eSignature App Overview

Streamline document signing workflows with the eSignature App—a comprehensive, legally compliant electronic signature solution that eliminates paper-based processes and accelerates business operations.

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What is the eSignature App?

The eSignature App transforms how organizations collect signatures on contracts, agreements, and other critical documents. Whether you need a quick internal approval or a multi-party contract with external vendors, the app provides flexible tools to send, track, and complete signature requests with full legal compliance.

Core Value Proposition:

• 🚀 Accelerate Workflows — Reduce document turnaround from days to minutes
• ⚖️ Legal Compliance — ESIGN/UETA compliant with RFC 3161 timestamps and complete audit trails
• 🔗 Provider Flexibility — Use the built-in native provider or connect to DocuSign, HelloSign, Adobe Sign, PandaDoc
• 🤖 AI-Powered Insights — Analyze documents for risks, key terms, PII, bias, compliance, and suggested field placements

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At a Glance

📊 Status Types	⏱️ Setup Time	🔗 Providers	📱 Mobile Ready
8 status types	5 minutes	7 providers	✅ Yes

Perfect For:

• 📋 HR Teams — Employment agreements, policy acknowledgments, onboarding documents
• 📝 Legal Departments — NDAs, vendor contracts, compliance forms
• 💼 Managers — Performance documents, approval forms, team acknowledgments

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How It Works

Signature Request Flow

┌───────────────────────────────────────────────────────────────────────────────┐
│                         ESIGNATURE WORKFLOW                                    │
├───────────────────────────────────────────────────────────────────────────────┤
│                                                                               │
│  ┌────────────┐    ┌────────────┐    ┌────────────┐    ┌────────────┐        │
│  │   CREATE   │───▶│   PLACE    │───▶│    SEND    │───▶│   TRACK    │        │
│  │  REQUEST   │    │   FIELDS   │    │  FOR SIGN  │    │  PROGRESS  │        │
│  │ (Upload)   │    │ (Editor)   │    │ (Native/   │    │            │        │
│  └────────────┘    └────────────┘    │  Provider) │    └─────┬──────┘        │
│                                      └────────────┘          │               │
│                                                              ▼               │
│  ┌─────────────────────────────────────────────────────────────────────┐     │
│  │                      SIGNING PROCESS                                 │     │
│  │                                                                      │     │
│  │   ┌──────────┐    ┌──────────┐    ┌──────────┐    ┌──────────┐     │     │
│  │   │  EMAIL   │───▶│  VERIFY  │───▶│   SIGN   │───▶│ COMPLETE │     │     │
│  │   │  INVITE  │    │  (OTP)   │    │ DOCUMENT │    │          │     │     │
│  │   └──────────┘    └──────────┘    └──────────┘    └──────────┘     │     │
│  │                                                                      │     │
│  └─────────────────────────────────────────────────────────────────────┘     │
│                                                              │               │
│                                                              ▼               │
│                                     ┌────────────────────────────────────┐   │
│                                     │         COMPLETED REQUEST          │   │
│                                     │  • Signed PDF Generated            │   │
│                                     │  • Signing Certificate Created     │   │
│                                     │  • All Parties Notified            │   │
│                                     └────────────────────────────────────┘   │
│                                                                               │
└───────────────────────────────────────────────────────────────────────────────┘

