Asking someone to sign a PDF
A Sign PDF request puts a PDF in front of each person on a portal and records their signature on it. Use it for a document that already exists as a PDF: a contractor agreement, an employment contract, a policy. WorkZerk keeps the exact file each person signed, so you can always show what they agreed to.
If you would rather keep the text in WorkZerk and version it there, use a Terms request instead. See Terms and conditions.
Adding the request
Open Portals, open a portal and expand the Requests panel. Click + Insert, pick the Sign PDF tile and give the request a name. Then:
- PDF to sign. Choose the file from your computer. It has to be a PDF, up to 10 MB.
- Require a typed name. They type their full name as part of signing.
- Require a drawn signature. They sign on a pad with a finger or mouse.
Both signing options start ticked, and so does Required. Click Add.
The PDF has to be uploaded to the request itself. You cannot pick it from your Files library or paste a link, because either could change after someone signs. After adding, the two options sit on the row as Require typed name and Require signature, and you can change them there.
What the person does
On their link they open the PDF in a new tab, come back, tick that they have read it and agree, then type their name and draw their signature if you asked for them, and press Sign. They can download their own signed copy afterwards. A PDF to sign walks through it from their side.
Seeing who signed
Click View on the request's row (it shows the count, such as View 3). Each signature shows the document name, the typed name, the date and time, and the drawn signature, with Download signed copy (PDF) under it.
For every signature WorkZerk records the person (identified by their private link), their tick, their typed name and drawn signature where you asked for them, the time, their IP address and browser, and the exact PDF with its SHA-256 fingerprint.
On the Request answers report a signed PDF reads Signed. Sign PDF signatures are not listed on Terms history, which covers your terms library only.
The signed copy
The download is the PDF they signed with a Signature record page added at the end: the document, the request, the portal, who signed, when, their IP address and browser, the drawn signature, and the SHA-256 fingerprint of the document.
The fingerprint changes if even one byte of the PDF changes, so anyone can check a copy against the value on that page. If the original cannot be combined with the page (a damaged or password-protected file, for example), the download is the signature page on its own, which still carries the fingerprint.
Replacing the PDF
To swap in a new document, click the cross on the PDF's name on the row, confirm, then use the attach button to upload the new one. Until you do, the row warns that nobody can sign.
People who already signed keep their signature and the PDF they signed, and they stay marked complete. Under View, their signatures carry a Signed before the PDF was replaced badge, and the row shows how many signed an earlier PDF and who. The button beside it (for example Ask 3 to sign the current PDF) emails each of them a link, with an optional line of your own. Uploading an identical file flags nobody, because the fingerprint has not changed.
On their link, the person is told the document was replaced. Pressing Sign again moves their earlier signature into the response history, where it stays with its own signed copy. Until they sign the new PDF, a required request counts as outstanding again.
Earlier signatures are never pruned from the history.
In a request pack
A Sign PDF ask can go in a request pack. In the pack, the ask's PDF to sign comes from your Files library. When you add the pack to a portal, the PDF is copied onto that portal, so later changes to the library file never change what people sign. If the copy fails, the request arrives with no PDF and shows the warning, and you upload one on the row.
Required and Sensitive
A signed PDF counts toward the person's completion like any other required request. Sign PDF cannot be marked Sensitive: a signature is not private information in the way a tax file number is. See Keeping sensitive information private.
Getting help
If something here does not match what you see on screen, email [email protected] and we will take a look.