Are e-signatures legally binding?

Yes, e-signatures are legally binding in most jurisdictions. For example, electronic signatures are valid in all U.S. states and are granted the same legal status as handwritten signatures under state laws.

The Electronic Transactions Act 2000 (Australia), the Electronic Signatures in Global and National Commerce Act (United States), and the eIDAS Regulation (European Union) all recognize electronic signatures as valid and enforceable.

However, the legal validity of e-signatures can vary by country and jurisdiction. It's important to consult with a legal professional to ensure your e-signature documents comply with local laws and regulations.

What is an advanced electronic signature (AES)?

An advanced electronic signature (AES) is a type of electronic signature that is more secure and reliable than a basic electronic signature. AES ensures that any changes made to the document after it's signed are detectable, maintaining the document's integrity. .

AES is more secure than a basic electronic signature because it uses a cryptographic algorithm to create a unique signature that is difficult to forge or duplicate. It also provides a higher level of security because it is not dependent on the security of the device or network that is used to create the signature.

In many jurisdictions, AES is legally recognized as equivalent to a handwritten signature. However, the legal validity of e-signatures can vary by country and jurisdiction. It's important to consult with a legal professional to ensure your e-signature documents comply with local laws and regulations.

How to create your first e-signature document?

Creating your first e-signature document is simple and straightforward:

1. Navigate to the Editor: Click + icon in the top-right corner of the screen or navigate to Editor. Click on "Send for signatures" button to create a blank request.
2. Upload your documents: Upload your PDF, Word, or other supported file format.
3. Add signers: Enter the email addresses of people who need to sign the document.
4. Set signing order: If multiple people need to sign, you can set the order in which they sign.
5. Add signature fields: Drag and drop signature fields, text fields, dates, and other form elements where you need them.
6. Preview and send: Preview your document to make sure everything looks correct, then send it for signature.

Your signers will receive an email with a secure link to sign the document electronically.

Understanding the dashboard

The InsertSign dashboard is your central hub for managing all your e-signature activities. Here's what you'll find:

• Documents: View all your documents, both Draft and Sent for signature
• Templates: Access your saved document templates for quick reuse
• Team: Manage team members and their permissions
• Settings: Configure your account, branding, and other preferences
• Details: Track completion rates, signer progress, and audit trails from your dashboard > details.

The dashboard provides real-time updates on document status, so you always know which documents have been signed and which are still pending.

How to upload a document?

Uploading documents to InsertSign is quick and easy:

1. Once you've created a blank request, the first step is to upload your source documents
2. Choose "Upload document" from the options
3. Select your file from your computer or drag and drop it into the upload area
4. Wait for the upload to complete (you'll see a progress indicator)
5. Once uploaded, you can preview your documents or sort them in the order you want

Supported formats: PDF, DOC, DOCX, TXT, .CSV, .XLS, .XLSX, .PPT, .PPTX, and image files (JPG, PNG, GIF)

File size limit: Up to 30MB per document

Supported file formats

InsertSign supports a wide range of file formats for your e-signature documents:

• PDF files (.pdf): Most common format, maintains formatting perfectly
• Microsoft Word (.doc, .docx): Word documents
• Text files (.txt): Plain text documents
• Rich Text (.rtf): Formatted text documents
• Images (.jpg, .jpeg, .png, .gif): Image files
• CSV files (.csv): CSV files
• XLS files (.xls): XLS files
• XLSX files (.xlsx): XLSX files
• PPT files (.ppt): PPT files
• PPTX files (.pptx): PPTX files

Note: All documents are converted to PDF format for signing to ensure consistent appearance across all devices and maintain legal compliance.

How to add signature fields?

Adding signature fields to your document is simple:

1. In the document editor, click the + ("Add Field") icon button in the left side panel
2. The signature field will be placed and you can resize it by dragging the corners or reposition it by dragging it to the desired location
3. You can also specify which signer should use this field by selecting their name from the dropdown using the left panel

Tip: You can add multiple signature fields for different signers or for different parts of the document that require separate signatures.

What are auto-fill fields?

