SignVerse user guide

What SignVerse is

SignVerse is an electronic signature platform. You upload a document, say who has to act on it and how they prove who they are, place the fields they must fill, and send it. SignVerse handles delivery, identity checks, the signing session, and the sealed, tamper-evident PDF at the end — with an evidence trail anyone can verify afterwards.

Beyond signing, it covers the work that happens before a document is ready to sign: drafting and negotiating an agreement, pulling documents in from a mailbox, and reviewing them against your own rules.

The main objects

Send your first document

The envelope builder is a four-step wizard: Upload → Recipients → Fields → Review & Send. The step bar at the top shows where you are, and you can move back at any point before sending.

1. Upload. Choose one of three sources — drag a file in (or click to browse), start from a template, or import from cloud storage. PDFs render straight away; Word, HTML and images are converted to PDF for you. Limit 25 MB per file.
2. Recipients. Add each person's name and email, pick their role, and set the signing order. Choose how each one proves identity — see recipient verification. Drag rows to reorder. Continue moves you on.
3. Fields. Drag a field from the palette on the left onto the page and assign it to a recipient. Use the document strip on the far left to switch between documents in a multi-document envelope. Nothing can be signed until at least one field belongs to a signer.
4. Review & Send. Check the summary, then Send. Each recipient gets their own private link.

Save Draft at any point keeps your work without contacting anybody; the envelope sits in Draft until you come back and send it.

Envelope or Agreement?

Both end in a signed document. The difference is whether the wording is settled.

Start with an Agreement if a counterparty will argue about clauses. Start with an Envelope if they will just sign.

Envelopes

An envelope moves through a fixed set of states. The Envelopes list shows every one with its status, progress, and what needs to happen next.

Statuses

Multiple documents

An envelope can hold several documents. The document strip on the left of the field designer switches between them; fields are placed per document, and recipients sign across the whole envelope in one session.

Things you can do after sending

• Remind — nudge whoever is holding it up.
• Recall — withdraw it entirely.
• Reassign — hand a recipient's slot to somebody else; the change is recorded in the evidence.
• Correct — fix a mistake and re-issue, which parks the envelope in Revision-Pending.
• Download — the signed PDF and the certificate of completion.

Recipients & roles

Signing order

Give recipients the same order number to let them act in parallel, or increasing numbers to make it sequential — each person is contacted only when the one before them is done.

Delegation

A recipient can pass their turn to a colleague. Both the original recipient and the person who actually acted are recorded, so the evidence shows who signed and on whose authority.

Fields

Fields are what a recipient fills. Drag one from the palette onto the page and assign it to a recipient.

• Required fields block completion until filled.
• Read-only fields display a value without letting the recipient change it.
• Field defaults (size, font) are configurable in Settings so new fields land the way you want.

Recipient verification

How a recipient proves they are the right person before the document opens. Set it per recipient.

The mode you choose also sets the assurance level recorded in the evidence — a document verified by OTP carries stronger proof than one opened from a link alone.

The signing experience

Recipients need no account. They get a private link, pass whatever verification you set, then step through the fields assigned to them.

• Signatures can be typed, drawn, or uploaded — restrict this per recipient if you need to.
• Works on phones; there is a dedicated mobile signing flow.
• In-person signing hands your own device to the signer, hosted by a team member.
• A recipient can decline, with a reason that is recorded.
• If enabled, an AI assistant can answer the signer's questions strictly from the document.

Tracking & managing

The Envelopes list is the working view. Filter by status, customer, owner or date, and search across titles, filenames, customers and recipients.

• Columns — use the Columns button to show or hide columns; your choice is remembered.
• Bulk actions — select rows to archive, restore or delete several at once.
• Notifications — rows with new activity float to the top with a count.
• Audit log — every action on every envelope, immutable and exportable.

Agreements (pre-envelope)

An agreement is a document whose wording is not settled. It gives you somewhere to draft, review and negotiate before anything becomes signable. Open Agreements in the main menu.

Start one

1. Choose New Agreement.
2. Pick where the text comes from — upload a draft, start from a template, or let AI draft one from your description.
3. Add the counterparty and anyone internal who must review.
4. Save Draft to keep working, or submit it to move into review.

Review and edit

The editor shows the document as editable blocks.

• Track Changes (the toggle in the toolbar) records what you type as green insertions and red deletions to be approved later, instead of silently rewriting the text. Leave it on when somebody else must agree to your edits.
• Save changes writes a new version — you are told which version number you just created, and earlier ones are kept.
• Use the previous / next change arrows to walk findings one at a time.
• Where you have a playbook, AI findings appear as change items tagged with the rule code that produced them. Accept or reject each.

Negotiate with the other side

1. Choose Send to counterparty.
2. They get a link — no account needed — where they can read, comment and propose changes.
3. Their proposals come back as change items you accept or reject individually.
4. Repeat until the text is agreed.

