Preparing PDFs and sending for signature

DocuVault turns a static PDF into a signable envelope and routes it to one or more recipients. This article walks through preparing a document, placing fields, sending the request, and tracking it through to a signed original. DocuVault requires the Elite plan — see Why DocuVault requires Elite if you are not yet on Elite.

Preparing the PDF

• Start from a clean PDF. Avoid scans of scans — text-layer PDFs render more reliably than rasterized ones.
• Remove draft markup and watermarks before uploading. Anything visible on the page will be visible to the signer.
• Confirm the document is the final version. DocuVault treats each envelope as immutable once sent — if you find an error, you cancel and resend rather than editing in place.

Uploading to DocuVault

Open DocuVault from your Investigator dashboard and choose New document. Upload the PDF. The platform will render the pages on a canvas where you can add the signing fields. You can pan and zoom on the canvas to place fields precisely; the same canvas your signers will use mirrors what you arrange here.

Adding signers

Add each signer with name, email, and (optionally) the role they play in the document — Client, Investigator, Witness, or another label. The order matters when signatures must happen sequentially (for example, the Client signs first and the witness signs after). For parallel signing, all signers receive the link at the same time.

Placing fields

Drag fields from the toolbar onto the page:

• Signature — the recipient draws or types a signature.
• Initials — short signer mark, often used per page.
• Text — typed input (name, address, case number).
• Date — auto-fills the date the signer completes the field.
• Checkbox — yes/no acknowledgment.

Each field is assigned to one signer. Signers cannot fill fields that belong to another signer. Required fields must be completed before the signer can submit the document.

Sending the envelope

Add a short message that recipients will see in the email and on the signing page — explain why they are being asked to sign, and give them a way to reach you with questions. Confirm the signer list and field assignments, then send. Each recipient gets an email with a unique link tied to their account or email address. The link is single-purpose and cannot be forwarded.

Tracking and finalizing

The DocuVault dashboard shows every envelope and its status: sent, opened, partially signed, completed, declined, expired. You will receive a notification when each signer takes action. When the last required signature is captured, the envelope finalizes automatically. The signed original — the PDF with embedded signatures and a per-envelope audit trail — is stored in DocuVault and can be downloaded any time.

If you need to change something

Cancel the envelope and send a new one. DocuVault does not allow edits to a sent envelope because doing so would compromise the audit chain. Cancellation notifies recipients that the link is no longer valid. Document everything that ships out; the signed copy is the system of record. For what your recipient sees on their end, point them at Opening a DocuSeal signing link as a signer.