Envelopes (SCS Sign)
SCS Sign is the built-in solution for electronic signatures — a replacement for external services like DocuSign. An "envelope" bundles one or more PDF documents that one or more recipients need to sign, approve, or simply receive as a copy. Here you create new envelopes, track their progress, and manage them through to completion.
What can I do here?
- Search all envelopes and filter by status
- Create and send a new envelope with documents, recipients, and signature fields
- Track an envelope's progress (how many recipients have signed already)
- Send reminders to recipients who haven't acted yet
- Correct a recipient's contact details, as long as they haven't signed yet
- Void an envelope when it should no longer be valid
- Download the finished, signed PDF
- Save a completed envelope as a reusable template
Step by step
Create and send a new envelope
- Click Create Envelope and give it a name (e.g. "Master Agreement 2026").
- Documents step: Upload one or more PDFs or select a document from the DMS. Drag to reorder them.
- Recipients step: Add recipients with name, email, role (signer, approver, cc), and language. Decide whether recipients are notified sequentially or all at once. Optionally set an access code the recipient must enter before opening the document.
- Fields step: Select a recipient and drag the needed fields (signature, initials, date, text, etc.) onto the document pages. You can also do this without a mouse: select a field type from the palette with the keyboard, focus the document area, and confirm with Enter or Space - the field appears centered on the page. To move an already-placed field, focus it with Tab and use the arrow keys (Shift+Arrow for bigger steps).
- Review & Send step: Check the documents, recipients, and fields, optionally set an expiration date and a reminder interval, then click Send Now. From this point on, documents, recipients, and fields can no longer be changed.
- If you are listed as a signer yourself, the system offers to let you sign right away immediately after sending.
Track an envelope in detail
- Open an envelope from the list to see its status, recipient progress, documents, and the full history (events like "Sent", "Viewed", "Signed").
- Use Remind All or remind a single pending recipient to resend a notification.
- If a not-yet-signed recipient's email or name has changed, use Correct.
- Once all signatures are complete, use Download Final PDF to get the finished document.
Void an envelope
- Open an envelope with status "Sent" or "In Progress" and click Void.
- Enter a reason and confirm. The envelope becomes invalid, all recipients are notified, and it can no longer be signed.
| Name | Status | Progress | Expires |
|---|---|---|---|
| Framework agreement 2026 | iIn progress | 1/2 signed | 12 Oct 2026 |
| NDA sample supplier | ✓Completed | 2/2 signed | No expiry |
| Q3 proposal | ×Declined | 0/1 signed | 30 Sep 2026 |
/sign/sign/new/sign/new| Name | Role | Status |
|---|---|---|
| Anna Example | Signer | ✓Signed |
| M. Sample | Approver | iViewed |
/sign/:idEnvelope lifecycle
flowchart TD A[Draft: set documents,\nrecipients, fields] --> B[Send Now] B --> C[Sent] C --> D[Recipient signs/declines] D -->|everyone has signed| E[Completed] D -->|a recipient declines| F[Declined] C -->|admin voids it| G[Voided] C -->|expiration date reached| H[Expired]
Fields explained
| Field | Meaning | Notes/Effect |
|---|---|---|
| Envelope name | Internal name of the envelope | Not visible to recipients |
| Personal message | Optional note included for all recipients | Appears in the signing invitation |
| Routing | Whether recipients are notified sequentially or all at once | "Sequential" = recipient 2 is notified only after recipient 1 is done |
| Name / Email (Recipient) | Recipient's contact details | Can only be changed via "Correct" after sending, and only while unsigned |
| Role | The recipient's task in the process | See value list below |
| Language | Language of the signing invitation and UI for this recipient | German or English |
| Access code | Optional code the recipient must enter to open the document | Extra protection for sensitive documents |
| Field type | Type of the placed form field | See value list below |
| Required | Whether the field must be filled before completion | Unfilled required fields block signing |
| Expiration | Date after which the envelope can no longer be signed | Status automatically changes to "Expired" once passed |
| Reminders | Interval in days for automatic reminders | Without a value, no automatic reminders are sent |
| Reason (Void) | Free text explaining why the envelope was voided | Recorded in the event history |
Values & Status
Envelope status
| Label | Plain meaning | What happens then |
|---|---|---|
| Draft | The envelope hasn't been sent yet | Documents, recipients, and fields can be freely edited; can be deleted |
| Sent | The envelope was sent to recipients | Recipients receive an email invitation to sign |
| In Progress | At least one recipient has signed, but not all | Waiting on the remaining recipients |
| Completed | All required recipients have signed | The final PDF can be downloaded |
| Declined | A recipient declined to sign | The process ends; no further signatures possible |
| Voided | An admin manually invalidated the envelope | Can no longer be signed |
| Expired | The set expiration date was reached before everyone signed | Can no longer be signed |
Recipient role
| Label | Meaning |
|---|---|
| Signer | Must legally sign the document |
| Approver | Must approve the process without signing themselves |
| CC | Receives the document for information only, no action needed |
Recipient status
| Label | Plain meaning | What happens then |
|---|---|---|
| Pending | The recipient isn't up yet (in sequential routing) | Only notified once it's their turn |
| Sent | The invitation was sent | Recipient can open the document |
| Viewed | The recipient opened the document | Not yet signed |
| Signed | The recipient filled in all required fields and signed | In sequential routing, the next recipient is now notified |
| Declined | The recipient declined | The whole envelope moves to "Declined" |
Field types
| Label | Meaning |
|---|---|
| Signature | Handwritten or entered signature |
| Initials | Short mark confirming individual pages |
| Date | Signature date, filled in automatically |
| Text | Free-text input field |
| Name | Name field |
| Email input field | |
| Checkbox | Yes/no value |
| Radio button | Choice among several options |
| Dropdown | Choice from a list |
Timeline events (sign_event_type)
Every action on an envelope is logged as an event and shown in the history on the detail page (see "Track an envelope in detail" above).
| Label | Meaning |
|---|---|
| Created | The envelope was created as a draft |
| Sent | The envelope was sent to recipients |
| Delivered | The email invitation reached the recipient |
| Viewed | The recipient opened the document |
| Field completed | A recipient filled in a form field |
| Signed | A recipient signed |
| Declined | A recipient declined to sign |
| Reminder sent | A reminder email was sent |
| Voided | An admin invalidated the envelope |
| Expired | The expiration date was reached before everyone signed |
| Completed | All required recipients have signed |
| Downloaded | The final PDF was downloaded |
| Corrected | A not-yet-signed recipient's name or email was corrected afterward |
Frequently asked questions
Can I still edit an envelope after it's been sent?
No. Once an envelope is sent, documents, recipients, and fields can no longer be changed. You can still change the name or email of a not-yet-signed recipient via "Correct", or void the envelope and create a new one.
What's the difference between "Void" and "Delete"?
Delete is only possible for drafts and removes the envelope entirely. "Void" applies to already-sent envelopes — the envelope stays visible in the list as an invalid process.
How does "Sequential" vs. "Parallel" routing work?
With "Sequential", the next recipient is only notified once the previous one has signed. With "Parallel", all recipients receive the invitation immediately.
Where do I download the finished, signed document?
Open the completed envelope and click "Download Final PDF". The download is only available once the envelope is fully completed.
Can I save a successful envelope as a template for future use?
Yes, via "Save as Template" on the detail page. See Templates.
How are recipients addressed in the notification emails?
By the name on file for that recipient. If none is on file, a general but complete salutation appears in the recipient's language - never an open gap. This applies to all envelope emails (invitation, reminder, completion, decline, void, expiry warning).