Turn it into an envelope

Convert to Envelope unlocks once the agreement has a clean approval — it stays disabled until then, which is deliberate. Recipients and verification settings carry over; you then place fields and send as normal.

Mailbox

The Mailbox pulls documents into SignVerse from an email account, so contracts that arrive by email do not have to be downloaded and re-uploaded by hand. Open it from Inbox in the main menu.

Connect a mailbox

1. Go to Settings → Inbox and choose Connect mailbox.
2. Pick how to connect:
   • Microsoft 365 (Graph) — supply the tenant, client ID and client secret from your Azure app registration.
   • IMAP — supply host, port and credentials for any standard mail server.
3. Name the folder to watch (the inbox by default).
4. Use Test connection before saving — it tells you straight away whether the credentials and folder work.

Connection Health on the same screen shows the last poll and any error, so a mailbox that silently stops working is visible. Disconnect stops polling without deleting anything already pulled in.

What happens to arriving mail

1. The folder is polled on a schedule.
2. Mail with attachments becomes an intake item in the Inbox list.
3. The document is classified, and where you have a playbook for that type it is reviewed against your rules.
4. You decide what it becomes — an agreement to negotiate, or an envelope to send for signature.

Nothing leaves SignVerse on its own. An intake sits in the list until you act on it.

Playbooks

A playbook is your position on a document type, written down so the AI review applies it consistently. One playbook per document type, versioned — editing creates a new version and the old one is kept.

Stance

Each playbook has a default stance that sets how hard the review pushes back:

Rules

Each rule has a stable code (for example JUR-OM-01) so a finding can always be traced back to the rule that produced it, plus a severity of high, medium or low.

An individual intake can override the playbook's stance if one document needs a different posture.

Document Intelligence

Document Intelligence reads an incoming document, works out what it is, and reviews it against the positions you have written down. Open it from Document Intelligence in the main menu.

The engine's suggestions always wait for a human decision — nothing is accepted or rejected automatically.

Create a playbook

A playbook is one document type's positions. You need one before the reviewer has anything to apply.

1. Pick the document type in the New playbook for… selector.
2. Click Create. You are asked to name it — the default is "<type> playbook", which is usually fine.
3. The editor opens on the new playbook. Existing playbooks are reached from the selector at the top.

Set the stance and threshold

In the editor:

• Name — what this playbook is called.
• Stance — how hard the reviewer pushes back:
  • Light — high-importance only
  • Balanced — must-haves plus negotiables (the usual choice)
  • Firm — every deviation
• Confidence threshold — leave blank to use the platform default. Below this confidence the engine asks a human instead of deciding.

Click Save settings. The version number beside the playbook increments — the previous version is kept, never overwritten.

Write the rules

Each row in the rules table is one reviewable position. Click Add rule for a new row, fill the columns, then Save rules.

Worked example

See it work

Once a playbook is active, any agreement of that document type — uploaded, or arriving through the Mailbox — is reviewed against it. Findings appear on the agreement as change items with the rule code attached, and you accept or reject each one. An individual intake can override the playbook's stance if one document needs a different posture.

Chat skills

Separately from playbooks, your platform operator sets the per-document-type prompts that govern the AI assistant's tone and limits — what it will and will not answer about a document of that type.

Templates

A template is a reusable document. Build one in the designer, drop in merge tokens, and every envelope made from it starts pre-filled.

Merge tokens

Building blocks

The designer offers headings, paragraphs, tables, dynamic tables, bilingual rows and blocks (English/Arabic side by side), images, QR codes, and signature, initials and date blocks.

Global templates

Templates published by your platform operator appear in everyone's gallery, read-only. Use one as-is, or save your own copy to customise it. Once you copy it, it is yours — later operator edits no longer reach your copy.

Self-service forms

A self-service form (PowerForm) is a public link built on a template. Anyone who opens it fills in their own details and starts their own envelope — useful for consent forms, onboarding packs and anything you would otherwise send one at a time.

Create one

1. Open Self-Service Forms and choose Create Form.
2. Pick the template the form builds from. The form can only produce documents that template defines.
3. Give it a name and a description — the filler sees both.
4. Optionally set Max submissions and an expiry date. The link stops serving when either is reached.
5. Set a notification email to be told when somebody submits.
6. Save as draft while you are still working, or Publish to make the link live.

Running it

• Copy the link from the form's row and share it — no account needed to fill it in.
• Fields the filler must supply are configured on the form; the rest come from the template.
• You can require an OTP before the form opens, for forms that should not be filled anonymously.
• Deactivate stops the link serving without deleting the envelopes it has already produced. Reactivate puts it back.

Bulk send

Send the same document to many recipients, each getting their own private envelope — not one shared copy everybody can see.

