> For the complete documentation index, see [llms.txt](https://support.docstudio.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.docstudio.com/use-cases/how-to-choose-a-signature-collection-method.md). # How to Choose a Signature Collection Method {% hint style="info" %} Use this page when you know that documents must be signed, but you have not chosen how to send, route, share, or automate the signing flow yet. {% endhint %} ### Before you start Before you choose a method, define: 1. Who starts the signing flow. 2. Whether the recipients are known in advance. 3. Whether recipients must receive a direct invitation or start the flow themselves. 4. Whether the document is a one-time file or a reusable template. 5. Whether the flow must include approval before signing. 6. Whether recipients must sign with an electronic signature or a qualified electronic signature. 7. Whether the process must be manual, self-service, or automated. 8. Whether the flow must work as a public form. 9. Whether the sender must share a link instead of entering recipients manually. 10. Whether unregistered users must be able to fill in fields, sign, and send without creating an account. Then use the table below to choose the method and open the related instruction. ### What users often confuse * Quick send is not the same as a reusable template-based flow. * Sending an envelope is not the same as signing an envelope. * Public template links are not the same as direct envelope invitations. * Mailbox routing is not the same as email delivery. * Approver is not the same as Signer. * Application tokens are not used by recipients to sign envelopes. * API access and integrations are used for automated flows, not for regular recipient signing. * Public template links can be used as public forms. * Sharing a public template link is not the same as sending a prepared envelope to a known recipient. * A public template link can let registered and unregistered users start the flow themselves. * Unregistered public link flow is not the same as unauthorized access. Users still complete the flow through a valid public template link or iframe. ### Choose the right method | User task | Use | Avoid | Go to | | ---------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------- | --------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Send one or more uploaded files for signing quickly | [Quick send](/user/dashboard/how-to-upload-a-document-for-electronic-signature.md) | Full template setup for a one-time file | [How to Upload a Document for Electronic Signature](/user/dashboard/how-to-upload-a-document-for-electronic-signature.md) | | Create a full envelope with documents, recipients, roles, and settings | [Envelope creation flow](/user/envelopes/how-to-create-and-send-an-envelope.md) | Quick send for reusable configuration | [How to Create and Send an Envelope](/user/envelopes/how-to-create-and-send-an-envelope.md) | | Send documents from a reusable template | [Template-based envelope](/user/template-builder/template/how-to-create-and-configure-a-template.md) | Uploading the same files manually | [How to Create and Configure a Template](/user/template-builder/template/how-to-create-and-configure-a-template.md) | | Send an envelope to a known recipient by email | [Email invitation](/user/envelope-invitations-and-completion/how-to-invite-an-unregistered-recipient-to-an-envelope-by-email.md) | Public template link | [How to Invite an Unregistered Recipient to an Envelope by Email](/user/envelope-invitations-and-completion/how-to-invite-an-unregistered-recipient-to-an-envelope-by-email.md) | | Route an envelope to a recipient mailbox | [Mailbox routing](/user/mailbox/mailbox-user/how-to-set-a-default-mailbox.md) | Email-only delivery | [How to Set a Default Mailbox](/user/mailbox/mailbox-user/how-to-set-a-default-mailbox.md) | | Route an envelope to a hidden mailbox | [Mailbox UUID or saved contact](/user/mailbox/mailbox-user/how-to-find-a-mailbox-id-uuid.md) | Mailbox name search | [How to Find a Mailbox ID (UUID)](/user/mailbox/mailbox-user/how-to-find-a-mailbox-id-uuid.md) | | Let external users start the flow themselves | [Public template link](/user/template-links-and-public-envelope-creation/how-to-create-a-public-template-link.md) | Manual creation per user | [How to Create a Public Template Link](/user/template-links-and-public-envelope-creation/how-to-create-a-public-template-link.md) | | Let registered users start from a public link | [Registered public template link flow](/user/template-links-and-public-envelope-creation/how-registered-users-can-create-an-envelope-via-a-template-link.md) | Direct invitation | [How Registered Users Can Create an Envelope via a Template Link](/user/template-links-and-public-envelope-creation/how-registered-users-can-create-an-envelope-via-a-template-link.md) | | Let unregistered users start from a public link | [Unregistered public template link flow](/user/template-links-and-public-envelope-creation/how-unregistered-users-can-create-an-envelope-via-a-template-link.md) | Registered-user flow | [How Unregistered Users Can Create an Envelope via a Template Link](/user/template-links-and-public-envelope-creation/how-unregistered-users-can-create-an-envelope-via-a-template-link.md) | | Add approval before signing | [Approval