The Udext E-Signature is a secure and easy-to-use signing tool that helps you collect legally binding signatures, streamline policy acknowledgments and form completions, and centralize signed documents with audit trails - all delivered via SMS.
Employees can receive a secure signing link by texting a designated keyword (e.g., “sign,” “forms,” “acknowledge”) to your company’s Udext number. You can also send signature requests at scale via Broadcasts or individually in Inbox. Keyword-based flows are ideal for self-serve forms that require signatures.
This guide will walk you through setup and best practices.
1. Access the E-Signature App
Log in to the Udext platform.
Go to Apps.
Click E-Signature.
2. Create a New E-Signature Envelope
Click Create New E-Signature.
Fill in:
Envelope Name – a clear, searchable title (e.g., “2025 Safety Policy Acknowledgment”).
Envelope Description – short context for recipients (and future you).
Access Controls
Who can view Signed Documents – choose which admins/managers can view/download completed files.
Who can view Analytics – choose who can see performance metrics (e.g., completion rates).
Notifications
Notify user about signed documents – pick a teammate to receive alerts as signatures come in.
Upload the Document
Upload a PDF (max 25 MB).
Tip: lock your final layout before upload to avoid version mismatches.
3. Add Fields (Drag & Drop)
Drag fields onto the PDF where recipients must complete them.
Typical fields include Signature, Initials, Date, and Text/Checkbox inputs.
Mark Required fields that must be completed before submission.
Align and size fields so they’re easy to tap on mobile.
When finished, click Done to save your envelope.
Best practice: Keep only the fields you truly need, shorter forms get signed faster.
4. Share Your E-Signature Request
You can send your envelope in three ways:
Broadcast
Attach the envelope to a broadcast so recipients get a secure link via SMS.
Great for company-wide acknowledgments or policy updates.
Inbox
Share inside a 1:1 or group conversation when you need a specific team or person to sign.
Keyword
Attach the envelope to a Keyword so employees can self-serve.
Example: texting “sign safety” to your Udext number returns a secure link to sign.
5. Track Status & Manage Signatures
Status at a glance: See who has not opened, viewed, or signed.
Signed Documents: Open any completed record to view or download:
The signed PDF
The audit trail (timestamps, signer info) for compliance and record-keeping
Analytics (for permitted users): Monitor envelope-level trends such as send volume and completion rates.
6. Tips & Best Practices
Name clearly: Use a naming convention (e.g., “YYYY-MM Policy – Team/Region”) for easy search later.
Test first: Send to yourself or a small pilot group to confirm fields are placed correctly - especially on mobile.
Keep it short: Fewer required inputs = faster completion and higher adoption.
Use Keywords for scale: Perfect for recurring acknowledgments and seasonal policy updates.
Limit & format: PDF only, max 25 MB.
Start Collecting Signatures Today
Create a streamlined, secure SMS-based signing flow for policies, forms, and acknowledgments - send via Broadcasts, 1:1 in Inbox, or with self-serve Keywords.
Need help setting it up?
Chat with us directly or email [email protected].