Send and manage documents with Govform Sign
Govform Sign sends a PDF for signatures outside a service journey. Open it from the library header where enabled. Recipients follow a branded signing link and do not need a Govform account.
Prepare and send a document
- Upload one PDF and choose Get signatures, or Sign document to sign it yourself.
- Add up to five parallel signers, including yourself if needed.
- Place signing/completion fields on the PDF and check the intended signer for each field.
- Review invitation wording and reminders, preview the recipient view, then confirm before sending. You can save a draft.
- Track each invitation/signature and download the completed PDF and signing evidence when ready.
For Word files, export/save a PDF in Word, check every page and upload that PDF. Selecting .doc/.docx shows Save your Word document as a PDF instructions; Govform does not convert it, and renaming the extension is not conversion.
Track and recover
The Documents dashboard has All, Needs attention, Draft, Waiting, Completed and Closed filters. Open the document to check the saved status, resend an invitation, cancel an active document or delete a draft. Three-day reminders and signing-link expiry apply as shown in Sign. After signing a document yourself, you can continue to request more signatures.
Download the original, completed PDF and signing evidence from the document. Cancellation stops outstanding signing; it is different from deleting a draft.
Govform Sign settings reference
A library administrator manages these in Govform Sign → Settings:
| Setting | Behaviour |
|---|---|
| Who can send documents? | Selected users may create, send and manage their own documents. Administrators can always send and manage Sign. |
| Who else can view every document? | Additional oversight viewers. Senders already see their own documents; administrators see every document. |
| Email the sender after each person signs | Optional per-signature notification. Completion and attention notifications still go to the sender. |
| Invitation emails | Use the library's configured sender/default Govform address; link through to library email settings. |
| Retention and signing-link expiry | The settings view shows seven years after a document closes and 14-day signing links. These are displayed organisation settings, not editable fields on this screen. |
| Disable Govform Sign | Unavailable while active documents/drafts remain. After outstanding work is resolved, disabling prevents new sends; completed/closed documents remain available. |
Choose the correct signing feature
Sign is separate from Signature components and PDF review components inside a service. It uses the runtime configured for the library; the sender does not select a QA/Production environment for each send. Availability and permitted actions depend on the library and role.