Create Documents

Last Updated: October 02, 2026

Use the Sign document builder to configure a document, assign fields to signers, and send the document for signature.

Requirements

Review the Requirements before starting.

Process Overview

You perform these high-level procedures:

  1. Upload a PDF.
  2. Add Signers.
  3. (Optional) Set Signing Order.
  4. Add Fields and Assign Signers.
  5. (Optional) Select Storage.
  6. Finalize the Document.

1. Upload a PDF

Follow these steps:

  1. In Vasion Automate select Sign from the left-side navigation.

  2. On any of the tabs, select the + Document button.
    Sign page showing + (add) Document button.

  3. In the document builder, enter a name in the Document Title field. The name cannot exceed 100 characters.
  4. Do one of the following to upload a PDF:
    1. Drag a PDF onto the page.
    2. Select Choose File, and select your file.
Sign page showing Upload a PDF section and side panel.

2. Add Signers

Add Signers Manually

Follow these steps in the document builder:

  1. Select the + Add Signer button.
  2. You can add one or more of the following:
    1. Existing signer: In the Add signers field, search for and select a signer.

    2. New external signer: In the Add signers field, select Add New External Signer. Add the signer's first name, last name, and email address. Select the check mark.

      Manage Signers modal showing signers and Send Settings section.

      You can edit a new external signer by hovering over the signer and selecting the Edit button Edit button.. Select the check mark to save your changes.

  3. Select Save.

3. (Optional) Set Signing Order

To configure signing order and send options for multiple assignees, do the following:

  1. In the Send Type field, select the following:
    1. Assigned Send: Each signer completes their assigned fields.

Configure Assigned Send

Selecting the Assigned Send option requires a signing order selection. To select a signing order, do the following:

  1. In the Signing Order field, select one of the following:

    1. In Order: Signers receive the document in the order listed. Each signer must complete their signature before the next is notified.

      The order of signers in this modal determines which order the document sends to signers. For more details about reordering signers, refer to Reorder Signers.

    2. Any Order: All signers are notified at the same time and can sign in any order.

4. Add Fields & Assign Signers

You can add fields automatically using auto zoning or manually. When you use auto zoning, you assign signers to fields after auto zoning completes. When you add fields manually, you assign signers to fields when you add the fields.

Add Fields Automatically (Beta)

Save time by using AI-powered auto zoning to automatically detect and place fields on your document. You retain full control over the document, so you can adjust, remove, and add fields manually after auto zoning completes.

This feature is in beta, and is available in the APAC, EMEA, and US regions. Contact your Vasion representative for more information.

Results might vary depending on document content and formatting. Review all auto-added fields before sending.

Use Auto Zoning

Auto zoning removes any manually added fields. Use auto zoning before adding fields manually. Follow these steps in the document builder:

  1. In the Fields section, select the Auto-Add Fields button.
  2. If you already added fields manually, select Remove in the Remove existing fields modal. Auto zoning replaces manually added fields with auto-added fields.
  3. Review all auto-added fields. A confirmation message appears that tells you how many fields were added.
You cannot manually add fields until the auto zoning process has finished.
Fields section showing Auto-Add Fields button and fields that can be added manually.

Cancel Auto Zoning

While auto zoning is running, select the X button to cancel the process.

Retry Auto Zoning

If the auto zoning results are not what you expected, select the Retry button Retry button. in the Fields section to remove existing auto-added fields and run auto zoning again. If results are still not what you expected, select the trash can button to remove the fields, and add fields manually. For more details refer to the Add Fields Manually section below.

Sign document builder showing Retry button and trash can icon.

Remove Auto-added Fields

To remove all auto-added fields from the document, select the trash can button in the Fields section, and then select Remove in the modal.

Removing fields cannot be undone. Confirm that you want to remove all auto-added fields before proceeding.

Assign Signers to Auto-added Fields

Follow these steps:

  1. Select the field.

  2. Select a signer from the Assigned to dropdown menu.

    Document builder showing "Assigned to" field.

  3. (Optional) Enter a label in the Field Label (optional) field.

Add Fields Manually

When you add fields manually, you select the signer before placing the field.

Follow these steps in the document builder:

  1. Select a signer from the Add fields for dropdown menu.
  2. Drag a field from the Fields section onto the document.
    1. If a signer is not selected, select one from the Assigned to dropdown menu.
  3. (Optional) Enter a label in the Field Label (optional) field.
  4. Repeat these steps to add more fields for the same signer.

Document builder showing fields on document and Fields panel.

Vasion recommends that you add signers before manually adding fields. If you add fields without adding one or more signers, each field is designated as Unassigned. You must then manually select the signer.

To add fields for multiple signers, repeat the above steps, and select a different signer during step one.

For more information on each type of Sign field, refer to Sign Fields & Templates Reference.

5. (Optional) Select Storage

Follow these steps in the document builder:

  1. In the Storage (optional) section, select the Edit icon "Edit" icon..

  2. Search for and select the destination folder. If it is your first time connecting to a third-party integration, complete the authentication steps to view folders.

    Select Folder modal showing My Files tab.

    The New Folder option is available only for Storage and not third-party storage providers.

  3. Use the Select button after locating the desired folder location.

6. Finalize the Document

Save a Draft

To save a draft of the document, select the Save button in the upper-right corner.

Send for Signature

After you finish adding and assigning fields, select the Send button in the upper-right corner.

Document builder showing Save and Send buttons.

Next Steps

Refer to the following: