How can I check who sent me a signing request before I open it?

When a signing request arrives by email, SignZA asks you to confirm the sender before it shows you the document. The email and the page it opens list the sender's name, company, email address and mobile number, and you choose Yes, I know this sender or No, I don't recognise this sender. These are the details the sender typed in, and SignZA does not check them independently.

Steps

  1. Open the email from SignZA. It says Signature request consent at the top, with the document's title under it.
  2. Look at the dark strip under the heading. It shows a reference number for this document. The blue line below it, This request was sent to, shows your own email address.
  3. Read the Sent by box. It shows the sender's name, company, email address and mobile number.
  4. Look at the note next to Sent by. It reads Domain verified, Domain doesn't match company or Personal email.
  5. If you are not sure who this is, contact the sender with the email address or mobile number in the Sent by box before you answer.
  6. If you know the sender, click Yes, I know this sender. A page on SignZA opens and shows the same details. Click Yes, I know this sender there as well, and the document opens.
  7. If you do not know the sender, click No, I don't recognise this sender. You see a Request declined page, and the document is not shared with you.

Good to know

  • This check is for requests that arrive by email. A WhatsApp link opens with a PIN and has no such step.
  • The sender has to fill in their name, company and mobile number before SignZA will send a document.
  • The reference number on the email belongs to this one document.
  • When you decline, the sender gets an email, and the document shows Declined on their dashboard.

Questions and answers

What do the notes next to Sent by mean?

Domain verified means the sender's email address matches the company name they typed. Domain doesn't match company means it does not, and a warning line tells you to contact the sender. Personal email means they are using a personal address such as Gmail or Outlook, with no warning line.

What if I do not know the sender?

Click No, I don't recognise this sender. Nothing is shared with you, and the sender is told you declined.

Does SignZA prove who the sender is?

No. SignZA shows the details the sender typed in, and a note on whether their email address matches their company name. You decide whether you know them.

I am the sender. How do my details get onto the request?

Fill in your WhatsApp number, full name and company name under Profile in Settings, then click Save profile. SignZA will not send a document until all three are filled in.

As a sender, why does my client see Domain doesn't match company?

SignZA compares the email address you log in with to your company name. Type your company name the way your email address spells it.

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