E-Signatures and the Document Builder
Firm Chambers includes a built-in e-signature workflow and document builder so you can create, send, and sign legal documents without leaving the platform. This guide walks through the full process — from drafting a document to collecting legally binding signatures.
For Lawyers: Creating and Sending Documents for Signing
Creating a Document
You have three ways to start:
-
Document Builder — Open the Document Builder from the Documents section. Start with a blank document, choose a saved template (e.g., NDA, engagement letter), or import an existing DOCX file. The rich text editor supports headings, bold, italic, underline, lists, alignment, and images. Your firm letterhead — logo, name, address, and contact details — is applied automatically.
-
Upload a PDF — If you already have a finalised document, upload it directly and proceed to add signature fields.
-
Import a DOCX — Upload a Word document and it will be converted to an editable builder document with formatting preserved.
Adding Signers
From the signature request screen, add signers by selecting contacts from your firm's client database, choosing firm users, or entering details for external signers. Each signer is assigned a role (e.g., "Client", "Witness", "Firm Partner").
Placing Signature Fields
Drag and drop signature fields onto the document preview at the exact positions where each signer needs to sign. You can place multiple fields for different signers on the same document. Each field is colour-coded by signer for clarity.
Sending for Signing
Click "Send for Signing" to dispatch the request. Each signer receives an email with a secure link. If the signer is a client contact with portal access, they can also find the document in their portal. You can optionally enforce sequential signing — the next signer is notified only after the previous one completes.
Tracking Progress
Monitor the status of each signing request from the Documents section. You will see which signers have completed, which are pending, and receive notifications as each signature is collected.
For Clients: The Signing Experience
Receiving the Signing Link
Clients receive an email with a secure link to view and sign the document. No account creation is required for external signers — the link provides direct access.
Viewing the Document
The document opens in a full inline preview with signature fields highlighted. Clients can read the entire document before signing.
Signing Each Field
A floating "Next Signature" button guides the signer to each field in sequence. The document auto-scrolls to the first signature field on load. For each field, the signer can:
- Type their name to generate a signature
- Draw their signature using a touch-optimised canvas (works on phones and tablets)
Before signing, the signer must check a consent checkbox confirming their intent to sign.
Completion
Once all fields are signed, the signer receives a confirmation. The signed PDF — with embedded signatures and a certificate of completion — is available for download.
Legal Validity
Firm Chambers e-signatures are designed to meet the requirements of the ESIGN Act (US), UETA (US), and eIDAS (EU). Here is what makes each signature legally binding:
- Signer identity verification — name, email address, and contact link are recorded for each signer.
- Intent to sign — an explicit consent checkbox must be checked before each signature.
- Signature data — the typed name or drawn signature image is captured and stored.
- Timestamp and IP address — the exact time, IP address, and user agent are logged for every signing action.
- Document hash — a SHA-256 hash of the document is computed before signing begins, providing tamper detection.
- Immutable audit log — every action (viewed, signed, completed) is recorded in a tamper-proof log.
- Certificate of completion — a summary page is appended to the signed PDF showing all signers, timestamps, IP addresses, and the document hash.
- Signature image retention — signature images are retained for 7 years for compliance purposes.
Tips
- Use templates — Save frequently used documents (engagement letters, NDAs, demand letters) as templates with pre-placed signature blocks. New signing requests take seconds instead of minutes.
- DOCX import — If your firm has existing Word templates, import them into the Document Builder and add signature blocks. No need to recreate documents from scratch.
- Mobile signing — Let clients know they can sign from their phone. The draw canvas is optimised for touch input and works well on all screen sizes.
- Auto-save — The Document Builder saves your work every 30 seconds. You will never lose a draft due to a browser crash.
- Version history — Every save creates a version. If you need to revert to an earlier draft, browse the version history and restore with one click.