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Documents and e-sign

Documents and e-sign generates documents from templates and collects signatures. A sender puts one or more documents in an envelope, adds recipients in a signing order and sends it. Recipients verify themselves with an OTP and sign in the browser or the mobile app. The completed PDF is sealed with the company's signing key and carries a certificate of completion. Other apps, such as People and CRM, send their own documents through it.

Who uses it​

  • Employees sign what they are sent and, if the company allows it, send their own documents.
  • Senders send envelopes, create and use templates, run bulk sends and public signing links.
  • Documents admins manage settings, branding, signing keys, folders, retention and all envelopes.
  • Directors sign board papers and see the envelopes they are on.
  • External signers sign through a link, or through a portal that shows only their own envelopes.

Before you start​

  • Switch Documents and e-sign on for your company. See the Quick start.
  • Decide who may send: only people with the sender role, or every employee.
  • Prepare your logo, brand colour and the electronic records disclosure text signers will see.
  • Agree retention periods for HR, sales, vendor and board documents with whoever owns records in your company.

Set up​

  1. Brand the app. Add your logo, brand colour, sender name, email footer and signing page introduction.
  2. Set defaults. Choose the envelope number prefix, default expiry, reminder schedule, default authentication for external recipients and whether delegation is allowed.
  3. Create the signing key. The company's signing key is created on first use. Download its certificate if recipients want to trust it in their PDF reader.
  4. Set up folders and retention. Review the default folders and set who can browse each and how many years content is kept.
  5. Prepare templates. Start from the India starter templates or write your own with merge fields and signature anchors. You can also upload a PDF or a Word file.
  6. Set approval rules. Decide which envelopes need approval before sending, such as bulk sends or board papers.

Key workflows​

Send an envelope​

  1. Start a new envelope from a template or by uploading documents.
  2. Add recipients and their type: signer, approver, viewer, CC, in-person signer or witness. Give recipients the same routing number to sign in parallel.
  3. Place fields, or let the template's anchors place them. Pre-fill and lock any values you want fixed.
  4. Choose authentication, expiry and reminders, then send now or at a scheduled time.

Sign a document​

  1. Open the link from the email, or from the inbox or mobile app if you are an employee.
  2. Verify with the email OTP or access code, and accept the electronic records disclosure.
  3. Complete the highlighted fields and adopt a signature by drawing, typing or uploading it.
  4. Finish, or decline with a reason, or delegate to someone else if the sender allowed it.

Correct, remind or void​

  • While an envelope is in progress, the sender can remind recipients, change unsigned recipients' details, extend the expiry or add a recipient later in the order.
  • Voiding stops all links and tells recipients why.
  • For bulk send, pick a template and upload a CSV with one row per envelope. Rows are validated before sending.
  • For a public signing link, publish a template whose first role is the person signing. Visitors verify by email OTP and sign; later roles, such as an HR countersignature, follow.

Verify a signed PDF​

Anyone can upload a PDF on the verify page. It reports whether the document is authentic and unchanged, was modified after signing, or is unknown.

India specifics​

A Thoshika OTP signature is an electronic record of assent with an audit certificate. It is not an Aadhaar eSign or DSC signature under the IT Act, and the app warns when a template is tagged as a document type the Act excludes, such as a will or power of attorney. A stamp duty reference by state and article helps estimate duty; you buy the e-stamp separately and attach its certificate. Aadhaar is collected only as the last four digits, and timestamps are in IST. Aadhaar eSign and DSC signing are planned through licensed providers.

Works with other apps​

  • People: offer and HR letters are signed and filed to the employee.
  • CRM: a signed quote is marked accepted and the deal is won.
  • Procurement: vendor contracts are signed by both parties.
  • Company Compliance: minutes and resolutions go to directors for signature.
  • Workplace: visitors sign NDAs at check-in.
  • Sangam: meeting transcripts and notes are filed here.

Next steps​