Dashboard
What needs your signature, what is waiting on others and how fast documents come back.
- Action required, waiting for others and expiring soon
- Completed this month and average turnaround
- Envelopes by source app
People and workDocuments and e-sign
Generate documents from templates, send them for signature with OTP and keep a sealed, verifiable record.
Documents and e-sign builds documents from templates with merge fields from other Ciyora apps, sends them to signers in a set order, and seals the completed PDF with an audit certificate. Offer letters, quotes, contracts and board papers can be sent from the app they belong to. Completed documents are filed in folders with retention rules, and anyone can check a signed PDF on the public verify page.
Key capabilities
- Templates with merge fields from every app
- Sequential and parallel signing order
- Email OTP and access code authentication
- Sealed PDF with an audit certificate
- Bulk send and public signing links
- Folders with retention and legal hold
What it does
Documents and e-sign in detail
Envelopes and routing
An envelope carries one or more documents to recipients in the order the sender sets.
- Upload PDF or Word, or start from a template
- Signers, approvers, viewers, CC, in-person signers and witnesses
- Sequential, parallel and mixed order, and signing groups
- Scheduled sending, reminders, expiry and correction while in flight
- Decline, void, delegate, reassign and resend as a copy
- Per-recipient document visibility and page comments
Fields
Drag fields onto pages, or let text anchors place them.
- Signature, initials, date, text, checkbox, dropdown, radio and number
- Conditional fields and calculated fields
- Validation for email, mobile, tax IDs, bank codes, ranges and patterns
- Pre-filled fields, signer attachments and a company seal stamp
Signing
Recipients sign in the browser or the mobile app, with authentication and a disclosure before they start.
- Email OTP, SMS OTP or an access code
- Electronic record and signature disclosure with consent logged
- Drawn, typed or uploaded signatures, saved for next time
- A “next field” guide through every required field
- Signing pages in English and Spanish
- My signature settings for signed-in users
Completion and verification
Completed documents are flattened, given a certificate of completion and sealed so any change shows.
- Certificate pages with recipients, authentication, IP, times and hashes
- Digital seal with the company’s own signing key, with key rotation
- Hash-chained audit trail for every event
- Public verify page that reports authentic, modified or unknown
Templates and clause library
Ready-made letters and agreements with merge fields from People, CRM, Procurement and Compliance.
- Rich-text templates with merge fields and recipient roles
- Shared and locked templates by category
- Clause library and ready-made templates for HR, sales, legal, board and vendor use
- Approval before sending when the company’s rule matches
Bulk send and PowerForms
Send one template to many people, or publish a self-serve signing link.
- Bulk send from a CSV with row validation, preview and approval
- Progress and failures shown per row
- PowerForms: public links with email OTP, a use limit and an active window
- Policy acknowledgements, NDAs and waivers without an account
Repository and retention
Completed documents are filed by folder, with who can browse them and how long they are kept.
- Folders with allowed roles and retention periods
- Search by number, subject, recipient, status, template and date
- Purge job that keeps the envelope record, hashes and audit trail
- Legal hold on an envelope
- Custody transfer of a departing sender’s envelopes and templates
Reports and settings
Turnaround and completion reports, and the company’s branding and defaults.
- Volume by month, completion and decline rates
- Waiting-on list of who is holding which envelope
- Turnaround by template and sender, and OTP failures
- Logo, brand colour, email text, defaults and who may send
- Outbound webhooks for other systems
Signer portal
External signers who sign often get a portal of their own envelopes.
- Envelopes addressed to their email in this company
- Sign and download completed copies
- Verify a PDF from the portal
Screens
Documents and e-sign in the product
United States
Ready for US companies
US teams send offer letters, NDAs, quotes and vendor agreements for signature the same way.
- Email OTP or access code before signing
- Electronic record and signature disclosure with consent logged
- Certificate of completion and a sealed, tamper-evident PDF
- Bulk send, PowerForms and witness signing
- Retention by folder with legal hold
Mobile
Documents and e-sign on Android and iOS
Documents is in the Ciyora app, so signers and senders can act from their phone.
On the phone
- Home with documents to sign, waiting for others and recently completed
- Envelope list and detail with recipient status and audit trail
- Sign a pending document with a drawn signature, and OTP when required
- Decline with a reason
- Remind recipients as the sender
Who uses it
Roles in Documents and e-sign
Every person signs in once. Roles decide what they see, and can be limited to a location, branch or other scope where the app supports it.
Sender
Prepares envelopes, uses templates, runs bulk sends and tracks signatures.
Documents admin
Owns settings, branding, signing keys, folders, retention and the clause library.
Employee
Signs what they are sent and, where allowed, sends their own documents.
External signer
Signs through a link or the signer portal and downloads completed copies.
Works with
Connected to the rest of Ciyora
Apps share one directory, one sign-in and the same records, so nothing is keyed in twice.
People (HR and payroll)
Offer letters and HR letters are signed, and the signed copies go to the employee record.
CRM
A signed quote is marked accepted and the deal is won.
Company Compliance
Minutes and board resolutions are signed by the chairperson and directors.
Procurement
Vendor contracts are signed by the vendor and then the company signatory.
Meet (chat and meetings)
Meeting attendance records and transcripts are filed in the repository.
See Documents and e-sign with your own processes
Documents and e-sign is available on its own or as part of Ciyora One, with every app for every employee.