TaskRox Help & User Manual

Open Settings ▸ Signature to save how your signature looks — upload an image, draw it on the canvas, or type your name in a signature font. Mark one as your default; it is applied automatically when you sign. Your saved signatures are private to you. Saving a signature is only an appearance — it is not, by itself, authority to bind your organisation to a contract (see Signatory authority below).

From a project's Signature register, choose “Send for signature” and pick a generated document (only template-generated PDFs can be signed, so the placed fields land precisely). Add recipients — team members or external email contacts — choose the formal role each signs as, and set the signing order (sequential or parallel). You then drag signature / initial / date / name / title fields onto the document and assign each to a recipient; if the template carries role anchors, “Auto-place” positions them for you. You can also use “Generate & send for signature” straight from the document-generation screen.

Internal team members sign in-app at the document's signing page: they review the document, agree to the electronic-signature consent, and click Sign — their saved appearance is stamped onto their fields. External counterparties receive a secure, single-use email link to a public signing page; depending on what the sender chose they confirm their identity with a one-time code (email or SMS) before viewing the document, give consent, then type their signature and sign or decline with a reason. Every step — viewed, consent, identity verified, signed — is recorded with timestamp, IP address and method.

When all parties have signed, TaskRox seals the document: it flattens the signed pages, appends a Certificate of Completion (the full audit trail), embeds a tamper-evident PAdES digital signature, and records a SHA-256 content hash. The sealed PDF is downloadable from the envelope detail page and is verifiable in Adobe Acrobat / standard PDF tools. Any later edit to the file breaks the signature (“digest mismatch”), which is what makes it tamper-evident.

Signing as a formal contractual role (Superintendent, Principal's Representative, Principal, Contractor, Contractor's Representative) requires authority — a saved signature is not enough. Workspace and project admins grant authority under Signature ▸ Authority (per project, or org-wide for org admins). If an internal signer is assigned a formal role without authority, sending is blocked with a clear message until the grant is made. External counterparties sign as their own party and are not gated by your authority register.

The project Signature register lists every envelope with its status and recipient progress; the workspace “My Signatures” inbox shows everything awaiting your signature plus what you've sent, across all projects. Notifications tell senders when a document is signed, completed or declined, and remind recipients that a document needs their signature.