Integration Ecosystem

                              ┌─────────────────┐
                              │   ESIGNATURE    │
                              │      APP        │
                              └────────┬────────┘
                                       │
       ┌──────────┬──────────┬─────────┼─────────┬──────────┬──────────┐
       │          │          │         │         │          │          │
       ▼          ▼          ▼         ▼         ▼          ▼          ▼
   ┌────────┐ ┌────────┐ ┌────────┐ ┌────────┐ ┌────────┐ ┌────────┐ ┌────────┐
   │ OFFER  │ │ONBOARD │ │CONTRACT│ │ POLICY │ │  EPMS  │ │ ASK AI │ │DOCUMENT│
   │MANAGER │ │  HUB   │ │        │ │  HUB   │ │(Reward)│ │ AGENT  │ │PACKAGES│
   └───┬────┘ └───┬────┘ └───┬────┘ └───┬────┘ └───┬────┘ └───┬────┘ └───┬────┘
       │          │          │         │         │          │          │
       ▼          ▼          ▼         ▼         ▼          ▼          ▼
   ┌────────┐ ┌────────┐ ┌────────┐ ┌────────┐ ┌────────┐ ┌────────┐ ┌────────┐
   │Sign    │ │Policy  │ │Vendor  │ │Formal  │ │Sign    │ │Track   │ │Bulk    │
   │offer   │ │acknow- │ │agree-  │ │policy  │ │reward  │ │docs    │ │document│
   │letters │ │ledge   │ │ments   │ │signing │ │letters │ │via chat│ │signing │
   └────────┘ └────────┘ └────────┘ └────────┘ └────────┘ └────────┘ └────────┘

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Key Features

✍️ Visual Field Editor

Place signature fields precisely where you need them with an intuitive drag-and-drop editor.

Field Type	Description	Use Case
Signature	Full signature capture (typed or drawn)	Contract signing
Initial	Abbreviated signature for multi-page documents	Page acknowledgment
Date	Auto-populated or signer-entered date	Timestamp verification
Name	Full name text field	Identity confirmation
Text	Free-form text input	Custom information
Checkbox	Single selection checkbox	Agreement acknowledgment
Radio	Multiple choice selection	Option selection
Dropdown	Pre-defined option list	Standardized choices

Use Case: Create an NDA with signature and date fields on the last page, plus initial fields at the bottom of each page for multi-page acknowledgment.

💡 Pro Tip: Use anchor text-based placement to automatically position fields relative to specific text in your documents—useful for templates with variable page layouts.

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👥 Multi-Signer Support

Manage complex signing workflows with multiple signers in sequential or parallel order.

Feature	Description
Sequential Signing	Signers receive invitations in order (1 → 2 → 3)
Signing Order	Define exact sequence for multi-party documents
Signer Roles	Assign roles: Signer, Approver, Witness, CC
Internal & External	Support both employees and external parties
Color-Coded Fields	Visual differentiation of each signer’s fields in editor

Signer Status Flow:

┌─────────┐    ┌──────┐    ┌────────┐    ┌────────┐    ┌──────────┐
│ PENDING │───▶│ SENT │───▶│ VIEWED │───▶│ SIGNED │    │ DECLINED │
└─────────┘    └──────┘    └────────┘    └────────┘    └──────────┘
                                              │              ▲
                                              └──────────────┘
                                              (alternative path)

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📄 Reusable Templates

Save time with pre-configured field templates for common document types.

Feature	Description
Custom Templates	Create templates specific to your business
System Templates	Use global templates for common documents (NDA, agreements)
Category Organization	HR, Legal, Sales, Compliance, Onboarding, General
One-Click Apply	Apply template fields to any new request
Role Mapping	Map template signer roles to actual signers
Usage Tracking	Track which templates are most popular

Template Categories:

• 📁 HR — Employment contracts, policy acknowledgments
• ⚖️ Legal — NDAs, vendor agreements
• 💼 Sales — Proposals, service agreements
• ✅ Compliance — Regulatory forms, certifications
• 🆕 Onboarding — New hire paperwork
• 📋 General — Multi-purpose templates

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📦 Document Packages

Bundle multiple documents into a single signing session—perfect for onboarding packets, contract bundles, and compliance workflows.