Auto-fill fields are fields that are automatically filled with information from the signer's profile.

To add auto-fill fields to your document, click "Add field" in the document editor, then select any field under "Auto-fill":

• Date signed
• Name
• Email
• Title
• Company

How to add text fields?

Text fields allow signers to enter information directly on the document:

1. Click the "Add Field" button in the document editor
2. Change the field type to a "Text field" from the options
3. The field will be placed and you can resize it by dragging the corners or reposition it by dragging it to the desired location
4. You can also select an exsisting field and change the field type to "Text field"
5. Configure the field properties:
   • Set the field placeholder (e.g., "Full Name", "Date of Birth")
   • Choose whether it's required or optional
   • Select which signer should fill this field
   • Optionally, you can set the default value for the field
   • You can also add a validation rule to the field

Text fields are perfect for collecting short information like names, addresses, numbers,dates, or any other data you need from your signers.

How to add date signed fields?

Date fields automatically fill for the signer when they view the document to sign.

1. Click the "Add Field" button in the document editor
2. The field will be placed and you can resize it by dragging the corners or reposition it by dragging it to the desired location
3. Change the field type to "Date signed" from the field types
4. You can also select an exsisting field and change the field type to "Date signed"
5. Configure the field:
   • Set a label (e.g., "effective_date", "signed_date")
   • Choose the date format (MM/DD/YYYY, DD/MM/YYYY, etc.)
   • Optionally, you can set the text size and font style
   • Select which signer should this field be assigned to

Note: Signers can't enter dates manually, so you need to add a text field to the document.

How to add checkbox fields?

Checkbox fields are useful for getting consent or making selections:

1. Click "Add Field" in the document editor
2. The field will be placed and you can resize it by dragging the corners or reposition it by dragging it to the desired location
3. Select "Checkbox" from the field types from the options in the left panel
4. You can also select an exsisting field and change the field type to "Checkbox"
5. Configure the checkbox:
   • Add a label
   • Set whether it's required or optional
   • Choose if it should be checked by default
   • Select which signer should fill this field

Checkboxes are commonly used for multiple choice questions, terms and conditions, consent, etc.

How to add dropdown fields?

Dropdown fields allow signers to select from predefined options:

1. Click "Add Field" in the document editor
2. The field will be placed and you can resize it by dragging the corners or reposition it by dragging it to the desired location
3. Change the field type to "Dropdown" from the field types
4. You can also select an exsisting field and change the field type to "Dropdown"
5. Configure the dropdown:
   • Set a label (e.g., "preferred_contact_method")
   • Add a placeholder (e.g., "Select your preferred contact method")
   • Enter the options separated by commas (e.g., "Email, Phone, Mail") or use the "Add option" button to add more options
   • Set whether it's required or optional
   • Select which signer should fill this field
   • Set the default value for the field, if needed
   • Dropdown field choices can be used to set conditional logic that shows or hides other fields

Dropdown fields are great for standardizing responses and making forms easier to fill out.

How to add radio fields?

Radio fields allow signers to select one option from a list:

1. Click "Add Field" in the document editor
2. Change the field type to "Radio" from the field types
3. Two fields will be placed and you can resize them by dragging the corners or repositioning them by dragging them to a desired location
4. You can also select an exsisting field and change the field type to "Radio"
5. Configure the radio:
   • Set a field label (e.g., "email","phone",etc.)
   • Set the group label (e.g., "grouped_contact_options", "preferred_contact_methods")
   • Enter the options separated by commas (e.g., "Email, Phone, Mail") or use the "Add option" button to add more options
   • Set whether it's required or optional
   • Select which signer should fill this field
   • Choose whether a selection is required or optional
   • Radio field choices can be used to set conditional logic that shows or hides other fields

What are grouped fields?

Grouped fields are used to group radio fields together:

1. Click "Add Field" in the document editor
2. Change the field type to "Radio" from the field types
3. You can also select an exsisting field and change the field type to "Radio fields"
4. Rename your group appropriately
5. Add options to the group
6. When a signer selects an option, the other options in the group will be deselected
7. You can also set conditional logic for the group

Why labels are important?

