Send a Signature Request to Multiple Signers

Send one document to several people and set the order they sign in. For example, an applicant signs a grant agreement, and then a grant manager counter-signs it. You can also send a document to people inside your organization, such as an approval chain, without involving the applicant.

You send and track multi-signer requests from the Signatures tab in Application View. For an overview of Adobe Acrobat Sign requests, including prerequisites, downloads, and cancellations, see Request and Track Adobe Acrobat Signatures for an Application.

How Signing Order Works

Signing is sequential. Adobe Acrobat Sign sends the document to the first signer when you send the request. It sends the document to each next signer only after the signer before them completes their part.
You do not need to do anything to move the request to the next signer.
Each signer can be the applicant, a grant manager, or an external person you identify by name and email address.
The applicant does not need to be one of the signers.
Several people cannot sign at the same time. Each signer has their own place in the order.
A request with one signer works the same way. You add one signer to the list.

Note: You cannot change the signers or their order after you send the request. To correct a mistake, cancel the pending request and send a new one.

Before You Begin

Confirm that you:

Have workflow manager access.
Have the Request Signature workflow manager permission. Sending to multiple signers uses the same permission as sending to one signer.
Have an uploaded PDF or a merge document that generates a PDF available for signing.
Know the first name, last name, and email address of any external signers.

Send a Request to Multiple Signers

Open the application.
Select the Signatures tab.
Select Request signature.
Select the type of file to send for signature. If your organization has no merge documents, upload a PDF.
- Upload a PDF: Add the PDF you want signed.
- Choose a merge document: Select the merge document, and preview the PDF that is generated.
In the Signers section, complete Signer 1. The first signer starts as the application's primary applicant. For Who will be signing the document?, select one of the following:
- Applicant: Select the applicant from the list.
- Grant manager: Select the grant manager from the list.
- External user: Enter the signer's First name, Last name, and Email.
Select Add another signer, and complete the details for the next signer. Repeat for each additional signer.
Review the order. Signers sign one at a time, in the order listed. To change the order, drag a signer by the handle, or select Move up or Move down.
To remove a signer, select Remove signer for that signer. You must keep at least one signer.
Select Save.

Adobe Acrobat Sign sends the document to the first signer. A separate record for the request appears in the Signatures tab.

Note: Adobe Acrobat Sign controls the email each signer receives. You cannot customize the message or edit the email after it is sent. Sending a request does not place the application on hold or change the application's status.

Requirements for Each Signer

Every signer must be complete before you can select Save. For an external user, enter a first name, last name, and valid email address.
The same person cannot appear more than once. If you add someone twice, the message This signer is already in the signing order. appears.
A grant manager you add must still be an active grant manager for your organization when you send the request. If they are no longer active, the request is not sent, and the error message names the signer.
If the request cannot be sent, no request is created. Correct the signer information, and send the request again.

Track Each Signer's Progress

The Signers column on the Signatures tab shows who must sign and where each signer is in the process.

A request with one signer shows the signer's name and email address.
A request with multiple signers lists each signer in signing order with their name, email address, status, and the date of the status.
While the request is pending, Waiting on and the signer's name identifies the signer who must act next.
A count such as 2 of 4 signers complete shows how many signers have signed. The count is not shown when the request is canceled or rejected.
The column shows the first three signers. Select Show all to see every signer, and select Show fewer signers to collapse the list.

The request also has an overall status in the Status column. The request is Signed when the last signer completes their part. GrantsConnect then saves the signed document to the application.

Note: The Signatures tab updates when you open it and after you send or cancel a request.

Signer Statuses

Queued: The document has not been sent to this signer yet because a signer earlier in the order has not completed their part.
Pending: Adobe Acrobat Sign sent the document to this signer, and the signer has not completed it.
Signed: The signer completed their part. The date the signer completed it appears with the status.
Rejected: The signer declined to sign. The request is rejected, and signers later in the order are not notified.
Email bounced: Adobe Acrobat Sign could not deliver the email to this signer.

What Happens When a Signer Declines or an Email Bounces

If a signer declines, the request status changes to Rejected. Signers who already signed keep their Signed status and date. Signers later in the order are not notified.
If an email bounces, the signer shows Email bounced. Verify the signer's email address, and send a new request with the correct address.
To correct a document or a signer on a request that is still pending, cancel the request and send a new one. For steps, see Request and Track Adobe Acrobat Signatures for an Application.

Track Signature Activity

Signature requests and status changes are recorded in the application's activity trail. For details, see View Activity Trail for Applications.

Who Can View the Signed Document

The system decides whether the applicant can view the signed document based on who signed. You cannot change this when you send a request.

If the applicant or a collaborator is one of the signers, the applicant can view the signed document. Their position in the signing order does not matter.
If only grant managers and external signers sign, the applicant cannot view the signed document.

If the applicant is not one of the signers, the applicant is not notified about the request.