Feature	Description
Multi-Document Bundling	Combine 2-40+ documents into one PDF for efficient signing
Package Types	Onboarding, Offboarding, Policy Acknowledgment, Contract
Signing Modes	Sequential (one-by-one), Parallel (all at once), Mixed (group-based)
Multiple Signers	Define different roles per package type
CC Recipients	Automatically send signed documents to additional recipients
Package Templates	Reusable configurations for common document bundles

Package Types & Default Signer Roles:

Package Type	Typical Use Case	Default Signers
Onboarding	New hire document bundles (~40 docs)	Employee, HR Manager, Hiring Manager
Offboarding	Separation agreements, COBRA notices	Employee, HR Manager
Policy Acknowledgment	Annual policy re-acknowledgments	Employee
Contract	MSA + DPA + SLA bundles	Primary Signer, Counter Signer, Witness

Signing Mode Comparison:

┌─────────────────────────────────────────────────────────────────────────────┐
│                           SIGNING MODES                                      │
├─────────────────────────────────────────────────────────────────────────────┤
│                                                                             │
│  SEQUENTIAL           PARALLEL              MIXED (Group-Based)             │
│  ┌─────┐              ┌─────┐ ┌─────┐       ┌─────┐ ┌─────┐                 │
│  │  1  │              │  1  │ │  2  │       │ A-1 │ │ A-2 │  Group A        │
│  └──┬──┘              └─────┘ └─────┘       └─────┘ └─────┘                 │
│     │                    ↓       ↓              ↓ (all complete)            │
│     ▼                 ┌─────────────┐       ┌─────┐ ┌─────┐                 │
│  ┌─────┐              │   DONE      │       │ B-1 │ │ B-2 │  Group B        │
│  │  2  │              └─────────────┘       └─────┘ └─────┘                 │
│  └──┬──┘                                        ↓                           │
│     │                                      ┌─────────────┐                  │
│     ▼                                      │    DONE     │                  │
│  ┌─────┐                                   └─────────────┘                  │
│  │  3  │                                                                    │
│  └─────┘                                                                    │
│                                                                             │
│  Use for: Approval      Use for: All parties    Use for: Departments        │
│  chains, hierarchies    sign independently      then management             │
│                                                                             │
└─────────────────────────────────────────────────────────────────────────────┘

Package Workflow:

1. Create Package — Select package type and name
2. Add Documents — Choose documents from library or upload new ones
3. Configure Signers — Add signers with roles and signing order
4. Place Fields — Position signature fields for each signer
5. Generate PDF — Combine all documents into single PDF
6. Send for Signature — Deliver to signers via email/SMS
7. Track Progress — Monitor signing status in real-time
8. Download Completed — Get signed PDF and signing certificate

💡 Pro Tip: Use Package Templates to standardize onboarding workflows—create once, reuse for every new hire with automatic document and signer configuration.

Package Analytics & Compliance:

• Dashboard with completion rates by package type
• Expiring package alerts (7-day warning)
• Bulk reminder capability for overdue packages
• CSV export for compliance reporting
• Audit trail per package and signer

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🔐 ESIGN/UETA Compliance

Ensure legal validity with comprehensive compliance features.

Compliance Feature	Description
OTP Verification	Email-based one-time password for signer identity verification
RFC 3161 TSA Timestamp	Cryptographic proof of signing time from trusted authority
Complete Audit Trail	Every action logged with timestamp, IP address, user agent
Signing Certificate	PDF certificate documenting the entire signing process
Document Integrity	SHA-256 hash verification of signed documents

Signing Certificate Includes:

• Document information and hash
• TSA timestamp with serial number
• All signer details with IP addresses
• Complete audit trail
• Legal notice and compliance statement

💡 Pro Tip: Enable TSA timestamping in settings for legally defensible proof of when documents were signed—essential for contracts with time-sensitive clauses.

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🔄 Provider Flexibility

Choose between the built-in native provider or connect to industry-leading e-signature platforms.

Provider	Status	Features
Native (Built-in)	✅ Full Support	No external dependencies, instant setup, unlimited signatures
DocuSign	✅ Full Support	Enterprise-grade, advanced workflows, global compliance
HelloSign/Dropbox Sign	✅ Full Support	Official SDK integration, developer-friendly
Adobe Sign	✅ Supported	Adobe ecosystem integration, PDF native
PandaDoc	✅ Supported	Document management and templates
SignNow	✅ Supported	Cost-effective enterprise option
SignRequest	✅ Supported	Simple, straightforward signing

Native Provider Benefits:

• No external API costs or per-envelope fees
• Immediate document processing
• Full control over signing experience
• Integrated audit trail and certificates
• OTP verification and TSA timestamps included
• Works offline when external providers are unavailable

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🤖 AI Agent (Ask AI Integration)

Use natural language to manage signature requests through the Ask AI assistant.