flow](/user/envelope-approvals-and-delegation/envelope-approvals.md) | Signer role | [How to Send an Envelope for Approval](/user/envelope-approvals-and-delegation/envelope-approvals/how-to-send-an-envelope-for-approval.md) | | Delegate signing or completion | [Delegation](/user/envelope-approvals-and-delegation/envelope-delegation.md) | Resending the envelope | [How to Delegate an Envelope Manually](/user/envelope-approvals-and-delegation/envelope-delegation/how-to-delegate-an-envelope-manually.md) | | Prevent delegation | [Restrict delegation](/user/envelope-approvals-and-delegation/envelope-delegation/how-to-restrict-envelope-delegation.md) | Manual follow-up | [How to Restrict Envelope Delegation](/user/envelope-approvals-and-delegation/envelope-delegation/how-to-restrict-envelope-delegation.md) | | Sign with a drawn or typed signature | [Electronic signature](/user/sign-and-download-envelopes/how-to-sign-an-envelope-electronic-signature.md) | QES when unnecessary | [How to Sign an Envelope (Electronic Signature)](/user/sign-and-download-envelopes/how-to-sign-an-envelope-electronic-signature.md) | | Sign with a qualified electronic signature | [QES](/user/sign-and-download-envelopes/how-to-sign-an-envelope-qualified-electronic-signature.md) | Electronic signature | [How to Sign an Envelope (Qualified Electronic Signature)](/user/sign-and-download-envelopes/how-to-sign-an-envelope-qualified-electronic-signature.md) | | Sign several envelopes at once | [Bulk signing](/user/sign-and-download-envelopes/how-to-sign-several-envelopes-at-once.md) | Opening each envelope | [How to Sign Several Envelopes at Once](/user/sign-and-download-envelopes/how-to-sign-several-envelopes-at-once.md) | | Automate a multi-step signing process | [Scenarios](/user/scenarios/what-is-a-scenario-overview.md) | Manual creation | [How to Create a Scenario](/user/scenarios/create-and-configure-a-scenario/how-to-create-a-scenario.md) | | Start a signing flow from another system | [Integrations and API access](/admin-panel/integrations-and-api-access.md) | Public template link | [How to Run a Scenario via Integration](/user/scenarios/running-scenarios/how-to-run-a-scenario-via-integration.md) | | Use a public form, shareable link, or iframe | [Public template link](/user/template-links-and-public-envelope-creation/how-to-create-a-public-template-link.md) | Manual creation per user | [How to Create a Public Template Link](/user/template-links-and-public-envelope-creation/how-to-create-a-public-template-link.md) | After you choose a method, use the scenarios below to confirm the correct flow. ### Typical scenarios #### Send a one-time document for signature **Goal:** upload a document and send it for signing without building a reusable template. **Use:** * [Quick send](/user/dashboard/how-to-upload-a-document-for-electronic-signature.md) * [Signer](/user/envelope-processing-flow-template-configuration/processing-flow-role-types.md), [Approver](/user/envelope-approvals-and-delegation/envelope-approvals.md), or CC recipients, if needed * Sender fields, if the sender must fill or sign part of the envelope before sending **Do not use:** * Template creation when the document is used only once * Public template link when the sender must send a prepared envelope to known recipients * API access when the sender can complete the flow manually **Go to:** * [How to Upload a Document for Electronic Signature](/user/dashboard/how-to-upload-a-document-for-electronic-signature.md) * [How to Create and Send an Envelope](/user/envelopes/how-to-create-and-send-an-envelope.md) * [Processing Flow Role Types](/user/envelope-processing-flow-template-configuration/processing-flow-role-types.md) #### Send an envelope to known recipients **Goal:** create an envelope, define recipients, and send it to specific people. **Use:** * [Envelope creation flow](/user/envelopes/how-to-create-and-send-an-envelope.md) * Recipient roles * [Email invitation](/user/envelope-invitations-and-completion/how-to-invite-an-unregistered-recipient-to-an-envelope-by-email.md) or [mailbox routing](/user/mailbox/mailbox-user/how-to-set-a-default-mailbox.md) * Recipient experience settings, if emails or formats must be localized **Do not use:** * Public template link when the recipient list is already known and controlled by the sender * Quick send if the flow needs full template-based configuration * Application tokens for recipient access **Go to:** * [How to Create and Send an Envelope](/user/envelopes/how-to-create-and-send-an-envelope.md) * [Processing Flow Role Types](/user/envelope-processing-flow-template-configuration/processing-flow-role-types.md) * [How to Complete an Incoming Envelope (Existing DocStudio User)](/user/envelope-invitations-and-completion/how-to-complete-an-incoming-envelope-existing-docstudio-user.md) * [How to Complete an Incoming Envelope (First-Time Recipient)](/user/envelope-invitations-and-completion/how-to-complete-an-incoming-envelope-first-time-recipient.md) #### Reuse the same signing flow many times **Goal:** prepare a document structure once and use it repeatedly. **Use:** * [Template-based envelope](/user/template-builder/template/how-to-create-and-configure-a-template.md) * [Template Dynamic Fields Overview](/user/template-builder/template-dynamic-fields/template-dynamic-fields-overview.md) * Processing flow roles * Recipient