E-signature in SwiftChecklist lets you embed agreement signing directly into the client's onboarding portal. Instead of routing the client to a separate e-signature platform and creating a second portal link to manage, the signature step is one field in the checklist sequence.
Clients sign at the right point in the flow — after confirming scope, before making payment — without losing their context or wondering what comes next.
Preparing a document for signature
Step 1: Upload the document
From the template or instance where you want to add the signature:
- Add a new field and choose the field type E-signature
- Click Upload document and select your PDF or DOCX file
- Wait for the document to process (usually a few seconds for files under 10MB)
- The document preview appears in the field editor
Supported formats: PDF, DOCX, DOC. Maximum file size: 25MB. If your file is larger, compress the PDF or split the document before uploading.
Step 2: Add signature fields to the document
After uploading, use the document editor to place interactive fields:
Signature field: The signer's drawn or typed signature. Required for a valid e-signature.
Date field: Auto-fills with the date of signing. Use this instead of asking the signer to type the date manually — auto-fill prevents date errors.
Initials field: For documents where specific pages or clauses require initials (common in multi-page retainer agreements).
Text field: For documents that require the signer to fill in information — for example, a billing address or phone number on the signature page.
To place a field: click the field type you want, then click the location on the document where it should appear. Drag and resize fields using the handles. Fields can be placed on any page.
Step 3: Assign the signer
Each signature field is assigned to a signer role. By default, the only signer is the client (the person receiving the portal link). If your document requires multiple signers:
- Open Signers in the field settings panel
- Add additional signer roles (e.g., "Firm Partner," "Co-signer," "Guarantor")
- Assign each signature field to the appropriate signer role
- For each signer role other than the client, enter the email address of the designated signer
Multiple signers receive separate signing invitations. The default signing order is: client signs first, then additional signers receive the document in the order you specify.
Step 4: Write the signature field label and instructions
The label is what clients see in the checklist step list. The instructions appear above the document in the signing view.
Good label: "Sign your engagement agreement" Poor label: "Sign document"
Good instructions: "Please review the engagement agreement below and sign at the bottom of page 3. If you have questions about any of the terms before signing, reply to your invitation email." Poor instructions: "Please sign."
Clear instructions reduce hesitation and reduce the number of clients who abandon the signature step to ask a question.
The signing experience for clients
When a client reaches the signature step in their portal:
- They see the checklist step label and instructions
- They click Open document
- The document opens in a full-screen viewer within the portal (no separate app or plugin required)
- The interactive fields are highlighted for the client to complete
- After completing all fields, the client clicks Submit signature
- The signed document and certificate of completion are generated immediately
- The client returns to the checklist, where the signature step is now marked complete
The entire flow happens within the portal. The client never leaves the portal or visits a different URL.
Downloading and accessing signed documents
From the client's side: After signing, the client receives a confirmation email with a download link for the signed document and the certificate of completion. They can also re-open their portal link to download documents from the completed signature step.
From your team's side: Signed documents are accessible from the checklist instance view under the signature field's detail. Click Download signed document or Download certificate from the field record.
From the client record: All signed documents across all instances are accessible from the client record's Files section, organized by instance and field.
Storing signature documents
Signed documents and certificates of completion are stored in your SwiftChecklist account. There is no automatic expiration of stored documents while your account is active.
For your own backup and records retention requirements:
- Download signed documents and store them in your practice management system or document management platform
- Export documents to connected storage integrations (Google Drive, Dropbox) using the integrations settings
- For legal and compliance requirements, maintain your own retention schedule independent of SwiftChecklist's storage
Certificate of completion
Every signed document generates a certificate of completion that includes:
- Signer name and email address
- IP address at the time of signing
- Timestamp (date and time in UTC)
- Browser and operating system information
- A tamper-evident hash of the signed document
The certificate is legally sufficient for ESIGN Act and UETA compliance in the United States. For international use, check the requirements of your specific jurisdiction — most EU countries accept this format under eIDAS Simple Electronic Signature standards.
Troubleshooting
Client says the document did not open Check that the client is using a current version of Chrome, Firefox, Safari, or Edge. The document viewer requires JavaScript to be enabled. If the client is using a corporate device with browser restrictions, the IT department may need to whitelist the SwiftChecklist portal domain.
Client signed but the step is still showing as incomplete The step updates in real time after signing. If it remains incomplete after several minutes, ask the client to refresh their portal page. If the issue persists, contact support with the instance ID.
The uploaded document looks incorrect in the preview This can happen with complex DOCX files that use unusual formatting. Convert the document to PDF before uploading — PDF renders more reliably in the signing viewer. If the PDF preview still looks incorrect, check that the source file does not have security restrictions or password protection.
Signature fields are misaligned on the document Field placement is relative to the document layout. If the document changes after fields are placed — for example, if you re-upload a different version of the engagement agreement — re-open the document editor and reposition the fields.
Continue with
- Payment requests — configure the payment step after signature
- Review and handoff — what to check when a signed document arrives
- Build your first checklist — add the signature step to a template