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Creating Documents

The document creation wizard guides you through a 4-step process to prepare any document for electronic signatures. This page covers each step in detail.

The 4-Step Document Wizard

Step	Name	Purpose
1	Upload	Add your PDF or image file
2	Signers	Add people who need to sign
3	Fields	Place signature and form fields
4	Review	Preview and send

Step 1: Upload Document

Accessing the Wizard

Go to WPsigner in the WordPress admin sidebar
Click New Document or the ”+” button
The upload screen appears

Supported File Formats

Format	Extension	Best For
PDF	.pdf	Contracts, agreements, multi-page documents
PNG	.png	High-quality images, graphics
JPEG	.jpg, .jpeg	Photos, scanned documents

Upload Methods

Drag & Drop

Drag your file from your computer
Drop it into the upload zone
Wait for the upload progress to complete

Click to Browse

Click anywhere in the upload zone
Select your file from the file browser
Click Open to upload

File Size Limits

Setting	Default	Recommended
Max file size	Server-dependent	64MB
Max pages	Unlimited	Any

If your file is too large, you’ll see an error. Contact your hosting provider to increase the upload_max_filesize PHP setting.

Document Preview

After upload, you’ll see:

Thumbnail preview of the first page
File name and size
Page count (for PDFs)
Option to remove and re-upload

Step 2: Add Signers

Signer Information

For each signer, you can provide:

Field	Required	Description
Name	✅ Yes	Display name for the signer
Email	✅ Yes	Where signing request is sent
Phone	No	For SMS notifications (if enabled)
Role	No	Custom label (e.g., “Buyer”, “Witness”)
Require WordPress login	No	Off by default. When checked, that email must already belong to a WordPress user, and that signer must be logged in with that account. If the email has no account, the checkbox is turned off. The signing link alone will not open the document

Signer order and signature fields

The order you add people is the signer slot used for fields:

The first row is Signer #1 (blue) — their signature, initials, and other fields
The second row is Signer #2 (green), then Signer #3, and so on
Drag a row to change who is #1, #2, #3
Add me as signer #1 only fills that first row. If someone else should sign first, put them in row 1 (or drag them to the top)

Sequential invitations follow this same list. Parallel invites everyone at once, but fields still belong to those slots.

Adding Your First Signer

Enter the signer’s Name, or type two characters and pick a WordPress user
Enter their Email address (filled automatically if you pick a user)
(Optional) Add their Phone number
(Optional) Assign a Role label
(Optional) Check Require WordPress login with this email if they must sign in with a matching WordPress account

Adding Multiple Signers

Click Add Signer to add more people:

A new signer row appears
Fill in their details
Each signer gets a unique color for field assignment
Drag signers to reorder (for sequential signing and for which slot owns which fields)

Signer Colors

Each signer is automatically assigned a color:

Signer	Color
Signer 1	🔵 Blue
Signer 2	🟢 Green
Signer 3	🟠 Orange
Signer 4	🟣 Purple
Signer 5+	Auto-assigned

These colors help you identify which fields belong to which signer when placing fields.

Signing Order

Choose how signers receive the document:

Parallel Signing (Default)

All signers receive the email at the same time
Anyone can sign in any order
Fastest completion time

Sequential Signing

Signers receive emails in order
Signer 2 only gets the email after Signer 1 completes
Use drag handles to reorder signers
Perfect for approval chains

WordPress users

These options are in WPsigner Pro 3.2.0+, on Add Signers and in the Use Template modal.

Pick an existing user

Type at least two characters in the name or email field
Choose the WordPress user from the list (up to 20 matches)
Name and email fill in. You can still type a guest if they are not a WordPress user

Add me as signer #1

Check Add me as signer #1 to fill the first row with the logged-in account. That does not turn on the login gate.

Require WordPress login with this email

Check it on each signer who must prove they own that WordPress account:

The email must already be a WordPress user. WPsigner does not create the account
If the email has no account, you see an alert and the checkbox stays off
The signing link alone will not open the document — they must be logged in, and the account email must match
You can require login for signer #1 and leave signer #2 as a guest

This gate is separate from OTP, KYC, and access codes. It does not apply to public campaign links or Bulk Send CSV invitations. Details: Security & Compliance.

Advanced Options

Access Code (PIN) Require a 4–8 digit code before the document opens (one code for the whole document):

Set WPsigner → Security & Compliance → Access codes to Per document or Always
On Review, check Require access code
Choose Generate a random 6-digit code, or I’ll set the access code (SSN last-4, date of birth MMDDYYYY, and similar)
For your own code, add a Signer prompt and leave Include access code in signing email off
Random codes can later be requested only to the signer’s email or stored phone. Known secrets cannot be resent from the signing page

Details: Security & Compliance → Access codes.

