How to Request PDF Signatures: Fields, Recipients and Completion

A signature request is a document workflow, not just an image placed on a page. The sender needs the right PDF, the right recipients, clearly assigned fields, and a way to review what was completed. Preparing those details before sending reduces avoidable corrections.

This guide walks through a practical PDF workflow using Aiinak Sign. It describes preparation and review steps rather than promising that one signing process suits every agreement. Confirm your document requirements, app access, and usage before a rollout.

Start with a document that is ready to send#

Review the source document before creating the request. Check names, dates, attachments, page count, and any text the recipients must understand. Export a clean PDF and open that exported file: a correct source document does not guarantee that its final PDF has the expected pagination.

If the text still needs review, finish that work in a document editor first. Aiinak Docs is the Word-document editing part of the suite; Sign is the PDF signature-request part. Moving between the two is a workflow decision, not a reason to treat them as the same app.

1. Check the recipients and their responsibilities#

Identify who should complete the request and who only needs to receive information. Verify each email address against an approved source. A familiar display name is not enough to establish that an address is correct.

• Confirm the person or role expected to sign.
• Check whether multiple recipients need different fields.
• Separate required actions from informational copies.
• Choose the internal owner who will monitor completion.

Use a representative internal test to check recipient fields and completion review before rolling a new process out to customers.

2. Place fields where the recipient can use them#

In Aiinak Sign, the sender prepares the PDF, adds recipients, and places fields on the rendered pages. Review the field placement at a useful zoom level. A field that looks acceptable in a small preview may cover important text when someone opens the full page.

Check every page that contains a field. Make sure a recipient can understand what information belongs in it and that the field is assigned to the intended person. Confirm that the correct document version is attached before the request leaves your business.

3. Review the outward action before sending#

Sending is a separate step from drafting. Review the document, recipients, and configured fields together. If an AI employee is involved, confirm which supported actions it can perform, the ownership scope it uses, and whether the send action requires your approval.

Aiinak’s supported signing-agent actions use ownership and permission checks. That does not mean an agent may send any agreement to any person. Define the permitted workflow and review the requested action before delegating it.

4. Follow the request through to completion#

A recipient uses a personal signing link to complete assigned fields and draw or type a signature. Do not treat a sent email as proof that the document is finished. Review the request status and the information available for the actual signing flow.

When signing completes, Aiinak Sign produces a stamped PDF and completion evidence. Review the resulting document and certificate together. Check that the completed fields match the request you intended to send and that the final file is the one you plan to retain.

5. Keep the completed file in the right business workflow#

Decide where the completed document belongs, who needs access, and how your team will identify it later. Use a clear name and an appropriate location. If your process saves a file into Drive, verify the destination and sharing settings rather than assuming that every person in the workspace should receive access.

For a repeatable process, record a short internal checklist: source document, recipient review, field review, send approval, completion review, and filing. Reuse the checklist while continuing to inspect the details of each request.

Before you choose a plan or automate the process#

Confirm Sign access and usage with the team. A storage purchase or an AI employee’s starting price does not establish a signature allowance. If you are new to the suite, create a business workspace and review the workflow requirements before expecting access to every app.

The useful starting point is one representative document and a clearly defined review process. Once you can explain who prepares, approves, completes, and retains it, you can evaluate whether the product fits the way your business works.