experience settings **Do not use:** * Quick send for repeated flows that require the same structure * Manual field setup in every envelope * Public template link only because the template has many fields **Go to:** * [How to Create and Configure a Template](/user/template-builder/template/how-to-create-and-configure-a-template.md) * [How to Create and Send an Envelope](/user/envelopes/how-to-create-and-send-an-envelope.md) * [How to set up Recipient Experience in a Template](/user/template-builder/template/how-to-set-up-recipient-experience-in-a-template.md) * [Processing Flow Role Types](/user/envelope-processing-flow-template-configuration/processing-flow-role-types.md) #### Use a self-service signing flow **Goal:** let users open a link, enter required data, and create or complete an envelope flow. **Use:** * [Public template link](/user/template-links-and-public-envelope-creation/how-to-create-a-public-template-link.md) * Public template iframe, if the same public flow must be embedded into a website * Registered or unregistered public template link flow **Do not use:** * Manual envelope creation for every recipient when the same self-service flow must be reused * Quick send when the recipient must start the process * Public template link when the sender must review and control every envelope before it starts **Go to:** * [How to Create a Public Template Link](/user/template-links-and-public-envelope-creation/how-to-create-a-public-template-link.md) * [How Registered Users Can Create an Envelope via a Template Link](/user/template-links-and-public-envelope-creation/how-registered-users-can-create-an-envelope-via-a-template-link.md) * [How Unregistered Users Can Create an Envelope via a Template Link](/user/template-links-and-public-envelope-creation/how-unregistered-users-can-create-an-envelope-via-a-template-link.md) ### Use a public form for signature collection Goal: let users open a public form, fill in required fields, add signatures, and send the envelope themselves. Use: • Public template link\ • Shareable link, if the form must open in a browser\ • Embed code, if the form must be embedded into a website as an iframe\ • Registered or unregistered public template link flow Do not use: • Manual envelope creation for every user when the same form must be reused\ • Email invitation when users must start the flow themselves\ • Quick send when the flow must work as a reusable public form\ • Public template link when the sender must review and control every envelope before it starts Go to: * [How to Create a Public Template Link](/user/template-links-and-public-envelope-creation/how-to-create-a-public-template-link.md) * [How Registered Users Can Create an Envelope via a Template Link](/user/template-links-and-public-envelope-creation/how-registered-users-can-create-an-envelope-via-a-template-link.md) * [How Unregistered Users Can Create an Envelope via a Template Link](/user/template-links-and-public-envelope-creation/how-unregistered-users-can-create-an-envelope-via-a-template-link.md) #### Route envelopes to a mailbox **Goal:** route envelopes to a mailbox where users or teams can process them. **Use:** * Recipient mailbox * Default mailbox * Mailbox UUID * Saved contacts **Do not use:** * Email-only flow when the recipient must process envelopes inside a mailbox * Mailbox name search when the mailbox is hidden * Public template link when the sender needs mailbox-based routing **Go to:** * [How to Set a Default Mailbox](/user/mailbox/mailbox-user/how-to-set-a-default-mailbox.md) * [How to Control Mailbox Visibility](/user/mailbox/mailbox-user/how-to-control-mailbox-visibility.md) * [How to Find a Mailbox ID (UUID)](/user/mailbox/mailbox-user/how-to-find-a-mailbox-id-uuid.md) * [How to Add a Contact to a Mailbox](/user/mailbox/mailbox-user/how-to-add-a-contact-to-a-mailbox.md) #### Add approval before signing **Goal:** make sure the envelope is reviewed before it continues to signing or the next step. **Use:** * Approver role * [Approval flow](/user/envelope-approvals-and-delegation/envelope-approvals.md) * Approval management tools **Do not use:** * Signer role when the user must only approve or reject * CC role when the user must take action * Manual comments instead of approval when the process requires a formal decision **Go to:** * [Envelope Approvals](/user/envelope-approvals-and-delegation/envelope-approvals.md) * [How to Send an Envelope for Approval](/user/envelope-approvals-and-delegation/envelope-approvals/how-to-send-an-envelope-for-approval.md) * [How to Manage Envelope Approvals](/user/envelope-approvals-and-delegation/envelope-approvals/how-to-manage-envelope-approvals.md) * [Processing Flow Role Types](/user/envelope-processing-flow-template-configuration/processing-flow-role-types.md) #### Recipient only signs a prepared document **Goal:** let a recipient sign a prepared document with the required signature type. **Use:** * [Signer](/user/envelope-processing-flow-template-configuration/processing-flow-role-types.md) * [electronic signature](/user/sign-and-download-envelopes/how-to-sign-an-envelope-electronic-signature.md) or [QES](/user/sign-and-download-envelopes/how-to-sign-an-envelope-qualified-electronic-signature.md) * [Signature Field](/user/template-builder/template-dynamic-fields/signature-field.md) or [QES