Labels are used to provide a descriptive identifier for each field and for your benefit and only visible to you.

Labels are also very important when you need to set conditional logic for the field.

How does conditional logic work?

Conditional logic allows you to show or hide fields based on the signer's response:

1. Click "Add Field" in the document editor
2. Change the field type to either "Radio" or "Dropdown" from the field types
3. You can also select an exsisting field and change its field type
4. Conditional rules are intuitive and easy to set up:
   • In the left panel, find the "+ Add condition" button at the bottom
   • First dropdown (after 'if') is for the field you want to set the condition for. This will act as the trigger for the condition.
   • Second dropdown (after 'then') is for the action you want to take
   • Third dropdown is for the field you want to show or hide
   • Your selections will auto-save and you can continue adding multiple conditions

Conditional logic is useful for creating dynamic forms that adapt to the signer's responses where the visibility or behavior of a field is dependent on the value of another field.

How to save a template?

Saving templates saves you time when you need to send similar documents repeatedly:

1. After setting up your document with all the necessary fields, click "Save as Template"
2. Enter a name for your template (e.g., "Employment Contract", "Service Agreement")
3. Add a description or summary to help you identify it later
4. Click "Save" to store the template

Your template will now appear in the Templates section of your dashboard, ready to use for future documents.

Note: Templates include all the fields and formatting, but you'll need to add signers each time you use them.

How to preview a document?

Previewing your document before sending ensures everything looks correct:

1. In the document editor, click the "Preview" button in the top right corner
2. Select the signer you want to preview the document for (if added)
3. A new window will open with your document
4. Review how your document will appear to the signer
5. Check that all fields are positioned correctly
6. Verify that field placeholders are clear and understandable
7. Simply close the preview window and edit any necessary changes in the editor

Preview mode shows you exactly what your signers will see when they open the document for signing.

How to send for signature?

Sending your document for signature is the final step:

1. After previewing and confirming everything looks correct, click "Send"
2. Review all signer information
3. Set if you want to send automatic reminders to signers (optional)
4. Set an expiration date (optional)
5. Click "Send" to deliver the document

Each signer will receive an email with a secure link to sign the document. You'll receive notifications as each person signs.

How to view all documents?

To view all your documents, log into your Dashboard. Here you'll see:

• Draft documents: Documents you're still working on
• Pending signatures: Documents sent for signature but not yet completed
• Completed documents: Fully signed documents ready for download
• Archived documents: Documents you've archived for storage
• Expired documents: Documents that are past due and have expired
• Voided documents: Documents that have been cancelled by you or the signer refused to sign

You can filter and search through your documents or "signature requests" to find what you're looking for quickly.

How to track signature status?

Tracking signature status is easy with InsertSign's real-time updates:

• Email notifications: You'll receive emails when documents are viewed, signed, or completed
• Dashboard updates: Your dashboard shows real-time status of all signers and "signature requests"
• Activity log: Each document has a detailed activity log showing who signed when
• Signature details: You can view the signer's name, email, and the date and time they signed

You can also set up notifications and send follow-up reminders for pending signatures.

How to download signed documents?

Once all signers have completed the document, you can download the signed version:

1. Go to your Documents dashboard
2. Find the completed document in your list
3. Click on the document to open it
4. Click Download (top-right) to get the signed PDF or the certificate of completion.

How to archive documents?

Archiving documents helps keep your dashboard organized:

1. Find the document you want to archive in your Documents list
2. Click the "More options" menu (three dots)
3. Select "Archive"

Archived documents are filtered out of your dashboard but remain accessible. They don't count against your active document limits but may still count against storage quotas.

How to delete documents?

To permanently delete a document:

1. Navigate to the document you want to delete
2. Click the "More options" menu
3. Select "Delete"
4. Confirm the deletion in the popup window

Warning: Deleted documents cannot be recovered. Make sure you have downloaded any important signed documents before deleting them.

What are document statuses?

