Signing a document
Some Katalyz rooms embed documents that need your signature — proposals, contracts, NDAs, order forms. Here's how to sign.
Find the signature widget
A signature widget appears as a card inside a section of the room — envelope title, the documents, how many signers have signed, the deadline — with a Sign button (Approve, if you were added as an approver rather than a signer).
[SCREENSHOT: A signature widget embedded in a room, with the "Sign" call-to-action]
Click "Sign"
This opens the signing ceremony — a dedicated view with the full document and all the fields you need to fill.
Authenticate (if required)
The sender picks one authentication method per recipient, so you'll go through whichever they chose for you:
- Email link — clicking through from the email already identified you; no extra step
- SMS code — a code is texted to the phone number the sender put on your recipient row
- ID verification — you're asked to verify your identity document
- Access code — the sender sets a code and shares it with you out of band; type it in
Review the document
Scroll through the full document. Take your time — once signed, this is legally binding.
Fill the fields
You'll see fields highlighted on the document:
Field | What you do |
|---|---|
Signature | Draw or type your signature |
Initials | Draw or type your initials |
Date | Auto-filled with today's date (usually) |
Text input | Type the requested value (e.g. a company address) |
Katalyz walks you through each field in order — click Next to move through them.
Click "Confirm" to sign
When all required fields are filled, click Confirm at the bottom. That's the legally binding action.
You'll see a confirmation screen showing the document has been signed.
What happens next
- You get an email with the sealed PDF as an attachment
- The sender is notified immediately
- Other signers (if any) are notified next (for sequential routing) or were already notified (for parallel)
- Once everyone has signed, the envelope moves to Signed and a final sealed PDF is generated and emailed to all parties
Download your signed copy
The email you receive includes the sealed PDF as an attachment. Save a local copy for your records.
You can also re-download anytime from the signature widget in the room — once the envelope is Signed it shows a Download signed copy button.
Is this legally binding?
Yes. Katalyz signatures are electronic signatures suitable for most commercial contracts. The signed PDF is cryptographically sealed, which means any modification after signing is detectable. This is the same technology underlying most major e-signature platforms.
For specific framework compliance details and country-specific requirements, consult your legal team.
What if I don't want to sign?
Decline with a reason
Before confirming, you can click Decline and optionally add a reason. The sender is notified, your name on the envelope shows as Declined, and the envelope itself moves to Declined.
Just close the window
If you close without confirming, your row on the envelope stays at Viewed and the envelope stays Awaiting signatures. You can come back and complete later, or tell the sender you're not signing.
Common concerns
"My name and email are wrong on the envelope."
Contact the sender. They'd void the existing envelope (that's how an envelope is cancelled — its status becomes Voided) and send a new one with corrected details.
"I need to sign on behalf of someone else."
If you're signing on behalf of a colleague or executive, make sure the sender knows — they may need to adjust who's listed as the signer. Signing as someone else can invalidate the signature legally.
"I want to review with my legal team first."
Download the unsigned document (most signature widgets let you view-only download), send it to legal, discuss, then come back to sign.
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Updated on: 01/10/2026
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