Field](/user/template-builder/template-dynamic-fields/qes-field.md) **Do not use:** * Approver when the recipient only needs to sign * Public template link when the document is already prepared * CC when the recipient must take action **Go to:** * [How to Sign an Envelope (Electronic Signature)](/user/sign-and-download-envelopes/how-to-sign-an-envelope-electronic-signature.md) * [How to Sign an Envelope (Qualified Electronic Signature)](/user/sign-and-download-envelopes/how-to-sign-an-envelope-qualified-electronic-signature.md) * [Signature Field](/user/template-builder/template-dynamic-fields/signature-field.md) * [QES Field](/user/template-builder/template-dynamic-fields/qes-field.md) #### Collect a qualified electronic signature **Goal:** let recipients sign with a qualified electronic signature when the process requires it. **Use:** * [QES](/user/sign-and-download-envelopes/how-to-sign-an-envelope-qualified-electronic-signature.md) * [QES Field](/user/template-builder/template-dynamic-fields/qes-field.md), if the template requires qualified signing in a specific place * QES-related signature reading instructions, if users must check signature details **Do not use:** * electronic signature when qualified signing is required * Initials Field as a replacement for a qualified signature * CC role when the recipient must sign **Go to:** * [How to Sign an Envelope (Qualified Electronic Signature)](/user/sign-and-download-envelopes/how-to-sign-an-envelope-qualified-electronic-signature.md) * [How to Read a Qualified Electronic Signature](/user/sign-and-download-envelopes/how-to-sign-an-envelope-qualified-electronic-signature/how-to-read-a-qualified-electronic-signature.md) * [QES Field](/user/template-builder/template-dynamic-fields/qes-field.md) * [Common Signature Errors and Solutions](broken://spaces/oqUiFHjwtCCGSaEDqbXb/pages/cthkB7aiLza4mUWXf8Lw) #### Collect an electronic signature **Goal:** let recipients sign with a drawn or typed electronic signature in DocStudio. **Use:** * [electronic signature](/user/sign-and-download-envelopes/how-to-sign-an-envelope-electronic-signature.md) * [Signature Field](/user/template-builder/template-dynamic-fields/signature-field.md) * [Initials Field](/user/template-builder/template-dynamic-fields/initials-field.md), if the document requires initials instead of a full signature **Do not use:** * QES if qualified signing is not required * Initials Field when the document requires a full signature * Approver role when the recipient must sign **Go to:** * [How to Sign an Envelope (Electronic Signature)](/user/sign-and-download-envelopes/how-to-sign-an-envelope-electronic-signature.md) * [Signature Field](/user/template-builder/template-dynamic-fields/signature-field.md) * [Initials Field](/user/template-builder/template-dynamic-fields/initials-field.md) * [How to Add or Edit an Electronic Signature](/user/user-profile/how-to-add-or-edit-an-electronic-signature.md) * [How to Add or Edit Initials](/user/user-profile/how-to-add-or-edit-initials.md) #### Automate signature collection **Goal:** reduce manual work and run signing flows through a configured workflow or external system. **Use:** * [Scenarios](/user/scenarios/what-is-a-scenario-overview.md) * Integrations * API access * Application tokens for API authorization **Do not use:** * Manual envelope creation for repeated automated processes * Public template link when the process must be controlled by another system * User password sharing for integrations **Go to:** * [What Is a Scenario? (Overview)](/user/scenarios/what-is-a-scenario-overview.md) * [How to Create a Scenario](/user/scenarios/create-and-configure-a-scenario/how-to-create-a-scenario.md) * [How to Run a Scenario via Integration](/user/scenarios/running-scenarios/how-to-run-a-scenario-via-integration.md) * [Integrations & API Access](/admin-panel/integrations-and-api-access.md) * [Application Tokens (API Access)](/user/authorization-and-security/application-tokens-api-access.md) ### Sending methods #### Quick send Use Quick send when the sender needs to upload one or more files and send them for signing quickly. **When to use:**\ Use this method when the document is not part of a reusable template flow. **Best for:** * one-time documents * fast document sending * uploaded files * simple signing or approval flows * sender-filled fields before sending **Do not use this when:** * The same document structure must be reused many times. * The recipient must start the flow through a public link. * The process must be automated through API or scenarios. * The sender needs full template-level configuration. **Go to:** * [How to Upload a Document for Electronic Signature](/user/dashboard/how-to-upload-a-document-for-electronic-signature.md) * [How to Create and Send an Envelope](/user/envelopes/how-to-create-and-send-an-envelope.md) #### Envelope creation flow Use the envelope creation flow when the sender needs to prepare a full envelope draft before sending. **When to use:**\ Use this method when the sender must configure recipients, roles, documents, fields, and envelope settings. **Best for:** * known recipients * controlled sending * template-based envelopes * draft preparation * envelopes that require roles or recipient experience settings **Do not use this when:** * The sender only needs to upload and send a one-time