How to Choose a Signature Collection Method
This document explains how to choose the correct way to collect signatures in DocStudio.
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.
Before you start
Before you choose a method, define:
Who starts the signing flow.
Whether the recipients are known in advance.
Whether recipients must receive a direct invitation or start the flow themselves.
Whether the document is a one-time file or a reusable template.
Whether the flow must include approval before signing.
Whether recipients must sign with an electronic signature or a qualified electronic signature.
Whether the process must be manual, self-service, or automated.
Whether the flow must work as a public form.
Whether the sender must share a link instead of entering recipients manually.
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
Send one or more uploaded files for signing quickly
Full template setup when the document is a one-time file
Create a full envelope with documents, recipients, roles, and settings
Quick Send when the flow needs reusable configuration
Send documents from a reusable template
Uploading the same files manually each time
Send an envelope to a known recipient by email
Public template link when the sender must control the recipient list
Send an envelope to a recipient mailbox
Email-only flow when the recipient must process the envelope inside a mailbox
Send an envelope to a hidden mailbox
Searching only by mailbox name when the mailbox is hidden
Let external users start the signing flow themselves
Manual envelope creation for every repeated self-service case
Let registered users create an envelope from a public link
Direct invitation when the user must initiate the flow
Let unregistered users create an envelope from a public link
Registered-only instructions for first-time external users
Add approval before signing
Signer role when the user only needs to approve or reject
Let another user sign or complete an envelope instead
Resending the envelope from scratch when delegation is allowed
Prevent recipients from delegating actions
Manual follow-up when delegation must be blocked by configuration
Let recipients sign with a drawn or typed signature
QES when qualified signing is not required
Let recipients sign with a qualified electronic signature
electronic signature when a qualified signature is required
Let a user sign several envelopes at once
Opening envelopes one by one when mass signing is available
Automate a multi-step signing process
Manual envelope creation for a repeated workflow
Start a signing flow from another system
Public link when the process must be system-driven
Let external users open a public form and start the signing flow themselves
Manual envelope creation for every user when the same public flow must be reused
Share one reusable link for signing or data collection
Direct envelope invitation when the sender does not need to control each recipient in advance
Embed the signing form into a website
Shareable link only when the form must be displayed inside a website
Let registered users create and send an envelope from a public link
Direct invitation when the user must start the flow from a shared link or embedded form
Let unregistered users fill in fields, sign, and send without creating an account
Registered-user instructions when the user does not have a DocStudio account
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:
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:
Send an envelope to known recipients
Goal: create an envelope, define recipients, and send it to specific people.
Use:
Recipient roles
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:
Reuse the same signing flow many times
Goal: prepare a document structure once and use it repeatedly.
Use:
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:
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 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:
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:
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:
Add approval before signing
Goal: make sure the envelope is reviewed before it continues to signing or the next step.
Use:
Approver role
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:
Recipient only signs a prepared document
Goal: let a recipient sign a prepared document with the required signature type.
Use:
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:
Collect a qualified electronic signature
Goal: let recipients sign with a qualified electronic signature when the process requires it.
Use:
QES Field, 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:
Collect an electronic signature
Goal: let recipients sign with a drawn or typed electronic signature in DocStudio.
Use:
Initials Field, 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:
Automate signature collection
Goal: reduce manual work and run signing flows through a configured workflow or external system.
Use:
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:
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:
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:
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:
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:
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:
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:
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:
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:
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:
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:
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:
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:
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:
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:
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:
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.
If the sender needs a full draft with recipients and roles, use the envelope creation flow.
If the same signing flow repeats, use a template-based envelope.
If the recipient must receive a direct invitation, use an email invitation.
If the recipient must work through a mailbox, use mailbox routing.
If external users must start the flow themselves, use a public template link.
If the flow must include review before signing, use approval.
If the participant must sign, use Signer.
If the participant must fill fields, use Assignee.
If the participant only needs a copy, use CC.
If a drawn or typed signature is enough, use electronic signature.
If a qualified signature is required, use QES.
If the signing process must run automatically, use Scenarios, Integrations & API Access, or Application Tokens (API Access).
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
Recipient delivery and completion
Public template links
Mailbox routing
Signing
Approvals and delegation
Automation and integrations
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