How to Send a Document for Signature and Track It

Sending a document for signature should take a minute, and knowing where it stands should take a glance. Here is how to send a document with ilzam, how to read the status of every person, what to do about the ones who are late, and what you keep when it is done. For the full picture of electronic signatures in the Kingdom, start with the complete guide.

Send a document in 5 steps

1. Upload the document. Add the PDF from your phone, your computer or your cloud storage. Not ready? Save it as a draft and finish later.
2. Add the recipients. Add each signer; add approvers if someone must accept or refuse without signing, and viewers if someone only needs to see it. Set the order: the next person is invited when it is their turn.
3. Choose how each person proves who they are, and set the deadline. A code by email, SMS or WhatsApp, a password, or Nafath; and an expiry date after which the document can no longer be signed.
4. Place the fields. Signature, stamp, date and text, exactly where each person has to act.
5. Send it. Each person receives a link by email, SMS or WhatsApp. They need no account.

How to read the status

Your documents list and dashboard show where every document stands, including what needs you and what is waiting for others:

• Pending: sent, and nobody has finished yet.
• Partially signed: some people have signed and others are still to act.
• Completed (signed): everyone has acted. The signed copy is ready.
• Rejected: a person declined, with a reason. The document ends.
• Ignored: a person stepped out without acting. The document ends for everyone.
• Expired: the deadline passed before everyone acted.

Inside a document you also see the status of each person, so you know exactly who you are waiting for. You are also told when someone acts.

When someone is late

• Remind them. One tap sends the reminder, so you do not write another email.
• Extend the deadline. If the expiry date is close and people are still working, extend it instead of starting again.
• Check the details. The document's log shows what has happened and when.

When someone refuses or ignores it

A person can decline with a reason, or ignore the document (they are asked to confirm first, because it cannot be undone). Either way the document ends and you see it at once. Read the reason, fix the document, and send a new version.

After everyone has signed

• Save the signed PDF to your device or share it.
• Keep the record of who signed, when and from where. The signed file also carries a QR code that anyone can scan to check it is genuine.
• Organise it with tags, and turn a document you send often into a template.

Sending the same document to many people

For a document that goes to many recipients, such as an employment policy or a renewal, save it as a template and use bulk send: each person gets their own document and their own status, and you follow them all in one list.

Questions people ask

Do the recipients need to install an app or create an account?

No. They open the link from the email, SMS or WhatsApp message, prove who they are, and sign. They need no account.

Can I choose who signs first?

Yes. You set the order of the people. The next person is invited when it is their turn.

How do I know who has signed and who is late?

Your list and the document show the status of the document and of each person, and you are told when someone acts. You can remind the late ones.

What if the deadline is about to pass?

Extend the expiry date from the document, so the people still working can finish.

What do I keep when it is done?

The signed PDF, and a record of who signed, when and from where. The signed file has a QR code to check it is genuine. More in how to sign a contract electronically.