document quickly. * External users must start the flow themselves. * The process must be fully automated from another system. **Go to:** * [How to Create and Send an Envelope](/user/envelopes/how-to-create-and-send-an-envelope.md) * [Processing Flow Role Types](/user/envelope-processing-flow-template-configuration/processing-flow-role-types.md) * [How to set up Recipient Experience in a Template](/user/template-builder/template/how-to-set-up-recipient-experience-in-a-template.md) #### Template-based envelope Use a template-based envelope when the same signing flow must be reused. **When to use:**\ Use this method when the template already contains document structure, fields, roles, and workflow settings. **Best for:** * reusable signing flows * standard documents * repeated business processes * configured roles and fields * consistent recipient experience **Do not use this when:** * The document is a one-time file. * The sender only needs a fast Quick send flow. * The recipient must create the envelope through a public link. **Go to:** * [How to Create and Configure a Template](/user/template-builder/template/how-to-create-and-configure-a-template.md) * [How to Create and Send an Envelope](/user/envelopes/how-to-create-and-send-an-envelope.md) * [Template Dynamic Fields Overview](/user/template-builder/template-dynamic-fields/template-dynamic-fields-overview.md) * [Processing Flow Role Types](/user/envelope-processing-flow-template-configuration/processing-flow-role-types.md) ### Recipient delivery methods #### Email invitation Use email delivery when recipients must receive a direct invitation to open and complete the envelope. **When to use:**\ Use this method when the sender knows the recipient email address and wants to send the envelope directly. **Best for:** * external recipients * known recipients * first-time recipients * direct envelope invitations * standard signing flows **Do not use this when:** * The recipient must process the envelope through a mailbox. * The sender does not know recipients in advance. * The same public flow must be reused by many users. **Go to:** * [How to Create and Send an Envelope](/user/envelopes/how-to-create-and-send-an-envelope.md) * [How to Invite an Unregistered Recipient to an Envelope by Email](/user/envelope-invitations-and-completion/how-to-invite-an-unregistered-recipient-to-an-envelope-by-email.md) * [How to Complete an Incoming Envelope (First-Time Recipient)](/user/envelope-invitations-and-completion/how-to-complete-an-incoming-envelope-first-time-recipient.md) * [How to Complete an Incoming Envelope (Existing DocStudio User)](/user/envelope-invitations-and-completion/how-to-complete-an-incoming-envelope-existing-docstudio-user.md) #### Mailbox routing Use mailbox routing when the envelope must be received or processed inside a DocStudio mailbox. **When to use:**\ Use this method when the recipient works through a mailbox or when a team uses mailboxes to process incoming envelopes. **Best for:** * corporate users * team-based processing * hidden mailboxes * known mailbox UUIDs * saved contacts **Do not use this when:** * The recipient only needs a direct email invitation. * The recipient must start the flow through a public link. * The mailbox is hidden and the sender only searches by mailbox name. **Go to:** * [How to Set a Default Mailbox](/user/mailbox/mailbox-user/how-to-set-a-default-mailbox.md) * [How to Control Mailbox Visibility](/user/mailbox/mailbox-user/how-to-control-mailbox-visibility.md) * [How to Find a Mailbox ID (UUID)](/user/mailbox/mailbox-user/how-to-find-a-mailbox-id-uuid.md) * [How to Add a Contact to a Mailbox](/user/mailbox/mailbox-user/how-to-add-a-contact-to-a-mailbox.md) #### Public template link Use a public template link when external users must start the flow themselves. **When to use:**\ Use this method when users open a link and create an envelope from a reusable template flow. **Best for:** * self-service signing flows * public application or request flows * website or messenger-based sharing * registered and unregistered external users * reusable template-based processes **Do not use this when:** * The sender must prepare every envelope manually. * The recipient must only sign a prepared envelope. * The process must be fully controlled by an external integration. **Go to:** * [How to Create a Public Template Link](/user/template-links-and-public-envelope-creation/how-to-create-a-public-template-link.md) * [How Registered Users Can Create an Envelope via a Template Link](/user/template-links-and-public-envelope-creation/how-registered-users-can-create-an-envelope-via-a-template-link.md) * [How Unregistered Users Can Create an Envelope via a Template Link](/user/template-links-and-public-envelope-creation/how-unregistered-users-can-create-an-envelope-via-a-template-link.md) ### Participant roles #### Signer Use Signer when the recipient must sign the document. **When to use:**\ Use this role when the participant’s main action is signing. **Best for:** * recipients who must add a signature * electronic signing * QES signing * final document signing steps **Do not use this when:** * The participant must only approve or reject. * The participant must only receive a copy. * The participant only fills fields and does not sign. **Go to:** * [Processing Flow Role