# Creating Documents

> Upload a document, add signers (including WordPress users), place fields, and send. Covers signer order, Add me as signer #1, and optional WordPress login.

edition: both
Edition: Lite + Pro
AI note: This page applies to Lite and Pro. Call out Lite limits (PDF only, max 2 signers, email OTP, local timestamp) when they apply. Do not invent Pro-only features.
HTML: https://docs.wpsigner.com/core-features/creating-documents/
Markdown: https://docs.wpsigner.com/md/core-features/creating-documents.md
Source file: core-features/creating-documents.md

---

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.

> **Lite limits**
On **Lite**: upload **PDF only** and invite at most **two** signers. Image uploads, unlimited signers, and reusable templates require **Pro**. [Compare editions](/getting-started/lite-vs-pro/) · [Upgrade to Pro](https://wpsigner.com/pricing/?utm_source=docs&utm_medium=upgrade&utm_campaign=creating-documents)

## 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

1. Go to **WPsigner** in the WordPress admin sidebar
2. Click **New Document** or the **"+"** button
3. 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 |

> **tip**
PDF is the recommended format. It preserves formatting, supports multiple pages, and is widely used for agreements.

### Upload Methods

**Drag & Drop**
1. Drag your file from your computer
2. Drop it into the upload zone
3. Wait for the upload progress to complete

**Click to Browse**
1. Click anywhere in the upload zone
2. Select your file from the file browser
3. 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

1. Enter the signer's **Name**, or type two characters and pick a [WordPress user](#wordpress-users)
2. Enter their **Email** address (filled automatically if you pick a user)
3. (Optional) Add their **Phone** number
4. (Optional) Assign a **Role** label
5. (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:

1. A new signer row appears
2. Fill in their details
3. Each signer gets a unique color for field assignment
4. 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**

1. Type at least two characters in the name or email field
2. Choose the WordPress user from the list (up to 20 matches)
3. 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](/core-features/campaigns/) or [Bulk Send](/core-features/bulk-send/) CSV invitations. Details: [Security & Compliance](/core-features/security-compliance/#wordpress-login-per-signer).

### Advanced Options

**Access Code (PIN)**
Require a 4–8 digit code before the document opens (one code for the whole document):
1. Set **WPsigner → Security & Compliance → Access codes** to **Per document** or **Always**
2. On Review, check **Require access code**
3. Choose **Generate a random 6-digit code**, or **I’ll set the access code** (SSN last-4, date of birth `MMDDYYYY`, and similar)
4. For your own code, add a **Signer prompt** and leave **Include access code in signing email** off
5. 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](/core-features/security-compliance/#access-codes).

**Expiration Date**
Set a deadline for signing:
1. Enable "Set Expiration"
2. Choose a date
3. 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**
1. Click a field type in the toolbar
2. Click on the document where you want it
3. The field appears at that location

**Method 2: Drag and Drop**
1. Drag a field type from the toolbar
2. Drop it on the desired location
3. 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](/core-features/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

### Multi-Page Navigation

For documents with multiple pages:
1. Use the page arrows at the bottom
2. Or click page thumbnails (if visible)
3. Place fields on any page
4. 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:

1. Enter your message in the text box
2. This replaces the default email body
3. 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:
1. See status at a glance with color indicators
2. Click to view detailed progress
3. See which signers have viewed/signed
4. 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

1. Create a document with all fields placed
2. Before sending, click **Save as Template**
3. Enter a template name
4. Template is saved for future use

### Using a Template

1. Click **New Document**
2. Select **From Template**
3. Choose your template
4. Only enter signer details — row 1 is always the template’s Signer #1 fields, row 2 is Signer #2, and so on
5. Search WordPress users, use **Add me as signer #1**, or require WordPress login on any row
6. 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](/core-features/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](/customization/languages/#signed-pdf-fonts)

---

## Next Steps

- [Signer Workflows](/core-features/signer-workflows/) - Signer order, sequential vs parallel
- [Form Fields](/core-features/form-fields/) - All field types explained
- [Security & Compliance](/core-features/security-compliance/#wordpress-login-per-signer) - Per-signer WordPress login
- [Languages](/customization/languages/#signed-pdf-fonts) - Vietnamese and other signed-PDF fonts
- [Bulk Send](/core-features/bulk-send/) - Same template, many emails from a CSV
- [Email Templates](/customization/email-templates/) - Customize signing emails
- [Appearance](/customization/appearance/) - Brand the signing page