Capability	Example Queries
Check Pending	“What documents need my signature?”
Track Status	“What’s the status of the vendor contract?”
Send Reminders	“Send a reminder for the NDA”
Find Overdue	“Show overdue signature requests”
Analyze Documents	“Summarize the NDA before I sign”
Detect Risks	“Are there any risky clauses in this contract?”
Compare Documents	“Compare this NDA with the previous version”
Find Expiring	“What agreements expire in the next 30 days?”

Core AI Document Analysis Features:

• 📝 Summarization — Plain-English document summaries
• ❓ Q&A — Answer questions about document content
• 🔑 Key Terms — Extract parties, dates, amounts, obligations
• ⚠️ Risk Detection — Identify potentially risky clauses
• 📊 Field Suggestions — AI-suggested signature field placements

Advanced AI Features (Configurable):

• 🔒 PII Detection — Identify personal data requiring protection
• ⚖️ Bias Detection — Flag potentially biased language
• 💭 Sentiment Analysis — Analyze document tone
• ✅ Compliance Check — Verify regulatory compliance
• 🛡️ Content Moderation — Identify problematic content
• 📖 Readability Analysis — Assess document complexity

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📤 Document Sharing

Control access to signature requests beyond the original signers.

Feature	Description
Share with Users	Grant access to specific colleagues
Share with Groups	Share with entire teams or departments
Access Control	Creators and admins manage sharing
Audit Logging	All sharing actions tracked

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📊 Dashboard & Analytics

Track signature request activity at a glance.

Dashboard Metrics:

• Total signature requests
• Pending requests awaiting signature
• Completed requests
• Draft requests
• 30-day completion rate

Request Status Types:
| Status | Description | Badge Color |
|——–|————-|————-|
| Draft | Not yet sent | Gray |
| Sent | Delivered to signers | Blue |
| Viewed | Opened by signer | Blue |
| Partially Signed | Some signers complete | Yellow |
| Completed | All signatures collected | Green |
| Declined | Signer refused | Red |
| Voided | Cancelled by sender | Dark |
| Expired | Past expiration date | Red |

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🔔 Notifications

Stay informed throughout the signing process.

Notification Type	Recipient	Trigger
Signing Invitation	Signer	Request sent
Signing Reminder	Signer	Manual reminder sent
Your Turn to Sign	Signer	Previous signer completed
Signing Completed	All Parties	All signatures collected
Signing Declined	Creator	Signer declined

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User Roles & Permissions

Role	Capabilities
Employee	Sign documents they’re invited to, view requests they created or were shared
Manager	All employee capabilities + view team members’ requests
HR/Admin	Full access to all requests, settings, templates

Access Control:

• Admins see all requests in the business
• Managers see their own + direct reports’ requests
• Users see requests they created, are signers on, or have shared access

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How We Compare

See how MangoApps Workforce eSignature stacks up against leading enterprise solutions:

Feature	MangoApps Workforce	DocuSign	Dropbox Sign	Adobe Sign
Native Signing (No API Costs)	✅	❌	❌	❌
Visual Field Editor	✅	✅	✅	✅
Multiple Field Types (8+)	✅	✅	✅	✅
Sequential Signing	✅	✅	✅	✅
Reusable Templates	✅	✅	💰 Limited	✅
OTP Signer Verification	✅	💰 Add-on	💰 Add-on	💰 Add-on
RFC 3161 TSA Timestamp	✅	💰 Add-on	❌	💰 Add-on
AI Document Analysis	✅	💰 IAM Plans	❌	❌
AI PII/Risk/Compliance Check	✅	❌	❌	❌
Built-in AI Agent	✅	❌	❌	❌
HR/Onboarding/Policy Integration	✅	❌	❌	❌
Per-Signature Pricing	❌ Unlimited	✅	✅	✅

Legend: ✅ Included

❌ Not Available

💰 Paid Add-on

Why MangoApps Workforce?

