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Koffyr Documentation

E-signature in requests

Who this is for

Section titled “Who this is for”

Agents, managers, and owners who include PDF forms that require a signature in their COI requests. This page covers what happens after a form is sent — monitoring, reminding, and understanding how signer decisions affect the request.

Before you start

Section titled “Before you start”
  • Forms must be tagged with fields and set to Ready before they can be included in a request. See Forms for setup.
  • The signer receives a signing link by email as soon as the request is sent. No Koffyr account is needed on their end.

Step-by-step

Section titled “Step-by-step”

Monitor signing status

Section titled “Monitor signing status”

Open a request from the Requests dashboard and expand the form item in the panel. The item shows one of:

  • Pending — the signer has not yet opened the link
  • Viewed — the signer opened the link but has not submitted
  • Signed — the signer completed the document
  • Declined — the signer declined

Send a reminder

Section titled “Send a reminder”
  1. Open the request panel.
  2. Click Send reminder.
  3. The recipient receives a reminder email with a fresh link to their signing session.

You can send one reminder per hour per request. If you try again too soon, the button shows a message asking you to wait a few minutes.

Download the signed PDF

Section titled “Download the signed PDF”

Once the item status shows Signed, click the download icon next to the form item. The signed PDF includes:

  • All fields filled by the signer
  • A Certificate of Completion (signer name, email, consent timestamp, IP, tamper-evidence hash)
  • A PAdES-B-T digital signature applied by Koffyr

Manage required vs optional forms

Section titled “Manage required vs optional forms”

Each form item in a request is marked as Required or Optional (default is Required). To change it:

  1. Open the request and expand the form item.
  2. Click the toggle next to the item label.

The distinction affects what happens when a signer declines:

  • Required — the signer sees a warning that declining ends the entire request. If they confirm, the request moves to Terminated and everyone is notified by email.
  • Optional — the signer can decline without stopping the request; only that item is marked as declined, and the request continues.

What happens next

Section titled “What happens next”
  • When all required items in a request are complete, the request advances according to your workflow.
  • If a signer declines a required form, the request is terminated and both the signer and your team receive email notifications.
  • Signed PDFs are stored securely and accessible from the request panel for download at any time.

Troubleshooting

Section titled “Troubleshooting”
  • The signer says they didn’t receive the email. Check their spam folder. You can resend via the Send reminder button.
  • The form item is stuck on Pending. The signer may not have opened the link yet. Send a reminder, or confirm their email address is correct.
  • The request was terminated after a decline. A required form was declined by the signer. You will need to create a new request to restart the process.
Section titled “Related”

Last verified: 2026-05-24