InsertSign uses several status indicators to track your documents:

• Draft: Document is being created or edited, not yet sent
• Sent: Document has been sent to signers but not yet viewed or some signers have completed signing but it is still in progress
• Complete: All signers have signed the document
• Voided: A signer has declined to sign the document or the document has been cancelled by you
• Expired: Document has passed its expiration date
• Archived: Document has been moved to archive

How to resend signature requests?

If a request hasn't been completed or has expired, you can resend the signature request:

1. Find the pending document in your dashboard
2. Click the "More options" menu
3. Click "Duplicate"
4. Review the document and click "Send" to resend the request

This action may take a few minutes to copy the document and open the editor.

How to cancel a signature request?

To cancel a signature request that's already been sent:

1. Open the document from your dashboard
2. Click the "More options" menu
3. Select "Cancel"
4. Confirm the cancellation in the popup window

When you cancel a request, signers may not be notified that the document is no longer available for signing. Signers will not be able to sign the document and any signatures already collected will be voided.

How to add signers?

Adding signers to your document is straightforward:

1. In the editor, go to the "Add signers" section
2. Click "+ Add"
3. Enter their name (required)
4. Enter the signer's email address (required)
5. Select wether you require the signer's email verification for access (optional but recommended)
6. Set their signing order if multiple signers are required (optional)
7. Click "Add" to include them

You can add multiple signers to a single document. Each signer will receive their own email invitation to sign.

How to set signing order?

When multiple people need to sign a document, you can control the order:

1. Add all signers to your document
2. In the signers list, you'll see numbers next to each signer
3. Click and drag signers to reorder them as needed
4. The first person in the list will receive the document first
5. Each subsequent signer will receive it only after the previous person has signed

This is useful for contracts where certain parties need to sign before others.

How to add CC recipients?

CC recipients receive a copy of the signed document but don't need to sign:

1. In the editor, go to the "Add signers" section
2. Click "+ Add"
3. Find the dropdown next to the signer's info and select "Receives a copy"
4. Enter their email address
5. Enter their name

CC recipients receive a copy of the completed document in the order they are added.

How to edit signer information?

To edit signer information after adding them:

1. Find the signer in your signers list
2. Click the "Edit" button next to their name
3. Update their email address or name
4. Click "Save" to apply changes

Note: You can only edit signer information before sending the document. Once sent, you'll need to cancel and resend to make changes.

How to remove signers?

To remove a signer from your document:

1. Find the signer in your signers list
2. Click the "Remove" button at the bottom of the signer's info
3. Confirm the removal in the popup window

Important: You can only remove signers before sending the document. If the document has already been sent, you'll need to cancel the request and resend it without that signer.

What happens when a signer declines?

If a signer declines to sign your document:

• You'll receive an email notification about the decline
• The document status will change to "Voided"
• Other signers (if any) will not be able to sign
• You can contact the signer to understand their concerns
• You may need to modify the document and resend it

It's a good practice to communicate with signers before sending documents to ensure they're expecting the request.

How to create a template?

Creating templates saves time for frequently used documents:

1. Set up your document with all the necessary fields and formatting
2. Click "Save as Template" in the document editor
3. Enter a descriptive name for your template
4. Add a description or summary to help identify it later
5. Choose a folder (optional) to organize your templates
6. Click "Save"

Your template will be saved and available for future use. You can access all templates from the Templates section of your dashboard.

How to use saved templates?

Using saved templates is quick and easy:

1. Create New Document from your dashboard
2. In the "Select documents" section (Step 1), choose "Template"
3. Browse through your saved templates
4. Click on the template you want to use
5. The document will open with all fields already placed and you can continue to add signers and send for signature
6. Add your signers and send for signature

Templates maintain all your field placements and settings, so you don't need to recreate them each time.

How to edit templates?

At the moment, you cannot edit templates. You can only create new templates or duplicate existing templates.

How to organize templates?

Organizing templates helps you find them quickly:

• Use folder: Create folders to group related templates (contracts, forms, agreements)
• Descriptive names: Use clear, specific names for your templates

Well-organized templates save time and ensure consistency across your organization.

