How to send PDF documents It consists of converting the file to PDF, creating the submission for signature, defining signatories and authentications, and sharing the link via email, WhatsApp, or messaging. The process organizes the signature and maintains the... Valid identity document Ready for download and tracking via notifications.
After all, its versatility, security and ability to preserve the original formatting elevate it to the position of preferred choice for sharing crucial information in various sectors. However, when it comes to formalizing agreements and contracts, signature continues to play a crucial role.
It is in this dynamic context that communication platforms digital signature stand out, simplifying and streamlining the process of signing PDF documents. If you've ever wondered how to make this procedure more efficient, this article serves as a definitive guide.
Throughout this reading, you will be able to gain valuable insights into the importance of PDF, demystify the digital signature process and discover the simple steps to send documents for signature through the ZapSign platform.
Summary:
- How to convert documents from other formats to PDF before sending.
- Practical conversion options using editors and software.
- Step-by-step guide to creating and sending a document for signature on the platform.
- How to configure signers and authentications in the submission flow.
- How to send subscription links via email, WhatsApp, or messaging, and receive email notifications.
- How to send multiple documents in a single link using an "envelope" and the accounting rules.
Quick facts:
- PDF became an international standard in 2008, helping to maintain consistent document exchange as needed. ISO 32000.
- Digital signatures applied to PDFs enhance the security and authenticity of electronic documents, reducing the risk of unauthorized alterations, as per this... Technical guide to signatures in PDF format..
- Accessible PDFs must meet technical requirements for reading by assistive technologies, such as screen readers, according to the ISO 14289-1 standard (PDF/UA).
How to send PDF documents starting with conversion.
Converting documents to PDF format has evolved to become a fundamental requirement for sharing and preserving information. The need to unify documents from different formats, such as Word, Excel or images, into a PDF file is a common demand, and, fortunately, the process to achieve this goal is simpler than one might initially imagine.
Centralizing in a universal format like PDF not only ensures practicality, but also promotes compatibility and content integrity over time. One good document management, initiated by conversion to PDF format, is vital for organization and effective preservation of important data.
Next, we will present simple steps to convert documents to PDF format. It is worth noting that this practice not only simplifies the handling of digital documents, but also plays a crucial role in the efficient management of information – thus avoiding unnecessary complications arising from poorly conducted document management.
Using online tools
There are several free online tools that make it simple to convert documents to PDF. One of the most popular options is the SmallPDF. Just access the website, choose the “Word to PDF” option or the category corresponding to the type of document you have, upload the file and wait for the conversion. After the process, you will be able to download the new PDF file.
Microsoft Word
When using Microsoft Word, the path to conversion is even more straightforward.
Start by opening the document in Word and go to the “File” tab. Next, select the option “Save How” and choose “PDF” from the drop-down menu presented.
Automatically, Word will convert the document to PDF format, providing the ease of saving the final file in the location of your choice. This simplified procedure in Word stands out as an effective and intuitive solution for transforming your documents into PDF, ensuring practicality and accessibility.
Google Docs
For those using Google Docs, the conversion process is equally simple.
Simply open the document in Google Docs, access the “File” menu, choose the “Download” option and then select “PDF Document (.pdf)”. Quickly and efficiently, the file will be downloaded in PDF format, ready to be shared or stored.
This simple approach to Google Docs exemplifies the accessibility and practicality offered by this platform, allowing users to easily convert their documents to the universal PDF format, facilitating communication and information sharing.
Specific software
For those who prefer software There are several options that provide conversion functionality to PDF format. Tools such as Adobe Acrobat and PDFCreator stand out.
The process is straightforward: after installing the chosen software, simply open the document in the application and use the option to save or export as PDF. These applications offer finer control over the conversion process, allowing for additional adjustments if desired and ensuring an accurate and personalized transformation of the document to PDF format.
This flexibility makes these tools a valuable choice for users looking for a more specialized approach to document conversion.
By following these simple steps, you will be able to convert your documents to PDF format with ease, ensuring compatibility and ease of sharing across multiple platforms and optimizing the managing your digital documents.
Try different methods and choose the one that best suits your needs and preferences.
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➡️ 13 tips on how to manage digital documents well
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➡️ Learn about the consequences of poor document management
Envelope: How to send PDF documents in bulk via a single link
Below, we will present a detailed step-by-step guide so that you do not have any doubts about the process of creating and sending a document for electronic signature via the ZapSign platform.
