This guide explains how to send a multi-party e-sign document in Doculan, where two or more recipients must review and sign the same document in a defined order.
A multi-party document allows you to send one contract to multiple signers (Party 1, Party 2, Party 3, etc.).
Each recipient receives the document in sequence, after the previous party has completed their signing.
Switch to the Parties tab to define recipients.
Steps to Add Parties
- By default, you'll see Party 1 already listed.
- Click the Add Party button to create additional recipients.
- Fill in their details (Party 2, Party 3, etc.).
- Verify that the fields you placed earlier are linked to the respective Parties by relating the colour of the Fields to colour of the Party.
- Repeat this process for every signer.
Important: Each party must have a valid email address, and every field (Signature, Date, etc.) must be linked to a specific party.
- Click Save once all parties are added.
When multiple parties are added, Doculan follows a sequential signing flow:
- Party 1 receives the email first.
- Once Party 1 completes signing, the document is automatically sent to Party 2.
- The sequence continues until all parties have signed.
Once your parties and fields are set:
- Click Send Mail to open the mailing setup page.
- Choose Single Mail.
- Enter all Party Names and Emails as added previously.
- Choose the Expiry Date and Reminder Frequency.
- Write your email content manually or click AI Assist to generate it.
- Drag the Document Link placeholder into the email body.
- Click Send Mail.
Emails are sent sequentially to each party. You can also schedule the email for a future date/time.
After sending, navigate to your folder and click Audit for that document.
You can view:
- Party details (Name, Email)
- Document status: Sent, Opened, Signed, Completed, Expired, Declined
- Timestamps for every action
- Sequential signing progress
| Action | Description |
|---|---|
| Audit | Timestamps and activity logs |
| Resend | Available only if the email is expired |
| Cancel | Cancels ongoing signing process |
| Download | Available if the document is completed |
Each party experience happens in order.
- Receives the first email with the document link.
- Clicks the link to open the Signing Page.
- Verifies OTP sent to their email.
- Reviews, fills in the required fields, and signs.
- Clicks Submit.
Document Attachment
Once Party 1 completes signing, the document is automatically sent to Party 2.
- Receive an email notification only after the previous signer completes their action.
- Click the document link and verify OTP.
- They can view previously filled fields before completing their own.
- Fill in their details, sign, and click Submit.
Document Attachment
Recipients can click AI Assist on their signing screen to ask document-specific questions.
AI Assist works only for the uploaded document. It does not answer unrelated queries.
| Status | Description |
|---|---|
| Declined | A recipient can choose to decline and provide a reason. The sender is notified immediately. |
| Cancelled | The sender can cancel the document anytime before completion. The sender is notified immediately. |
| Expired | When the Recipient failed to submit document before the validity. The sender is notified immidiately |
| Completed | When all parties have signed, the process finishes automatically. |
When completed:
- A Certificate of Completion is generated.
- The signed document is SSL certified.
- Copies are emailed to all parties.
- Status updates to Completed.
Open Order Trail from the document actions menu to view:
- When the document was sent, opened, and signed by each party.
- Timestamps and activity logs.
- Party sequence and status summary.
Party 1 Audit
Party 2 Audit
This ensures a verifiable audit history for compliance and legal verification.
You've successfully sent a multi-party e-sign document!
Your workflow is now complete, all parties have securely signed, and the document is stored, certified, and traceable.
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