1. Open Bulk Send and choose New Batch.
2. Pick the template the batch builds from, and name the batch.
3. Upload recipients from a CSV or XLSX file, or add rows by hand.
4. Map your columns to the template's merge tokens, so each copy is personalised. The importer recognises common headings — name, email, mobile, verification mode — and shows you what it matched before anything is created.
5. Review the parsed rows. Anything it could not read is flagged here rather than failing silently later.
6. Create Batch, then send.

The batch view shows per-recipient progress. Individual failures — a bad address, a bounced email — can be retried without re-sending to everybody.

Contacts & customers

Contacts are people you send to. Saving one keeps their email, mobile and preferred verification mode so you are not retyping details.

Customers are the organisations those contacts belong to. Linking an envelope to a customer lets you filter and report by account.

Recipients can be saved to contacts straight from the envelope builder.

Verifying a document

Anyone can check a SignVerse document — no account, no login. There are three ways in.

1. The QR code or link on the document

Every completed document carries a verification QR and URL. Opening it shows the signing record: status, who signed and when, the assurance level each signer reached, and the document's hashes.

2. Check a file you were handed

Go to /verify and drop the PDF in. Your browser hashes the file locally and sends only the SHA-256 digest — the file itself is never uploaded and the digest cannot be turned back into your document. If SignVerse issued it, you get a match plus the verification ID.

3. The verification ID

Each completed document also carries a printed reference like SV-XXXX-XXXX-XXXX, so somebody reading a paper copy aloud has something to quote. It is a reference, not a password.

Evidence bundle

From the verification page you can download the full evidence bundle: the signed PDF, the certificate of completion, and the audit trail. Bundle downloads are rate-limited.

Seals & evidence

When an envelope completes, SignVerse produces a sealed PDF rather than just a stamped one.

• PAdES digital seal — a cryptographic signature over the final bytes, so any later edit is detectable.
• Trusted timestamp — independent proof of when it was sealed.
• PDF/A — an archival format for long-term retention.
• Hash chain — each audit event is chained to the one before it, so removing or reordering history is visible.
• Certificate of completion — a human-readable summary of who did what, when, from where, and how they were verified.

The verification page reports a tamper check against the stored digests, so you can see whether the copy in front of you is the sealed original.

Signing in

SignVerse does not ask you to remember a password. You sign in with a one-time code, or with Google.

• Email code — enter your address, receive a one-time code, enter it. Codes expire and are single-use.
• Google — sign in with a Google account. Available on every plan.
• Invitation link — if a colleague invited you, the link in the email takes you straight in and creates your account.

Recipients never sign in. Signing happens from the private link in the email; whatever identity check you set on the recipient is what protects it.

Team members

Invite colleagues from Settings. Each invitation carries the role the person will have when they accept.

1. Send an invitation to their email address and choose a role.
2. They open the link, confirm, and their account is created.
3. Change or remove their access later from the same place.

An invitation that is never accepted expires. Sending a second invitation to an address that already has a live one is refused rather than silently duplicating it.

Roles & permissions

What someone can do is set by their role. Roles are fixed sets of permissions — you choose the role, not the individual permissions.

Two things gate any action: your role (are you allowed?) and your plan (is the feature included?). A refusal message will tell you which — "permission required" is a role problem, "not included in your plan" is a plan problem.

PlatformAdmin is the operator role that runs the whole platform, not something inside a customer organisation. See Operator console.

Settings overview

Settings is reached from the gear icon in the top bar. It is grouped into five areas.

Branding & themes

• Branding — your logo and brand colour, applied to the signing page and emails.
• Themes — build and activate a full colour theme for the app.
• Signature templates — the visual appearance of the signature block stamped on documents, including whether it shows the verification QR.
• Stamp designer — design company stamps and seals.

Branding, themes and signature appearance templates are plan features.

Communication providers

How SignVerse reaches your recipients. Configure providers under Settings → Communication.

Also here: delivery rules, OTP behaviour, link security and expiry, and the email templates used for each notification.

Security & storage

• Documents & Storage — where files live and the retention windows for drafts and completed envelopes. Floors apply so a typo cannot mass-delete yesterday's work.
• Encryption & Vault — bring your own key management. Supported providers include AWS KMS and Azure Key Vault. Configuring customer-managed keys is an Enterprise feature; reading and switching off an existing configuration is always available.
• Forensics & Quarantine — automatic checks on uploaded documents. Anything suspicious is held in Quarantine for a reviewer to approve or reject. The quarantine queue is available on every plan, so a held document can always be released.
• Privacy & GDPR — data subject requests, retention and consent records.
• API keys — server-to-server credentials. Shown once at creation and stored only as a hash.

Master records

Master records are the picklists the product uses — recipient roles, verification modes, delivery channels, field types, industries and more. Your operator curates which values are active, and the app only offers those.

If a dropdown is missing an option you expect, it is almost always an inactive master value rather than a bug.

AI features

AI is used in several distinct places, each sold separately so you can enable only what you want.

Providers and cost

• AI Providers (Settings) — use the platform's models, or bring your own provider key. With your own key, calls are billed by your provider and SignVerse charges a small platform fee.
• AI Usage & Credits (Settings) — your balance, spend over time, cost per call, and top-ups.

Privacy

The PII gateway masks personal data before anything is sent to a model, and shows you exactly what was sent. It runs in two modes: Mode A keeps inference in-house, and Mode B (hybrid) allows egress to a third-party provider — Mode B is an Enterprise entitlement. Guardrails restrict what topics the assistant will engage with.

Plans & limits

What your organisation can do is set by its plan. If a menu item or button is missing, this is usually why — the message will name the feature and the plan.

Limits

Features

Sold separately: Bulk Send, Self-service forms, Agreements, Mailbox, Document Intelligence, AI agreement drafting, the AI envelope assistant, REST API access, webhooks, custom branding, custom themes, signature templates, cloud import, bulk recipient import, SMS/WhatsApp verification, forensic analysis, hybrid AI egress, and customer-managed keys.

Email templates

Every notification SignVerse sends — invitation to sign, reminder, completion, declined, OTP — comes from a template you can edit. Settings → Email Templates lists them by kind.

• Edit the subject and body per notification kind.
• Merge tokens drop in the recipient name, document title, sender and signing link.
• Your branding (logo and colour) is applied automatically.
• Leave a template untouched and it keeps using the built-in default; you only override what you want to change.

Standard forms

Standard forms are the structured data forms behind objects like customers and contacts — the fields you fill when creating a record, rather than a document to sign. Your platform operator defines them centrally so every organisation sees a consistent shape, and the form builder is where that definition lives.

For customer-facing documents that other people fill in, you want self-service forms instead — different thing, similar name.

Trials & upgrading

A new organisation starts on a Trial, which carries Professional-level features so you can evaluate the product properly.

• The trial has an end date. When it passes, the organisation drops to Starter entitlements automatically — nothing is deleted, but paid features stop being available until you upgrade.
• Upgrading takes effect immediately; new entitlements apply to the very next action.
• Downgrading never strands existing work. Feature gates apply when you create something, so live forms keep serving, in-flight signatures keep working, and a document already in quarantine can still be released.

See Plans & limits for what each tier includes.

Accessibility

The app is built to be usable without a mouse and with a screen reader.

• Every interactive control is reachable by keyboard, with a visible focus ring.
• Dialogs trap focus while open and return it where you left off when closed.
• Status messages and confirmations are announced to screen readers, not just shown.
• Icons that carry meaning have text labels; icon-only buttons have accessible names.
• Motion respects your system "reduce motion" setting.

The signing experience gets the same treatment, so a recipient using assistive technology can complete a document unaided.

Operator console

For platform operators, not customer organisations. If you are a SignVerse customer this section will not apply to you.

The console at /console runs the platform itself: tenants, plans, pricing and the shared configuration every organisation inherits.

Impersonation

An operator can enter a tenant's account to reproduce a problem. It is time-limited, requires a stated reason, and is written to the audit trail — so it is visible after the fact, not silent.

Global templates

A global template is one shared record, not a copy per tenant: editing it changes what every organisation sees immediately. The exception is a tenant who saved their own copy — that copy is theirs and later operator edits do not reach it.

API & webhooks

SignVerse has a REST API for creating and tracking envelopes programmatically.

• Authentication — create an API key in Settings → API Keys. It is shown once; only a hash is stored.
• Versions — /api/v1 is the full surface the app itself uses; /api/v2 is the stable integration API.
• Quotas — the daily API allowance applies to programmatic callers only.
• Webhooks — register an endpoint to receive envelope events. Payloads are signed with a secret you set, so you can verify they came from SignVerse.
• API catalog — the operator console publishes every exposed endpoint, generated from the live schema so it cannot drift from the code.

Verification endpoints (/api/v1/verify/…) are public and need no key.

FAQ

A recipient never got the email.

Check the envelope's activity for the delivery status, then Settings → Communication for the provider. Resend from the envelope page.

Can I change a document after sending?

Not the file itself. Recall the envelope and send a corrected one, or use the correction flow, which parks it in Revision-Pending while you re-author.

A menu item disappeared.

Almost always a plan entitlement. See Plans & limits.

The signer says the link expired.

Links expire with the envelope. Extend the expiry or resend to issue a fresh link.

Does the AI see our documents?

Only where you enable an AI feature. The PII gateway masks personal data first and shows you what was sent; in Mode A nothing leaves your infrastructure.

How do I prove a document is genuine years later?

Keep the sealed PDF. Anyone can check it at /verify or through the QR on the document — see Verifying a document.