send? Check that the draft is saved, every recipient has a unique valid email, each person has a required signature field and the expiry is in the future. The review dialog will not send an unsaved draft. A recipient with no verification email should check spam, confirm the listed address with the sender and request another code after the waiting period.

If the application reports a document integrity mismatch, stop the signing attempt and check the request. Do not treat an integrity error as a successful signature. If a request is completed but a download is unavailable, refresh its status and check the error rather than preparing a duplicate request immediately.