How to add your logo?

Adding your logo to documents creates a professional appearance:

1. Go to Settings > Branding
2. Click "Upload Logo"
3. Select your logo file (PNG, JPG, or GIF format)
4. Adjust the size and position as needed
5. Click "Save" to apply

Your logo will appear on all documents you send for signature, helping to establish your brand identity.

How to customize email messages?

Customizing email messages makes them more personal and professional:

1. Go to Settings > Email Settings
2. Add your company domain and from email address
3. Note: You can't customize the email body or subject line at the moment. You can however, include a personal note or message in the email for each signer.
4. Save your changes

How to set company colors?

Setting company colors maintains brand consistency:

1. Go to Settings > Branding
2. Click on "Color Scheme"
3. Enter your company's primary and secondary colors
4. Preview how the colors will look on documents

Your company colors will be used throughout the signing experience, including buttons, portals, and emails.

How to customize signature page?

Customizing the signature page enhances the user experience:

• Add your logo: Display your company logo on the signature page
• Custom colors: Use your brand colors for buttons and elements
• Branded URLs: Add a branded URL to the signature page

These customizations help signers feel confident that they're signing a legitimate document from your organization.

How to add team members?

Adding team members allows collaboration on documents:

1. Go to Settings > Team
2. Click "Add Team Member"
3. Enter their email address
4. Select their role and permissions
5. Click "Invite"

Team members will receive an email invitation to join your account. They can then access shared documents and templates.

How to set user permissions?

Setting appropriate permissions ensures security and control:

• Admin: Full access to all features and settings

You can customize these permissions based on your team's needs and security requirements.

How to manage team access?

Managing team access helps maintain security:

• Review permissions: Regularly check who has access to what
• Update roles: Change permissions as team members' responsibilities change
• Remove access: Revoke access when team members leave

Regular access reviews help ensure that only authorized personnel can access sensitive documents.

Can I use this service for free?

InsertSign offers a free trial to help you get started. The free trial includes:

• Limited number of signatures per month
• Standard templates
• Email support

For more advanced features and higher usage limits, you'll need to upgrade to a paid plan.

Can I change my billing plan?

Yes, you can upgrade or downgrade your plan at any time:

1. Go to Settings > Billing
2. Click "Change Plan"
3. Select your new plan
4. Confirm the changes

Plan changes take effect immediately, and billing will be adjusted accordingly.

How do I cancel my subscription?

To cancel your subscription:

1. Go to Settings > Billing
2. Click "Cancel Subscription"
3. Confirm your cancellation

Note: Canceling your subscription will immediately revoke access to premium features. Your data will be retained for 30 days after cancellation.

How do I request a refund?

To request a refund:

1. Contact our support team at help@insertsign.com
2. Or contact our partners you signed up through.
3. Include your account email address
4. Provide the reason for your refund request
5. Include any relevant details about your usage

We review refund requests on a case-by-case basis and will respond within 2-3 business days.

How do I check usage?

To monitor your account usage:

1. Go to Settings > Usage
2. View your current billing period usage
3. Check signatures, seats, storage usage, and other metrics
4. Compare usage against your plan limits

Usage statistics help you understand your needs and determine if you need to upgrade your plan.

Is my payment information secure?

Yes, your payment information is secure. We use Stripe to process payments.

I can't access my account?

If you're having trouble accessing your account:

• Check your email: Make sure you're using the correct email address
• Reset password: Use the "Forgot Password" link on the login page
• Check spam folder: Password reset emails might be in your spam folder
• Clear browser cache: Try clearing your browser's cache and cookies
• Contact support: If problems persist, contact us at help@insertsign.com

What is a business name?

Your business name is the name that appears on documents you send for signature. It helps establish your brand identity and lets signers know who the document is from.

To set or change your business name:

1. Go to Settings > Account
2. Enter your business name in the appropriate field
3. Click "Save Changes"

Can I have multiple accounts?

Yes, you can create multiple accounts with the same email address. This is useful if you need separate accounts for different businesses or purposes.