Types](/user/envelope-processing-flow-template-configuration/processing-flow-role-types.md) * [How to Sign an Envelope (Electronic Signature)](/user/sign-and-download-envelopes/how-to-sign-an-envelope-electronic-signature.md) * [How to Sign an Envelope (Qualified Electronic Signature)](/user/sign-and-download-envelopes/how-to-sign-an-envelope-qualified-electronic-signature.md) #### Assignee Use Assignee when the recipient must fill in fields and can sign when required. **When to use:**\ Use this role when the participant must complete document fields as part of the envelope flow. **Best for:** * filling required fields * completing recipient data * reviewing and completing assigned input * signing only when the flow requires it **Do not use this when:** * The recipient only needs to approve or reject. * The recipient only receives a copy. * The recipient only signs without filling fields. **Go to:** * [Processing Flow Role Types](/user/envelope-processing-flow-template-configuration/processing-flow-role-types.md) * [How to Complete an Incoming Envelope (Existing DocStudio User)](/user/envelope-invitations-and-completion/how-to-complete-an-incoming-envelope-existing-docstudio-user.md) * [How to Complete an Incoming Envelope (First-Time Recipient)](/user/envelope-invitations-and-completion/how-to-complete-an-incoming-envelope-first-time-recipient.md) #### Approver Use Approver when the participant must approve or reject the envelope before it continues. **When to use:**\ Use this role when a review decision is required before signing or the next step. **Best for:** * internal review * approval before signing * manager or legal review * controlled envelope routing **Do not use this when:** * The recipient must sign. * The recipient only needs a copy. * Comments are enough and no approval decision is required. **Go to:** * [Envelope Approvals](/user/envelope-approvals-and-delegation/envelope-approvals.md) * [How to Send an Envelope for Approval](/user/envelope-approvals-and-delegation/envelope-approvals/how-to-send-an-envelope-for-approval.md) * [How to Manage Envelope Approvals](/user/envelope-approvals-and-delegation/envelope-approvals/how-to-manage-envelope-approvals.md) #### CC Use CC when the participant must receive a copy without editing or signing. **When to use:**\ Use this role when the participant only needs visibility. **Best for:** * informational recipients * users who must receive a copy * stakeholders who do not need to act **Do not use this when:** * The participant must sign. * The participant must fill fields. * The participant must approve or reject. **Go to:** * [Processing Flow Role Types](/user/envelope-processing-flow-template-configuration/processing-flow-role-types.md) * [How to Create and Send an Envelope](/user/envelopes/how-to-create-and-send-an-envelope.md) ### Signing methods #### Electronic signature Use electronic signature when the recipient must sign with a drawn or typed signature. **When to use:**\ Use this method when the process does not require a qualified electronic signature. **Best for:** * standard signing flows * simple recipient signing * documents where a drawn or typed signature is enough **Do not use this when:** * The process requires QES. * The recipient only needs to approve. * The document needs Initials instead of a full signature. **Go to:** * [How to Sign an Envelope (Electronic Signature)](/user/sign-and-download-envelopes/how-to-sign-an-envelope-electronic-signature.md) * [How to Add or Edit an Electronic Signature](/user/user-profile/how-to-add-or-edit-an-electronic-signature.md) * [Signature Field](/user/template-builder/template-dynamic-fields/signature-field.md) #### Qualified electronic signature Use QES when the recipient must sign with a qualified electronic signature. **When to use:**\ Use this method when the process requires qualified electronic signing. **Best for:** * documents that require QES * users who must sign through a qualified signature method * flows where signature validity must be checked **Do not use this when:** * Electronic signature is enough. * The participant only needs to approve or receive a copy. * The recipient cannot use the required QES method. **Go to:** * [How to Sign an Envelope (Qualified Electronic Signature)](/user/sign-and-download-envelopes/how-to-sign-an-envelope-qualified-electronic-signature.md) * [How to Read a Qualified Electronic Signature](/user/sign-and-download-envelopes/how-to-sign-an-envelope-qualified-electronic-signature/how-to-read-a-qualified-electronic-signature.md) * [QES Field](/user/template-builder/template-dynamic-fields/qes-field.md) * [Common Signature Errors and Solutions](broken://spaces/oqUiFHjwtCCGSaEDqbXb/pages/cthkB7aiLza4mUWXf8Lw) #### Initials Use Initials when the document requires initials instead of a full signature. **When to use:**\ Use this method when a participant must add initials to specific parts of a document. **Best for:** * initialing pages * confirming sections * supporting a signature flow **Do not use this when:** * A full signature is required. * QES is required. * The participant only needs to approve. **Go to:** * [Initials Field](/user/template-builder/template-dynamic-fields/initials-field.md) * [How to Add or Edit Initials](/user/user-profile/how-to-add-or-edit-initials.md) ### Automation methods #### Scenarios Use