1. Once inside your account, tap the blue “Create document” at the top of the screen and select the document to sign. Proceed by clicking on “continue".
2. In step 2 of the flow, fill in the name of the person who will sign and, if there is more than one person, click “+ Signatory".
If desired, activate the “advanced authentication” to complete with the email and telephone number of those involved:
You can also choose which authentications will be applied to them at the time of signing, such as selfie, photo of identity document and SMS code, for example. All forms of authentication have the same legal value, choose the ones that you and your signer feel most comfortable with.
Tip: Find out more about each of the authentications by clicking here.
3. Tap “Continue".
4. In step 3 of the flow, click on the locations in the document where you want to position the visas and signatures of each signatory (if necessary) and click “save".
Now just copy the signature links and share them with each signatory via email, WhatsApp or any other messaging channel of your choice:
If you find it more convenient, ZapSign can send the document for you, just click the “enable automatic sending of links” before finishing.
Take the opportunity to insert a message that will be sent in the body of the email and define other settings such as signature order and signature deadline:
ZapSign will notify you by email whenever someone signs the document.
Also remembering that signatories do not need to have a ZapSign account: they just need to access the signature link you sent.
Sending multiple documents in a single link
With the envelope function it is possible to send several documents in batches. Tables, reports, attachments, all contained in a single link!
See how easy it is to use:
1) After inserting a document on the platform, you will see a round button with a “+".
2) Click on it and search your device for the remaining documents that will be signed together. In the step “Position signatures“, it will be possible to position the signatures, as usual, on any of the pages of the documents.
Documents within the same shipment are counted individually. For example, 3 documents in the same shipment will consume 3 documents from your balance (if you have a limited plan).
By accessing the signature link, signatories will make a single signature that will apply to all documents. Each document can be downloaded separately.
It is worth remembering that this function does not allow you to segment the envelope, that is, define which documents in this shipment each signatory will sign. Once signatories are added, everyone will sign these documents. To separate the signatories, therefore, it is necessary to carry out a new submission.
| Process step | What to configure | Practical result |
|---|---|---|
| Convert to PDF | Source: Word, Excel, spreadsheets, or image | Standardized file for submission |
| Create submission for signature. | Signatories and authentications (email, phone, selfie, document, SMS) | Defined subscription flow |
| Share and follow | Link via email, WhatsApp, or messaging; notifications via email. | Subscription completed with notifications. |
| Envelope (batch) | Multiple PDFs in a single submission. | A signature applied to all documents in the submission. |
How can I change the document without having to send a new one?
If, by chance, you have already sent the contract for signature, but there have been changes to the clauses or the document has been filled out incorrectly, it is possible to replace the archive without compromising the original shipment.
It is important to highlight that this possibility is restricted to documents that have not yet been signed by either party. Otherwise, a new submission will be necessary, ensuring the integrity and validity of the process.
1. Log in to your account and enter the document in question.
2. Tap on icon gear of the document and choose the option “edit envelope".
3. Tap the button X to remove the originally chosen file, then tap “Upload another file” and import the new version of it from your computer.
You can add other documents, including to be signed along with this one.
4. Click on "continue” to position the signatures and finish in step 4 of sending, and that's it!
Remembering that the signature links remain the same, you can resend them or just ask the signatory to update their signature page.
Frequently Asked Questions (FAQ's)
How do I send PDF documents from my mobile phone?
Convert the file to PDF on your phone, send it as a document via messaging app, or attach it to an email. If it's for signature, generate a signature link and share it through your chosen channel.
How do I send PDF documents for signature?
Upload the PDF, list the signatories, select available authentication methods, and position the signatures and endorsements. Then, copy and share the signature links.
How do I create a document to send as a PDF?
Create the content in Word, spreadsheets, or presentations and export it to PDF, or use download options in compatible editors. The goal is to standardize the file for sending and signing.
Can I send multiple PDFs in a single link?
Yes. It is possible to group multiple documents into a single submission for signature. The signature made via the link applies to all documents included in that submission.
Is it possible to modify a document that has already been submitted without creating a new one?
Only if no one has signed yet. In that case, you can replace the file within the submission and keep the signature links, asking the signer to refresh the page.
If you are interested in all these facilities that the ZapSign platform offers, we invite you to click here and learn more about how we can help you organize your digitally signed documents!
CEO of Henshin Agency and digital marketing consultant, fascinated by content marketing and an admirer of Japanese culture.
