How to Collect eSignatures on Your Documents Using Monday.com?
Step-by-step guide to uploading PDFs, adding recipients, placing signature fields, tracking status, and storing signed copies—all in one workflow.
PDF Maker
Last Update o lună în urmă
Collecting signatures is often the slowest part of any workflow. Chasing people over email or juggling between tools like DocuSign, Google Drive, or email attachments can quickly create confusion. With the PDF Maker integration in Monday.com, you can upload documents, assign signers, track signing status, and receive signed PDFs—all from inside your project board.
Set up your columns to keep signed and unsigned files organized.
Next, add two file columns:
This structure keeps every document neatly paired: the unsigned version on one side, and the signed version stored automatically in the other.
Easily add your contract, agreement, or PDF into Monday.com.
Click into the new task and upload your PDF under the Uploaded PDF column. Once uploaded, expand the task by clicking on it—you’ll now see more options for managing the signing process.
Here, you’ll notice four major sections:
Add the signer’s name and email for secure document delivery.
In the Set Recipients field, type the name and email address of the person who needs to sign the document. If there are multiple signers, you can add more than one recipient.
Each recipient gets a unique signing link to ensure only the intended person can access and complete the document.
Step 4: Place Signature Fields on the Document
Customize where signatures, initials, and other fields appear.
- Once a document is sent, we will create a new document automatically
- If a file column is not selected in output options, you can access the signed document in the Documents Tab
When you open the document in the editor, you’ll see a drag-and-drop panel with multiple fillable fields:
- Signature – the signer’s digital signature.
- Initials – for quick confirmation across multiple sections.
- Date – to mark the signing date.
- Text, Checkbox, Dropdown – to collect additional structured information.
- Place a signature box at the end of an agreement.
- Add initials to each page for legal compliance.
- Insert a date field beside the signing section.
Step 5: Send the Document for Signing
Choose how to deliver the signing link to your recipients.
Once fields are placed, click Send. You’ll have the option to:
Step 6: Track Document Status in Real Time
Know exactly when your document has been sent, viewed, or signed.
You’ll also see a progress tracker showing how many out of the total signers have finished signing (e.g., 0/1, 1/1).
Step 7: The Signer’s Screen
Simple, guided signing for your recipients.
When recipients open the link, they see the document with required fields clearly highlighted. A side panel lists what needs to be filled (like signature or date), and a Next/Sign button guides them through. Once all fields are completed, they click Finish, and the signed copy instantly updates in your Monday.com board.
Step 8: Access and Download the Signed PDF
Retrieve your completed documents without leaving Monday.com.
Once the signer finishes, the status updates to Signed, and the file automatically appears in the Response PDF column you created earlier.
- Open the signed PDF directly from your board.
- Download it for record-keeping.
- Share it with other stakeholders as proof of completion.
Integrate signing workflows with your project management for speed and simplicity.
By embedding eSignatures inside Monday.com, you eliminate:
- The back-and-forth of sending attachments over email.
- The risk of losing track of documents in long email chains.
- The need to log into separate eSignature platforms.
Instead, everything happens in one place—your tasks, deadlines, and documents stay in sync. This makes approvals faster, record-keeping easier, and compliance smoother.
Q1. Can I add multiple signers to one document?
Yes. You can include more than one recipient, and each will receive their own unique link to sign.
Q2. Do signed documents remain legally binding?
Yes. eSignatures collected through this process comply with legal standards like ESIGN, UETA, and eIDAS.
Q3. Where can I find the signed copy after completion?
The signed document is automatically stored in your Response PDF column and can also be downloaded from the document view.
Q4. What if a signer doesn’t respond?
The document will remain in “Sent” status. You can resend the link or invite another recipient if needed.
Q5. Can I add other fields apart from a signature?
Absolutely. You can drag and drop initials, dates, checkboxes, dropdowns, and text fields to collect structured responses.
Managing eSignatures in Monday.com streamlines an otherwise clunky process. Instead of bouncing between apps, you can prepare, send, track, and store all your contracts and agreements directly inside your board.