scenarios when the signing process is part of a larger multi-step document flow. **When to use:**\ Use scenarios when the process must be configured once and reused. **Best for:** * multi-step document processes * conditional routing * repeated workflows * automated process steps **Do not use this when:** * A simple envelope is enough. * A one-time Quick send flow is enough. * The recipient must simply sign a prepared envelope. **Go to:** * [What Is a Scenario? (Overview)](/user/scenarios/what-is-a-scenario-overview.md) * [Create and Configure a Scenario](/user/scenarios/create-and-configure-a-scenario.md) * [How to Create a Scenario](/user/scenarios/create-and-configure-a-scenario/how-to-create-a-scenario.md) * [How to Configure a Scenario Step](/user/scenarios/create-and-configure-a-scenario/how-to-configure-a-scenario-step.md) #### Integrations and API access Use integrations and API access when another system must start or control the signing flow. **When to use:**\ Use this method when envelopes must be created, sent, or managed from an external system. **Best for:** * CRM-based signing flows * ERP-based signing flows * website or portal flows * repeated automated envelope creation * system-driven processes **Do not use this when:** * A user can send the envelope manually. * A public template link is enough. * No technical setup is available. * The recipient only needs to open and sign an envelope. **Go to:** * [Integrations & API Access](/admin-panel/integrations-and-api-access.md) * [Application Tokens (API Access)](/user/authorization-and-security/application-tokens-api-access.md) * [How to Run a Scenario via Integration](/user/scenarios/running-scenarios/how-to-run-a-scenario-via-integration.md) ### Common mistakes Avoid these mistakes when you choose a signature collection method: * Using Quick send when the same flow must be reused many times. * Creating every envelope manually when a public template link is enough. * Using a public template link when the sender must control every envelope before it starts. * Using a mailbox flow when an email invitation is enough. * Treating mailbox routing as the same thing as email delivery. * Searching for a hidden mailbox by name instead of using email, mailbox UUID, or contacts. * Assigning Approver when the participant must sign. * Using approval and signing as if they are the same participant action. * Assigning CC when the participant must take action. * Using electronic signature when QES is required. * Using QES when a drawn or typed electronic signature is enough. * Using application tokens as if recipients need them to sign envelopes. * Using API access when the sender can complete the process manually. * Hiding public form scenarios under general template-based sending. * Treating a public template link only as a template sharing option, not as a public form. * Using direct email invitations when users must start the flow from a shared link. * Describing unregistered public link signing as unauthorized signing. * Forgetting to mention iframe when the same public form must be embedded into a website. ### Quick decision guide Use these rules to choose faster: * If the sender uploads a one-time file, use [Quick send](/user/dashboard/how-to-upload-a-document-for-electronic-signature.md). * If the sender needs a full draft with recipients and roles, use the [envelope creation flow](/user/envelopes/how-to-create-and-send-an-envelope.md). * If the same signing flow repeats, use a [template-based envelope](/user/template-builder/template/how-to-create-and-configure-a-template.md). * If the recipient must receive a direct invitation, use an [email invitation](/user/envelope-invitations-and-completion/how-to-invite-an-unregistered-recipient-to-an-envelope-by-email.md). * If the recipient must work through a mailbox, use [mailbox routing](/user/mailbox/mailbox-user/how-to-set-a-default-mailbox.md). * If external users must start the flow themselves, use a [public template link](/user/template-links-and-public-envelope-creation/how-to-create-a-public-template-link.md). * If the flow must include review before signing, use [approval](/user/envelope-approvals-and-delegation/envelope-approvals.md). * If the participant must sign, use [Signer](/user/envelope-processing-flow-template-configuration/processing-flow-role-types.md). * If the participant must fill fields, use [Assignee](/user/envelope-processing-flow-template-configuration/processing-flow-role-types.md). * If the participant only needs a copy, use CC. * If a drawn or typed signature is enough, use [electronic signature](/user/sign-and-download-envelopes/how-to-sign-an-envelope-electronic-signature.md). * If a qualified signature is required, use [QES](/user/sign-and-download-envelopes/how-to-sign-an-envelope-qualified-electronic-signature.md). * If the signing process must run automatically, use [Scenarios](/user/scenarios/what-is-a-scenario-overview.md), [Integrations & API Access](/admin-panel/integrations-and-api-access.md), or [Application Tokens (API Access)](/user/authorization-and-security/application-tokens-api-access.md). * If users must open a public form and start the flow themselves, use a public template link. * If the public form must be embedded into a website, use a public template iframe. * If users must complete the flow without creating