Expiration Date Set a deadline for signing:

Enable “Set Expiration”
Choose a date
After this date, the signing link becomes invalid

Step 3: Place Fields

The Field Editor

The field editor displays:

Left sidebar: Available field types
Center: Document preview with pages — place and move fields here

Available Field Types

Field	Purpose	Required Input
Signature	Full signature capture	Draw or type signature
Initials	Smaller initial box	Draw or type initials
Date	Date field	Auto-filled or manual
Text	Single-line input	Type text
Text Area	Multi-line input	Type paragraph
Checkbox	Yes/No selection	Click to toggle
Dropdown	Select from options	Choose from list
VAT	Tax / VAT identifier	Type VAT number

Placing Fields

Method 1: Click to Place

Click a field type in the toolbar
Click on the document where you want it
The field appears at that location

Method 2: Drag and Drop

Drag a field type from the toolbar
Drop it on the desired location
Release to place

Naming and mapping fields (double-click)

Double-click any placed field to open Field Properties:

Setting	Purpose
Field name	Label you see on the field in the editor
Mapping name	Key for Zapier, form integrations, and the API. Leave empty to use the field name
Placeholder	Hint text for the signer (text-like fields)

Hover a field to show the red X outside the top-right corner to delete it. Dropdown / radio / checkbox-group fields open their options editor instead of Field Properties.

Full details: Form fields — Field name, mapping name, and placeholder.

Configuring Fields

Drag to move; use the corner handle to resize
Right-click for actions such as clone, delete, or conditional logic (when available)
Assign the active signer with the signer buttons before placing fields (each signer has a color)

Field-specific options

Dropdown / radio / checkbox group

Double-click to edit the list of options

Text-like fields

Use Field Properties for name, mapping name, and placeholder

For documents with multiple pages:

Use the page arrows at the bottom
Or click page thumbnails (if visible)
Place fields on any page
Field counts shown per page

Field Alignment

For professional-looking documents:

Fields snap to common positions
Use rulers for precise placement
Align multiple fields using guides

Step 4: Review & Send

Pre-Send Checklist

Before sending, verify:

✅ Document uploaded correctly
✅ All signers added with valid emails
✅ All required fields placed
✅ Fields assigned to correct signers
✅ Signing order configured (if sequential)

Document Summary

The review screen shows:

Document preview
List of signers with their fields
Signing workflow type
Expiration date (if set)

Personal Message

Add a custom message that appears in the signing request email:

Enter your message in the text box
This replaces the default email body
Keep it professional and clear

Example messages:

“Please review and sign this contract at your earliest convenience.”
“Attached is the service agreement we discussed. Let me know if you have questions.”

Sending Options

Send Now

Click Send Document
Emails are dispatched immediately
You’re redirected to the document dashboard

Save as Draft

Click Save Draft
Document is saved but not sent
Resume editing later from Documents list

After Sending

Document Status

Your document moves through these statuses:

Status	Meaning
Draft	Not yet sent, can be edited
Sent	Emails delivered, awaiting signatures
Viewed	At least one signer opened the link
Partially Signed	Some signers have completed
Completed	All signers finished
Declined	A signer refused to sign
Expired	Past expiration date
Voided	Cancelled by document owner

Tracking Progress

From the Documents list:

See status at a glance with color indicators
Click to view detailed progress
See which signers have viewed/signed
Access audit trail

Available Actions

Action	When Available	Effect
Resend	After sending	Re-sends email to pending signers
Remind	Sent status	Sends reminder email
Void	Before completion	Cancels the document
Download	After completion	Gets signed PDF
View Audit	Any time	Shows detailed history

Document Templates

Save time by creating reusable templates.

Creating a Template

Create a document with all fields placed
Before sending, click Save as Template
Enter a template name
Template is saved for future use

Using a Template

Click New Document
Select From Template
Choose your template
Only enter signer details — row 1 is always the template’s Signer #1 fields, row 2 is Signer #2, and so on
Search WordPress users, use Add me as signer #1, or require WordPress login on any row
Fields are already placed!

Template Benefits

Pre-configured field placement
Consistent signer roles
Faster document creation
Team-wide standardization

To invite many people from a spreadsheet using the same template, use Bulk Send. Each row becomes its own document and is tagged with the name you give that send.

Best Practices

Document Preparation

Use high-quality PDFs - Ensure text is readable
Leave space for signatures - Don’t crowd signature areas
Include clear instructions - Add signing instructions in the document itself
Test first - Send a test document to yourself

Signer Experience

Use full names - “John Smith” not “J. Smith”
Verify emails - Double-check email addresses
Explain the process - First-time signers may need guidance
Set reasonable deadlines - Give signers adequate time

Field Placement

Align with printed lines - Place fields on existing signature lines
Size appropriately - Signatures need room, dates can be smaller
Mark required fields - Ensure critical fields can’t be skipped
Test on mobile - Fields should be accessible on small screens

Troubleshooting

”Upload failed”

Check file size limits
Verify file is not corrupted
Try a different browser

”Signer not receiving email”

Verify email address is correct
Check spam/junk folder
Use the Resend option
Verify SMTP is configured

”Fields not visible”

Ensure you’re on the correct page
Check if fields are assigned to a signer
Zoom in on the document view

”No WordPress account uses this email”

Create the WordPress user first, or leave Require WordPress login off
Confirm the signer email matches the account email exactly (case does not matter)

Vietnamese or accented names look wrong on the signed PDF

Install Accented Latin under WPsigner → Languages → Signed PDF fonts
Click Use for signed PDFs
Guide: Languages & Translations

Next Steps

Signer Workflows - Signer order, sequential vs parallel
Form Fields - All field types explained
Security & Compliance - Per-signer WordPress login
Languages - Vietnamese and other signed-PDF fonts
Bulk Send - Same template, many emails from a CSV
Email Templates - Customize signing emails
Appearance - Brand the signing page