Noots Signatures
Send a file you already have for signature, follow who has signed, and read the record it leaves.
Noots Signatures turns a file you already have into a request to sign it. Pick a document from a project, a task or a chat, choose who should sign, and each person gets it as a direct message and a notification, with the document rendered properly and a prompt underneath it. It is an extension: install it from Org settings → Extensions, or have it ticked for you by the Legal & Professional Services, Government & Public Sector or Engineering & Construction industry. It carries no plan requirement and works on every plan, Free included.
A signature here records who signed, the exact moment, the account they were signed in as, the address and browser they signed from, and a fingerprint of the exact bytes they were shown. That is a record of what happened in your workspace, and the app says as much on its own screen. Whether that record is enough for any particular purpose is a question for whoever is asking for it. Noots claims nothing about its effect, and it is not a connection to an outside signing service - this is Noots' own feature and it talks to nobody else.
Everyone who signs must be in your workspace
Know this one before you plan around it. A signer is an active member of your organization, identified by their own signed-in session. There is no emailed link that acts as the authority to sign, so a client, a supplier or a counterparty who is not in Noots cannot be sent one. That is a deliberate limit rather than a gap, and it is why the picker only ever offers you colleagues. Membership is re-checked in the same step that files each signer rather than only in the picker, so a request naming nobody who is a member is withdrawn instead of sitting there for ever. You also cannot ask yourself to sign.
Sending one
- 1Open Signatures from the app launcher, or use Request signature on the file itself from a project, a task or a chat.
- 2Starting from the launcher, search for the document. Project documents and task attachments are searchable there; a chat attachment is sent from the chat file dialog itself.
- 3Tick who should sign - colleagues, up to twenty of them.
- 4Turn on One at a time, in order if the order matters. Otherwise everybody is asked at once.
- 5Choose how long a signature stays valid: Never, 30 days, 90 days or a year. It counts from the moment each person signs, not from today.
- 6Give it a title and an optional note, then press Send for signature.
What you can send is a file with real stored bytes in the workspace. A link saved as a document has nothing to fingerprint, so it is refused with that as the reason. AI-written client documents and Notes are deliberately not signable either - neither has a fixed artefact behind it, and a signature over bytes that are not pinned is a signature over nothing.
Signing it
A signer opens the request, reads the document in place, and signs one of three ways: type their name, draw it, or just agree with no mark at all. The three are equal in the record and the screen says so - the name, the exact time, the account and the device are captured identically whichever is used. Typing is the default because it is the one that needs no pointer. All three need an affirmation ticked first, and that tick is re-checked on the server rather than trusted from the page.
What the record holds
| Recorded | Where you can see it |
|---|---|
| Who - the account, resolved to their name | On the request, and in the signed record |
| When - the exact instant, stamped by the server | On the request, and in the signed record |
| How - typed, drawn or agreed, with the mark itself | On the request, and in the signed record |
| The fingerprint of the document they were shown | In the signed record |
| The address and browser they signed from | Only in the signed record |
Everybody who can already see the file can see who has signed it - that is the point, so the answer travels with the document instead of living in one person's sent items. The address and browser are not in that view at all. They are in the downloadable Signed record, and that download is open to the sender and the signers only. A workspace should not publish a colleague's address to everybody who can open a file.
Whether the file still matches
The document is fingerprinted when the request goes out, and again at the instant each person signs - and it is checked again every time anybody opens it rather than filed once and forgotten. There are three answers, never two: the bytes still match, the bytes have changed since, or there is nothing left to compare because the file has gone. A changed file is reported against the signer it affects - the file is no longer what that person saw when they signed it - and is never smoothed over.
Following it, chasing it, withdrawing it
The page opens on Received, the half that might be overdue, with Sent beside it. A request is Waiting, Complete or Cancelled, and each person on it is separately Not opened, Opened, Signed, Declined, Expired or Cancelled - one person declining does not cancel the request. As the sender you can Ask again, Withdraw it, or Ask for a fresh signature, which opens a new request over the file as it stands today and cross-references the old one rather than reviving it.
- First chase
- Three days after sending, then every three days - three asks in all, then it stops.
- Expiry warnings
- Up to four, a week apart, over the month before a signature lapses.
- When they arrive
- 09:00 on the recipient's own clock.
- Signers on one request
- Up to 20.
- Plan
- On every plan, Free included.
Cancelling a request stops every queued reminder immediately, rather than leaving them to go on asking people about something that is no longer live. It never touches a signature somebody has already given - those stay exactly as they were. And a decline on an in-order request stops the queue rather than skipping to the next person, so nobody signs after a refusal unless you re-issue deliberately.
The signed document and its record are two files that name each other, not one stapled artefact: Document gives you the bytes, Signed record gives you the whole trail as text. Nothing in this build composites the two into a single stamped PDF, and the product does not imply otherwise.