Create & Manage Documents

Last Updated: May 20, 2026

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

Requirements

Review the following requirements:

  • Access to Vasion Automate and Sign.
  • A user account with appropriate permissions.
  • A PDF to upload.

Process Overview

You perform these high-level procedures:

  1. Upload a PDF.
  2. Add Signers.
  3. Add Fields and Assign Signers.
  4. 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 + 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 showing document builder.

2. Add Signers

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.

      Sign document builder showing Manage Signers modal.

      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. If you have more than one signer, do the following:
    1. In the Send Type field, select the following:
      1. Assigned Send: Each signer completes their assigned fields.
    2. 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 the Reorder Signers section below.
      2. Any Order: All signers are notified at the same time and can sign in any order.
  4. Select Save.

3. 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. Contact your Vasion representative for more information.

Results might vary depending on document content and formatting. Review all autoplaced 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 autoplaced fields.
  3. Review all autoplaced fields. A confirmation message appears that tells you how many fields were added.
You cannot manually add fields until the auto zoning process completes.
Sign document builder showing Auto-Add Fields button.

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 autoplaced fields and run auto zoning again. If results are still not what you expected, select the trash can icon 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 Autoplaced Fields

To remove all autoplaced fields from the document, select the trash can icon in the Fields section, and then select Remove in the modal.

Removing fields cannot be undone. Confirm that you want to remove all autoplaced fields before proceeding.

Assign Signers to Autoplaced Fields

Follow these steps:

  1. Select the field.

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

    Sign 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.

Sign document builder showing Fields section and fields on document.

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 Vasion Sign field, refer to Sign Fields Reference.

4. 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, follow these steps:

  1. Select the Send button in the upper-right corner.

    Sign document builder showing Save and Send buttons.

  2. (Optional) In the modal that appears, select Store and then a destination folder to save the document in Vasion Storage after it is completed.

    Sign document builder showing Store Document After Completion? modal.

Manage a Document Draft

Manage Signers

Follow these steps:

  1. Select Sign from the left-side navigation.
  2. On the Documents tab, do one of the following:
    1. Select the document draft line item.
    2. Select the More menu More menu. to the right of the document draft, and select Open.
  3. Make your changes in the document builder.
  4. Select Save.

You cannot edit an existing signer. You must delete and add the signer again.

Sign page showing Documents tab, draft document, and expanded More menu.

Add a Signer

To add a signer, refer to the 2. Add Signers section above.

Reorder Signers

Follow these steps in the document builder:

  1. Select the Manage Signers button.

    Sign document builder showing Signers section.

  2. Ensure that In Order is selected in the Signing Order field.
  3. Select the Reorder icon Reorder icon. to the right of a signer, and drag the signer to a new location in the list.
  4. Select Save.
Sign document builder showing Manage Signers modal.

Delete a Signer

Follow these steps in the document builder:

  1. Select the Manage Signers button.

  2. Hover over the signer, and select the X button.

    Sign showing Manage Signers modal and X button for signer.

  3. Select Save.

Edit a Document Draft

Follow these steps:

  1. Select Sign from the left-side navigation.
  2. On the Documents tab, do one of the following:
    1. Select the document draft line item.
    2. Select the More menu More menu. to the right of the document draft, and select Open.
  3. Make your changes in the document builder.
  4. Select Save.
Sign page showing Documents tab, draft document, and expanded More menu.

Change the PDF

Follow these steps in the document builder:

  1. Select the trash can icon in the PDF section.

    Sign document builder showing PDF section.

  2. In the modal select Remove.
  3. Upload a new PDF.

Changing the PDF removes any fields you added but does not remove signers.

Add Fields & Assign Signers

To add fields and assign signers, refer to the 3. Add Fields & Assign Signers section above.

Delete a Field

Follow these steps in the document builder:

  1. Select the field.

  2. Select the trash can icon in the upper-right corner of the field.

    Sign document builder showing field and trash can icon.

Delete a Document Draft

Follow these steps:

  1. Select Sign from the left-side navigation.
  2. On the Documents tab, select the More menu More menu. to the right of the document draft.
  3. Select Delete.
  4. In the modal select Delete.

Manage a Sent Document

View and Download the Document

You can view all documents, but you can download only documents with the Completed status.

You can download the completed document from the notification email or by following these steps:

  1. Select Sign from the left-side navigation.

  2. On the Sent tab, locate the document. You can use the Search button Search button. to find the document.

  3. Select the document line item, or select the More menu More menu. to the right of the document and select View document.

  4. Select the Download button.

  5. Select Download Signed Document.

Internal signers can download the completed document from either the notification email or the Inbox tab. External signers can download the completed document from only the notification email.

Cancel a Signature Request

You can cancel a document that is In Progress. Canceling a document stops the signing process and is permanent.

Follow these steps:

  1. Select Sign from the left-side navigation.

  2. On the Sent tab, locate the document. You can use the Search button Search button. to find the document.

  3. Select the More menu More menu. to the right of the document.

  4. Select Cancel.

  5. In the Cancel Signature Request modal, select Yes, Cancel.

Next Steps

Refer to the following: