HyoNovaDocumentation

Send a document for signature

Prepare a HyoNova Sign request — add PDFs and recipients, set the signing order and authentication, place fields, use templates and manage requests after sending.

BetaWorks today in early-access workspaces. Behaviour and limits may still change.GuideFor: Owners, Admins, ManagersLast updated: Introduced:
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Simple electronic signatures with an evidence trail; not a qualified (QES) or advanced electronic signature.

This guide is for people who send documents for signature. Sending needs permission to create Sign requests — by default Owners, Admins and Managers have it. Your company can also limit sending to Sign administrators in Signature settings.

Start a request#

Choose one of these:

  • Sign › New signature request in the sidebar.
  • New › Signature request anywhere in the workspace.
  • Send for signature on a PDF in Files — the file is added for you.
  • Use template on a template in Sign › Templates.

A request is prepared in five steps: Documents, Recipients, Prepare, Security and Review. Choose Save draft at any time; drafts appear under Drafts and you can continue with Continue preparing.

Add documents#

In Documents, give the request an Agreement title, then Upload PDF or Choose from HyoNova Files. You can add several PDFs and change their order with Move up and Move down.

RuleDetail
FormatPDF only
SizeUp to 10 MB per document and 500 pages
RefusedPassword-protected PDFs, PDFs that already carry a digital signature (signing them again would invalidate it), PDFs with scripts, embedded files or other active content, PDFs with interactive XFA forms, and files that cannot be read

If a PDF is refused, Sign tells you why — for example This PDF is password-protected. Remove the protection and upload it again. or The PDF could not be read. Export it again from the original application.

Add recipients#

In Recipients, choose Add recipient, then either a Company member or an External person with a Name and an Email. External recipients sign without a HyoNova account.

Give each recipient a Role:

RoleWhat they do
SignerFills in their fields and signs. Every signer needs at least one signature field
ApproverReviews and approves, and fills in any fields assigned to them
ViewerOpens and reviews the documents and confirms they have seen them. Has no fields
Receives a copyTakes no action and is told by email when the request is completed

Each request needs at least one signer, approver or viewer.

Signing order#

Signing order is a number for each recipient. Recipients with the same number sign in parallel; higher numbers wait until everyone with a lower number has finished. Give everyone 1 to send to all at once, or 1, 2, 3 for a strict sequence. A recipient whose turn has not come yet sees It is not your turn yet. You will receive an email when it is.

You can also choose each recipient's Language — English or Arabic — for their emails and signing page.

Place the fields#

In Prepare, the field editor shows the pages of your documents with page thumbnails.

  1. Choose the recipient. In Fields for, pick the signer or approver whose fields you are placing. Each recipient has their own colour.
  2. Choose a field type from Fields, then click on the page where it belongs.
  3. Adjust it. Drag to move, drag the corner to resize, or type exact values in From left (%), From top (%), Width (%) and Height (%). Fields can also be moved with the keyboard.
  4. Set its properties. Mark it Required or Optional, and give it a Label if you want.
  5. Undo a change, or Delete field to remove it.
FieldFilled in by
SignatureThe recipient adopts their signature
InitialsThe recipient adopts their initials
Date signedFilled in automatically when the recipient finishes
Full name, Email, Company, Job titleThe recipient
Text, NumberThe recipient, optionally in a set format
Checkbox, Radio choice, DropdownThe recipient chooses

Fields can be assigned only to signers and approvers, and every field must belong to a recipient.

Choose security, expiry and reminders#

In Security:

  • Recipient authentication decides how external recipients prove it is them before they see the documents:
    • Secure link — opening the personal link from their email.
    • Secure link + email code — the link, plus a one-time code sent to the same email address.

    Neither method verifies government identity. Company members who sign inside the workspace are recorded as signing with their HyoNova account.

  • Expires after (days) — from 1 to 365 days. The company default is set in Signature settings.
  • Reminders — First reminder after (days, 0 = off), Repeat every (days) and Maximum reminders. Reminders go only to recipients whose turn it is and who have not finished.
  • Email subject and Message to recipients are optional and appear in the invitation.

Review and send#

Review shows the documents, recipients, signing order and the number of required fields. Choose Send for signature. From this moment the documents, fields and signing order are frozen.

Sign refuses to send, with a clear message, when something is missing — for example Every signer needs at least one signature field. — or when your plan's monthly limit is reached.

Templates#

A template keeps reusable documents, recipient roles and fields.

  • Create one. Open a prepared request and choose Save as template.
  • Use one. In Sign › Templates, choose Use template, then pick a real person for each role. Using a template creates a new draft that you can still change.
  • Manage. Rename or Delete template. Editing a template never changes requests already sent.

Your plan may limit the number of active templates.

Manage requests#

Sign › Overview shows what is Waiting for me, Waiting for others, Drafts, Completed this month and Expiring soon. Documents lists every agreement you can see, with search and filters by status.

Open a request to see its recipients and their progress, Delivery, Activity, Evidence and Related records. Depending on its status, you can:

ActionWhat it does
Resend / Resend with a new linkSends the invitation again. A new link replaces the old one, which stops working
Correct recipientFixes a recipient's email address. The old link stops working
Copy signing linkCopies the recipient's personal link so you can send it yourself, for example when email cannot be delivered
VoidCancels the request with a Reason. Recipients can no longer sign; the documents and history are kept
ArchiveHides the request from lists. Nothing is deleted
Duplicate as new requestStarts a new draft with the same documents, recipients and fields
Share with a memberLets a colleague see the request
Link a recordLinks the request to records such as a customer, deal, project or task
Download signed PDF, Certificate of completion, Evidence packageDownloads the completed files. See Evidence and verification
Delete draftDeletes a request that was never sent

Wait a minute between two resends to the same recipient. Copying signing links can be turned off by your administrators.

Delivery states#

StateMeaning
Queued, Sending, SentThe email is on its way or was handed to the email service
DeliveredThe email service confirmed delivery
Could not be deliveredThe email could not be delivered. Copy the signing link instead
SuppressedThis address bounced or complained before, so no email is sent
Email unavailableEmail is not available for HyoNova right now. Copy the signing link instead

HyoNova Sign

HyoNova Sign (Beta) sends PDFs for electronic signature, collects signatures with or without a HyoNova account, and seals the evidence of every agreement.

Sign a document

How to sign a HyoNova Sign request — from an email link without an account or inside your workspace — with an optional email code, the disclosure, fields, your signature and declining.

Evidence and verification

What HyoNova Sign produces when a request is completed — signed PDF, certificate of completion, evidence package — and how anyone can verify a record and a file.

Sign settings and evidence

Configure HyoNova Sign for your company — external signing, authentication, expiry, reminders, downloads — check the evidence seal and usage, and fix common problems.

Files

Upload and download company files up to 10 MB, checked for integrity on every download, attach files to tasks and meetings, and see each project's files.

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