Introduction
Collecting signatures is often the slowest part of any workflow. Chasing people over email or juggling between tools like DocuSign, Google Drive, or email attachments can quickly create confusion. With the PDF Maker integration in Monday.com, you can upload documents, assign signers, track signing status, and receive signed PDFs—all from inside your project board.
This guide walks you through the step-by-step process of collecting eSignatures on documents in Monday.com, complete with screenshots, examples, and practical tips to help you get started.
Step 1: Prepare Your Monday.com Board
Set up your columns to keep signed and unsigned files organized.
Before sending your first document, you need to configure your board. Create a new task (for example, “Sample Document”) and rename it based on your file type, such as “Employment Contract” or “Vendor Agreement.”
Next, add two file columns:
Uploaded PDF – where you’ll upload the document that needs to be signed.
Response PDF – where the signed version of the file will appear once the recipient completes signing.
This structure keeps every document neatly paired: the unsigned version on one side, and the signed version stored automatically in the other.
Step 2: Upload Your Document
Easily add your contract, agreement, or PDF into Monday.com.
Click into the new task and upload your PDF under the Uploaded PDF column. Once uploaded, expand the task by clicking on it—you’ll now see more options for managing the signing process.
Here, you’ll notice four major sections:
Upload File – Choose a document to be signed.
Set Recipients – Enter signer details like name and email.
Output Options (Optional) – Pick where the signed copy should be stored.
Place Signatures and Send Document – Add signature fields and send it for signing.
Step 3: Set Your Recipients
Add the signer’s name and email for secure document delivery.
In the Set Recipients field, type the name and email address of the person who needs to sign the document. If there are multiple signers, you can add more than one recipient.
Each recipient gets a unique signing link to ensure only the intended person can access and complete the document.
Step 4: Place Signature Fields on the Document
Customize where signatures, initials, and other fields appear.
Note:
Once a document is sent, we will create a new document automatically
If a file column is not selected in output options, you can access the signed document in the Documents Tab
When you open the document in the editor, you’ll see a drag-and-drop panel with multiple fillable fields:
Signature – the signer’s digital signature.
Initials – for quick confirmation across multiple sections.
Date – to mark the signing date.
Text, Checkbox, Dropdown – to collect additional structured information.
Drag these elements onto the document where required. For example:
Place a signature box at the end of an agreement.
Add initials to each page for legal compliance.
Insert a date field beside the signing section.
Step 5: Send the Document for Signing
Choose how to deliver the signing link to your recipients.
Once fields are placed, click Send. You’ll have the option to:
Send via Link – generate a secure link you can copy and share.
Send via Email – deliver the document directly to the signer’s inbox.
For simplicity, many teams choose Send via Link. Just copy the link and send it to your signer through email, chat, or any communication channel.
Step 6: Track Document Status in Real Time
Know exactly when your document has been sent, viewed, or signed.
After sending, the task updates automatically. You’ll see the document status displayed clearly in your Monday.com board, with progress such as:
Sent via Link – document sent but not yet viewed.
Viewed – signer has opened the document.
Signed – signer has completed their part.
You’ll also see a progress tracker showing how many out of the total signers have finished signing (e.g., 0/1, 1/1).
Step 7: The Signer’s Screen
Simple, guided signing for your recipients.
When recipients open the link, they see the document with required fields clearly highlighted. A side panel lists what needs to be filled (like signature or date), and a Next/Sign button guides them through. Once all fields are completed, they click Finish, and the signed copy instantly updates in your Monday.com board.
Step 8: Access and Download the Signed PDF
Retrieve your completed documents without leaving Monday.com.
Once the signer finishes, the status updates to Signed, and the file automatically appears in the Response PDF column you created earlier.
You can then:
Open the signed PDF directly from your board.
Download it for record-keeping.
Share it with other stakeholders as proof of completion.
Why Use Monday.com for eSignatures?
Integrate signing workflows with your project management for speed and simplicity.
By embedding eSignatures inside Monday.com, you eliminate:
The back-and-forth of sending attachments over email.
The risk of losing track of documents in long email chains.
The need to log into separate eSignature platforms.
Instead, everything happens in one place—your tasks, deadlines, and documents stay in sync. This makes approvals faster, record-keeping easier, and compliance smoother.
FAQs About Collecting eSignatures in Monday.com
Q1. Can I add multiple signers to one document?
Yes. You can include more than one recipient, and each will receive their own unique link to sign.
Q2. Do signed documents remain legally binding?
Yes. eSignatures collected through this process comply with legal standards like ESIGN, UETA, and eIDAS.
Q3. Where can I find the signed copy after completion?
The signed document is automatically stored in your Response PDF column and can also be downloaded from the document view.
Q4. What if a signer doesn’t respond?
The document will remain in “Sent” status. You can resend the link or invite another recipient if needed.
Q5. Can I add other fields apart from a signature?
Absolutely. You can drag and drop initials, dates, checkboxes, dropdowns, and text fields to collect structured responses.
Conclusion
Managing eSignatures in Monday.com streamlines an otherwise clunky process. Instead of bouncing between apps, you can prepare, send, track, and store all your contracts and agreements directly inside your board.
For teams that already rely on Monday.com for managing tasks and workflows, this creates a seamless approval process—faster sign-offs, better visibility, and everything in one place.