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Sign a document

DocuDesk's signing flow wraps a configured digital-signing provider (DigiD, EvidentSign, …) with a Nextcloud-native UI: you pick the document, declare the signers and the signing order, dispatch invitations and watch each signature land before exporting the signed PDF.

Goal​

By the end you will have opened a signing request on one document, declared two signers, dispatched invitations, and tracked the request through to completion.

Prerequisites​

  • You have completed Upload a document (or rendered the document from a template).
  • The instance has a digital-signing provider configured (an admin sets this in Settings → DocuDesk → Signing).
  • You know the signers' name + email and they have access to the configured signing provider.

Steps​

  1. Open the document detail view and click Request signature in the action bar.

    Document detail with Request signature action

  2. The signing dialog asks for the signers: name + email each, plus the signing order (sequential or parallel). Add at least one signer.

    Signing dialog with signers

  3. Submit. DocuDesk creates a SigningRequest object linked to the document and dispatches an invitation email to each signer through the configured provider.

    Signing request created

  4. Track progress in the Signing list view. Each request shows the signers and their per-signer status — Invited, Viewed, Signed, Rejected. When every signer has signed, the request flips to Completed and the signed PDF is attached to the source document's Outputs tab.

    Signing request completion

Verification​

You are done when: the SigningRequest reaches Completed state, every signer's row shows Signed with a timestamp, and the source document's Outputs tab carries a Signed PDF entry that opens cleanly.

Common issues​

SymptomFix
Invitation never arrives in signer's inboxThe signing provider couldn't dispatch — check Settings → DocuDesk → Signing → Recent dispatches for the failure reason (most often a misconfigured From address).
Signer reports the signing page returns 404The provider invalidates session URLs after a few hours of inactivity — open the request detail and Resend to issue a fresh URL.
Request stuck at Awaiting signer N even though signer reports they signedThe provider's callback didn't reach Nextcloud (firewall, wrong webhook URL). The admin re-fetches via Settings → DocuDesk → Signing → Reconcile open requests.

Reference​