an account, use the unregistered public template link flow. * If the sender must share one reusable link with many users, use a shareable public template link. ### Useful links #### Envelope creation and sending * [How to Upload a Document for Electronic Signature](/user/dashboard/how-to-upload-a-document-for-electronic-signature.md) * [How to Create and Send an Envelope](/user/envelopes/how-to-create-and-send-an-envelope.md) * [How to Create and Configure a Template](/user/template-builder/template/how-to-create-and-configure-a-template.md) * [Template Dynamic Fields Overview](/user/template-builder/template-dynamic-fields/template-dynamic-fields-overview.md) * [How to set up Recipient Experience in a Template](/user/template-builder/template/how-to-set-up-recipient-experience-in-a-template.md) #### Recipient delivery and completion * [How to Invite an Unregistered Recipient to an Envelope by Email](/user/envelope-invitations-and-completion/how-to-invite-an-unregistered-recipient-to-an-envelope-by-email.md) * [How to Complete an Incoming Envelope (First-Time Recipient)](/user/envelope-invitations-and-completion/how-to-complete-an-incoming-envelope-first-time-recipient.md) * [How to Complete an Incoming Envelope (Existing DocStudio User)](/user/envelope-invitations-and-completion/how-to-complete-an-incoming-envelope-existing-docstudio-user.md) * [How to Accept and Open an Envelope (Registered User)](/user/envelope-invitations-and-completion/how-to-accept-and-open-an-envelope-registered-user.md) * [Envelope Flow Statuses](/user/envelope-invitations-and-completion/envelope-flow-statuses.md) #### Public template links * [How to Create a Public Template Link](/user/template-links-and-public-envelope-creation/how-to-create-a-public-template-link.md) * [How Registered Users Can Create an Envelope via a Template Link](/user/template-links-and-public-envelope-creation/how-registered-users-can-create-an-envelope-via-a-template-link.md) * [How Unregistered Users Can Create an Envelope via a Template Link](/user/template-links-and-public-envelope-creation/how-unregistered-users-can-create-an-envelope-via-a-template-link.md) #### Mailbox routing * [How to Set a Default Mailbox](/user/mailbox/mailbox-user/how-to-set-a-default-mailbox.md) * [How to Control Mailbox Visibility](/user/mailbox/mailbox-user/how-to-control-mailbox-visibility.md) * [How to Find a Mailbox ID (UUID)](/user/mailbox/mailbox-user/how-to-find-a-mailbox-id-uuid.md) * [How to Add a Contact to a Mailbox](/user/mailbox/mailbox-user/how-to-add-a-contact-to-a-mailbox.md) #### Signing * [How to Sign an Envelope (Electronic Signature)](/user/sign-and-download-envelopes/how-to-sign-an-envelope-electronic-signature.md) * [How to Sign an Envelope (Qualified Electronic Signature)](/user/sign-and-download-envelopes/how-to-sign-an-envelope-qualified-electronic-signature.md) * [How to Sign Several Envelopes at Once](/user/sign-and-download-envelopes/how-to-sign-several-envelopes-at-once.md) * [How to Read a Qualified Electronic Signature](/user/sign-and-download-envelopes/how-to-sign-an-envelope-qualified-electronic-signature/how-to-read-a-qualified-electronic-signature.md) * [How to Read an Advanced Electronic Signature](/user/sign-and-download-envelopes/how-to-sign-an-envelope-qualified-electronic-signature/how-to-read-an-advanced-electronic-signature.md) * [Common Signature Errors and Solutions](broken://spaces/oqUiFHjwtCCGSaEDqbXb/pages/cthkB7aiLza4mUWXf8Lw) * [Signature Field](/user/template-builder/template-dynamic-fields/signature-field.md) * [Initials Field](/user/template-builder/template-dynamic-fields/initials-field.md) * [QES Field](/user/template-builder/template-dynamic-fields/qes-field.md) #### Approvals and delegation * [Envelope Approvals](/user/envelope-approvals-and-delegation/envelope-approvals.md) * [How to Send an Envelope for Approval](/user/envelope-approvals-and-delegation/envelope-approvals/how-to-send-an-envelope-for-approval.md) * [How to Manage Envelope Approvals](/user/envelope-approvals-and-delegation/envelope-approvals/how-to-manage-envelope-approvals.md) * [Envelope Delegation](/user/envelope-approvals-and-delegation/envelope-delegation.md) * [How to Delegate an Envelope Manually](/user/envelope-approvals-and-delegation/envelope-delegation/how-to-delegate-an-envelope-manually.md) * [How to Set Up Automatic Envelope Delegation](/user/envelope-approvals-and-delegation/envelope-delegation/how-to-set-up-automatic-envelope-delegation.md) * [How to Restrict Envelope Delegation](/user/envelope-approvals-and-delegation/envelope-delegation/how-to-restrict-envelope-delegation.md) * [Processing Flow Role Types](/user/envelope-processing-flow-template-configuration/processing-flow-role-types.md) #### Automation and integrations * [What Is a Scenario? (Overview)](/user/scenarios/what-is-a-scenario-overview.md) * [Create and Configure a Scenario](/user/scenarios/create-and-configure-a-scenario.md) * [How to Create a Scenario](/user/scenarios/create-and-configure-a-scenario/how-to-create-a-scenario.md) * [How to Run a Scenario via Integration](/user/scenarios/running-scenarios/how-to-run-a-scenario-via-integration.md) * [Integrations & API Access](/admin-panel/integrations-and-api-access.md) * [Application Tokens (API Access)](/user/authorization-and-security/application-tokens-api-access.md)