• 🔗 Unified Platform — eSignature works seamlessly with Onboarding, Offer Manager, Contracts, Policy Hub, and EPMS
• 💰 No Per-Envelope Costs — Native provider includes unlimited signatures without API fees
• 🤖 AI-Native — Built-in document analysis (PII, risks, compliance) and conversational agent
• ⚖️ Full Compliance — ESIGN/UETA with TSA timestamps and OTP verification included, not premium add-ons
• 🔄 7 Provider Options — Native + 6 external providers for maximum flexibility

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Getting Started

For Employees (Signers)

1. Click the signing link in your email invitation
2. Complete OTP verification if required
3. Review the document and fill in required fields
4. Click Sign to complete your signature
5. Download the signed document for your records

For Request Creators

1. Navigate to Apps → eSignature
2. Click New Request and upload your document
3. Add signers with their names and emails
4. Use the visual editor to place signature fields
5. Click Send for Signature to deliver to signers
6. Track progress from the request detail page

For Administrators

1. Go to Settings to configure options
2. Set default provider (Native, DocuSign, HelloSign)
3. Enable OTP verification for enhanced security
4. Enable TSA timestamps for compliance
5. Configure AI document analysis features
6. Set who can send requests (all users, managers only, admins only)

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Best Practices

For Request Creators

• ✅ Use clear document titles that identify the content
• ✅ Include a custom message explaining what signers need to do
• ✅ Set appropriate expiration dates for time-sensitive documents
• ✅ Use templates for recurring document types
• ✅ Place required fields for all critical information

For Signers

• ✅ Review the entire document before signing
• ✅ Complete all required fields in one session
• ✅ Use the decline option with a reason if you cannot sign
• ✅ Download the signed document after completion

For Administrators

• ✅ Enable OTP verification for external signers
• ✅ Enable TSA timestamps for legal defensibility
• ✅ Create system templates for common document types
• ✅ Review audit trails periodically for compliance
• ✅ Configure appropriate access permissions by role

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Frequently Asked Questions

Q: Can external parties sign documents?
A: Yes, the eSignature app supports both internal employees and external signers. External signers receive a secure token-based link via email and don’t need a MangoApps account.

Q: Are electronic signatures legally binding?
A: Yes. The eSignature app is compliant with ESIGN (Electronic Signatures in Global and National Commerce Act) and UETA (Uniform Electronic Transactions Act), which recognize electronic signatures as legally equivalent to handwritten signatures.

Q: How do I know if a signer has viewed my document?
A: The request detail page shows real-time status for each signer, including when they viewed the document. You’ll also see overall progress percentage on the dashboard.

Q: Can I cancel a signature request after sending?
A: Yes, you can void any pending request. This cancels the request and notifies all signers. Completed requests cannot be voided.

Q: What AI features are available for document analysis?
A: The eSignature app includes comprehensive AI capabilities: document summarization, Q&A about content, key terms extraction, risk detection, PII identification, bias detection, sentiment analysis, compliance checking, content moderation, and readability analysis. These can be configured by administrators in Settings.

Q: Can I switch between e-signature providers?
A: Yes, administrators can configure the default provider in Settings. Businesses can use the built-in native provider (no external costs) or connect to external providers like DocuSign, HelloSign, Adobe Sign, PandaDoc, SignNow, or SignRequest based on their needs.

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Related Resources

• Onboarding Journey Guide — Automate new hire paperwork with e-signatures
• Offer Manager Overview — Send offer letters for signature
• Contracts App Overview — Manage vendor agreements with e-signature workflows
• Policy Hub Overview — Require formal signatures for policy compliance

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The eSignature App eliminates paper-based bottlenecks and accelerates your document workflows. Start sending documents for signature today and experience faster turnaround with full legal compliance.