PlexiiSign: agreements and signatures

PlexiiSign collects signatures on an agreement, one person after another, in the order you set. You write or paste the agreement, list who signs it, and send it for signature. Each signer signs in turn by typing or drawing their signature. When the last person has signed, the agreement is complete and PlexiiSign records a certificate, alongside an audit trail of every step.

Use it for short agreements that a few named people approve in sequence: sign-off on a quote, terms agreed with a contractor, a policy everyone in a small team acknowledges, or a decision that needs approvals in a set order.

Before you start

• Plans. PlexiiSign is part of the Pro and Team plans. On other plans, Sign is not shown in the side menu. See Plans and pricing.
• Have the text ready. The agreement is plain text that you type or paste in. Have it, and the signers' names in signing order, to hand.
• Agreements belong to a workspace. PlexiiSign lists the agreements of the workspace you are working in, on this computer. If you belong to an organisation, switch workspace to see that workspace's agreements. See Organisation settings and switching workspaces.

Open PlexiiSign

• In the side menu, under Apps, click Sign in the PlexiiApps group.
• Or press ⌘ K on a Mac or Ctrl K on Windows, type New signature request and press Enter. PlexiiSign opens with a new agreement ready to fill in. See The command palette.

What you see

Across the top, four totals count your Agreements, those Out for signature, those Completed and your Drafts.

On the left is the list of agreements, most recently changed first. Each card shows the title, its status, how many people have signed, for example 1/3 signed, and when it last changed. Click a card to open the agreement on the right.

An agreement is always in one of these states:

Create an agreement

1. Click New agreement at the top right.
2. In Agreement title, give it a name, such as the client and what is being agreed.
3. In What is being agreed…, type or paste the agreement.
4. In the third box, list the signers, one per line or separated by commas, in the order they sign. The first name signs first. A count, such as 3 signers, confirms how many you have listed.
5. Click Create draft. The button is available once the agreement has a title.

The new agreement opens as a Draft.

Edit a draft

While an agreement is a Draft:

• Change the title by clicking it at the top of the agreement and typing.
• Change the text in the box under the title. When it is empty, it reads Paste or write the agreement to be signed….

Your changes are saved when you click away from the field.

Under Signers (in order), each signer is numbered in signing order.

Send it for signature

1. Open the draft.
2. Read the text and the signer list through. Once sent, they cannot be changed.
3. Click Send at the top right.

The status changes to Out for signature, and the first signer's status changes to Their turn. The others show Pending.

Send appears only when the draft has at least one signer. A draft with none says No signers yet — add some while this is a draft. Create a new agreement with the signers listed.

Sign an agreement

When an agreement is out for signature, a signing box appears under the signer list for the person whose turn it is, headed Sign as and their name.

1. Choose how to sign:
   • Type: the signer's name is filled in. Change it if needed, in the box marked Type your full name.
   • Draw: draw the signature in the box with the mouse, trackpad or a pen. Click Clear to start again.
2. Click Sign & continue. It is available once there is a typed name or a drawing.

The signer's status changes to Signed, with the date and time, and the next person's to Their turn. Only the person whose turn it is can sign, so the order you set is always kept.

Decline to sign

Under the signing box, click the line that reads the signer's name followed by declines to sign. The signer's status changes to Declined, and so does the agreement's. Nobody else can sign it.

When everyone has signed

When the last signer signs, the agreement's status changes to Completed, and a Completed & certified panel appears with the certificate: a long code calculated from the agreement text and every signature. The panel notes that the signatures are self-attested, which means each was typed or drawn by the signer and was not checked against an identity.

Keep a completed agreement as your record of who signed what, and when.

The audit trail

Every agreement has an Audit trail at the bottom, listing each step with its date and time:

Void an agreement

You can cancel an agreement while it is Out for signature:

1. Open the agreement.
2. Click Void at the top right.

The status changes to Voided and the audit trail records it. A voided agreement cannot be sent again. To start over, create a new agreement.

Delete an agreement

1. Point at the agreement's card in the list.
2. Click the bin icon at the bottom right of the card.

The agreement is deleted straight away, with no confirmation, whatever its status. This removes it, with its signatures, certificate and audit trail. To keep a record, void it instead of deleting it.

Find an agreement

Press ⌘ K on a Mac or Ctrl K on Windows and type words from an agreement's title or text. Matching agreements are marked Signature. Choose one to open PlexiiSign, then click the agreement in the list.

When PlexiiSign shows a message

Click the × beside a message to close it.

Tips

• Put the signers in the order that matters. The person who must approve first goes first, and nobody can sign before the person ahead of them.
• Paste the final wording. Once the agreement is sent, its text cannot be changed. If the wording needs to change after sending, void it and create a new one.
• Sign at a meeting. Open the agreement while everyone is together and let each person sign in turn.

Common questions

I cannot see Sign in the side menu. PlexiiSign is part of the Pro and Team plans. If you open it another way on a plan without it, PlexiDesk shows PlexiSign is not available and the reason, for example that it is not on your plan, or that an administrator has turned it off for you. See Plans and pricing.

Do signers get an email? No. PlexiiSign collects signatures inside PlexiDesk. Each signer signs in PlexiiSign when it is their turn.

Can I add a signer after I have created the agreement? No. Signers are set when you create it. Delete the draft and create it again with everyone listed.

Can I void a draft? Void is for agreements that are out for signature. A draft has not been sent, so delete it instead.

Can I undo a decline or a void? No. Create a new agreement and send it again.

Where are my agreements kept? In PlexiDesk on this computer, in the workspace you were working in when you created them.

Related tasks

• Inbox: your notifications
• The command palette
• Plans and pricing
• Organisation settings and switching workspaces
• PlexiiOffice