To switch between accounts:

1. Click on your profile menu or go to Settings
2. Select "Switch Account"
3. Choose the account you want to access

How to edit my profile?

To edit your profile information:

1. Go to Settings > Profile
2. Update your name, email, or other information
3. Upload a profile picture if desired
4. Click "Save"

Profile changes will be reflected across your account.

How to delete my account?

To delete your account, please contact our support team at help@insertsign.com

Warning: Deleting your account will permanently remove all your data, including documents and templates. This action cannot be undone.

Are there storage limits?

Yes, storage limits depend on your plan:

Your available storage for draft documents, templates, and signed documents depends on your subscription plan.

You can monitor your storage usage in Settings > Usage. If you approach your limit, consider upgrading your plan or deleting old documents.

Archived requests also count against your storage quota.

Where is my data stored?

Your data is stored securely in the cloud using industry-standard practices:

• Data centers: Located in secure, certified facilities
• Encryption: All data is encrypted both in transit and at rest
• Backups: Regular automated backups ensure data safety
• Compliance: Meets industry standards for data protection

We take data security seriously and implement multiple layers of protection to keep your information safe.

Sample Electronic Record and Signature Disclosure (ERSD)

It's a legal disclosure that you can show to recipients before they sign. Recipients must read and agree to the terms of the disclosure before they can access and take action on the documents you send. It is used to obtain consent from signers before they sign and is required by law in some jurisdictions.

As an administrator, you can enable the optional Electronic Record and Signature Disclosure from your account settings. Please see: Sample Electronic Record and Signature Disclosure (ERSD).

Is my data secure?

Yes, your data is protected by multiple security measures:

• SSL/TLS encryption: All data transmission is encrypted
• Access controls: Strict authentication and authorization
• Audit trails: Complete logs of all document activities
• Regular security audits: Ongoing security assessments

We follow industry best practices and regularly update our security measures to protect against emerging threats.

What compliance standards do you meet?

• HIPAA: Not compliant
• SOC 2: Not certified
• GDPR: Compliant Read more

How do you protect signatures?

Signatures are protected through multiple security layers:

• Digital certificates: Each signature is cryptographically secured
• Timestamping: Exact time and date of signing is recorded
• IP tracking: Location and device information is captured
• Audit trails: Complete record of the signing process

These measures ensure that signatures cannot be tampered with and provide legal evidence of the signing process.

Zapier integration

InsertSign integrates with Zapier to automate your workflow:

• Trigger actions: Automatically send documents when certain events occur
• Connect apps: Integrate with 5000+ apps and services
• Automate workflows: Create custom automation without coding
• Save time: Reduce manual tasks and improve efficiency

Coming soon: We are working on a Zapier integration to allow you to automate your workflow.

API documentation

Our API allows developers to integrate InsertSign into their applications:

• RESTful API: Standard HTTP methods for all operations
• Comprehensive documentation: Detailed guides and examples

Coming soon: We are working on an API to allow you to integrate InsertSign into your applications.

Webhook setup

Webhooks provide real-time notifications for document events:

1. Go to Settings > Integrations
2. Click "Configure Webhooks"
3. Enter your webhook URL
4. Select the events you want to receive notifications for
5. Test the webhook to ensure it's working

Webhooks can notify your system when documents are signed, viewed, or completed.

Coming soon: We are working on a webhook system to allow you to receive real-time notifications for events.

Are e-signatures legally binding?

Yes! E-signatures created with InsertSign are legally binding in most jurisdictions:

• ESIGN Act: Federal law recognizing e-signatures in the U.S.
• UETA: State-level adoption of electronic signature laws
• International recognition: Accepted in most countries worldwide
• Court acceptance: E-signatures are regularly accepted in legal proceedings

Our platform provides the necessary security and audit trails to ensure legal enforceability.

Terms of service

For information about our terms of service, please see: Terms of Service.

Privacy policy

For information about our privacy policy, please see: Privacy Policy.

Data Processing Agreement

For information about our data processing agreement, please see: Data Processing Agreement.

Security & Compliance

For information about our security practices, please see: Security & Compliance.