Preparation
The document arrives ready, the signer just signs
You mark where to sign, what to fill in and what to tick, just once. Whoever receives the document finds every field in place, numbered and already filled in wherever possible: no printing, no “could you send the PDF back with your tax code?”.
A signature can fail before it even arrives
A contract sent back because a date is missing, a privacy consent box left empty, the signature placed on the wrong page: these are the most expensive delays, because they come to light after the fact. In kSign the document is prepared before it goes out. Every field belongs to a specific signer, required ones block the signature until they are filled in, and nobody has to retype the details you already know.
How it works
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Upload the document
Drag in a PDF or a Word file, which kSign converts to PDF by itself, or paste the link to an online document. If the file already contains placeholders, the fields appear straight away in the right place.
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Drag in each signer’s fields
Pick the signer and bring signature, text, date, checkbox, choice or statement onto the document. Each person has their own colour, so you see at a glance who signs where; every field can be duplicated, moved and resized.
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The signer fills in and signs
On the signing page the fields are numbered and guide them one after another. Prefilled ones need no touching, required ones must be filled in before signing. On signing, values, date and signature box are printed into the PDF.
A well-prepared document comes back signed the first time.
What you can do
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Six field types
Signature; free text, with a label and maximum length; date, filled in at the moment of signing in the format you choose; tick box; choice between several options in the same group; statement, a fixed text such as “Read and approved” printed next to the signature.
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Signer details already filled in
A text field can fill itself in with its signer’s first name, last name, full name, email or phone. The value is written at the moment of signing with the final details: if the person verified their identity with the Italian electronic ID card (CIE), they are the card’s.
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Smart anchors in the text
Write a placeholder such as {{s1|signature}} or {{s2|date}} in your Word template, perhaps in the same colour as the background: on upload kSign recognises it and creates the field exactly there, for the right signer. The syntax is compatible with Yousign’s, so documents already prepared work as they are.
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Statements that complete themselves
In a statement you can insert %fullname%, %email%, %date% and %datetime%: on signing they become the signer’s name, email, date and time. “Read and approved on %date%” comes out on the PDF with the real day, without anyone typing it.
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Warning on already-signed PDFs
If the document already carries someone else’s digital signature, kSign tells you before sending, with the signer’s name read from the certificate: signing it again would make that signature show as altered. You decide whether to send anyway, and the confirmation stays in the request’s log.
Frequently asked questions
Can I upload a Word file instead of a PDF?
Yes. A DOCX document is converted to PDF by kSign on upload, and from then on you work on the PDF: that is what signers see and sign. Placeholders written in the Word file are recognised after conversion too.
How do I write placeholders in the document?
Between double curly braces, with the signer number and the field type: {{s1|signature}} is the first signer’s signature, {{s2|text|label=Tax code|required}} a required field for the second, {{s1|mention|text=Read and approved on %date%}} a statement. s1, s2, s3 follow the order in which you add the signers. The full guide is inside kSign, at upload time.
Can the signer edit the document?
No. The signer fills in only the fields you assigned to them — not other people’s, not the prefilled ones — and the rest of the PDF stays as it is. The values entered are printed into the document at the moment of signing, and from then on any change would be detectable.
Can I reuse the same preparation for similar documents?
Yes, in two ways. If the document comes from your own Word template, the placeholders do the work at every upload. If the PDF is always the same, save it in kSign as a document template, with the signer slots and fields already in place: the next request starts from there.
The other kSign features
Sign your company documents with kSign
Request a demo: we’ll show you how kSign makes signing fast, compliant and non-repudiable.
Alex