E-Docs
Requires. eDoc+ and DocuSign with View on the customer's location to see the list. Create is required to create envelopes. Modify is required to edit, send, sync, or sign. Delete is required to delete, unlink, or update recipients. Despite the "DocuSign" naming, these permissions apply to all e-doc providers including PandaDoc.
The E-Docs tab is where you send, track, and manage electronic documents that require digital signatures — install agreements, monitoring contracts, change orders, or any other document your company requires signed. SecurityTrax supports DocuSign, PandaDoc, and SecurityTrax eDocs.
Note. Without the eDoc+ add-on, the E-Docs tab is hidden from the customer record entirely. For lead records, your company must also have "DocuSign Enabled for Leads" turned on.
What you'll see
A table of electronic document envelopes for the current customer. Each row shows:
| Column | Description |
|---|---|
| ID | A badge with the envelope's internal ID. |
| Created | The date the envelope was created. |
| Name | The envelope name (clickable — opens the edit page). |
| Electronic Document Provider | Which provider was used, such as DocuSign, PandaDoc, or SecurityTrax eDocs. |
| Status | For SecurityTrax eDocs, the current assignment status: Draft, Sent, Completed, or Voided. |
| Finalized At | For SecurityTrax eDocs, the completed or voided date when available. |
Click New Electronic Document in the top-right corner to create a new envelope.
Creating an envelope
- Click New Electronic Document from the E-Docs list.
- Select the Electronic Document Provider. If only one provider is active, SecurityTrax selects it automatically.
- Choose a Template from the dropdown. Templates are loaded from the selected provider.
- (DocuSign + ADT only) If your DocuSign account is ADT-enabled, a Classification dropdown appears. Select the ADT envelope classification.
- Click Save.
What happens next depends on the provider:
- DocuSign — the envelope is created immediately and you're taken to the edit page to review documents and recipients before sending.
- PandaDoc — after clicking Save, a recipients table appears. Fill in each recipient's Name and Email, then click Save again to create the document. You're then taken to the edit page.
- SecurityTrax eDocs — SecurityTrax creates a draft assignment and opens the SecurityTrax eDocs edit page. If the customer has no email address, add the signer email before sending.
Create form fields
| Field | Required? | Type | Notes |
|---|---|---|---|
| Electronic Document Provider | Yes | Select | Lists all active e-doc providers configured for your company. If only one provider is available, it is selected automatically. |
| Template | Yes | Select | Populated from the selected provider's template library. SecurityTrax eDocs templates only show for the selected SecurityTrax eDocs provider. |
| Classification | No | Select | Only appears for ADT-enabled DocuSign accounts. |
DocuSign envelope edit page
The edit page shows the envelope details and lets you manage documents, recipients, and envelope actions.
Envelope header
Displays the Electronic Document Provider name, Envelope ID, Email Subject, Email Contents, Classification (if ADT), and the Template used. A colored status badge in the top-right shows the current envelope status.
Documents
A card titled Documents lists every document in the envelope:
| Column | Description |
|---|---|
| ID | The document ID within DocuSign. |
| # Pages | Page count. |
| Name | The document name. |
| Order | (Draft envelopes only) A dropdown to reorder documents. Changes apply immediately. |
| Delete | (Draft envelopes only) A Delete button. Confirmation is required. |
While the envelope is in Created (draft) status, you can also click Add Document to add a document from another template. Select a Template, then a Document from that template, and click Save.
Recipients
A card titled Recipients lists every recipient on the envelope:
| Column | Description |
|---|---|
| Sign Here | For the next signer with embedded signing enabled, a Sign Here! button opens the embedded signing experience. Only appears when the envelope is Sent or Delivered. |
| Role | Type | The recipient's role name. For draft envelopes, a dropdown lets you switch between Signer and In-Person Signer. |
| Name | Email | Editable fields for the recipient's name and email (if status allows). |
| Status | Embedded | A status badge with optional date. If embedded signing is enabled for the account, a checkbox toggles embedded signing on or off for the recipient. |
| Map link | For signers, a Google Maps link showing where the signing occurred (if geo-location data is available). |
| Note | Any note attached to the recipient. |
| Actions | A menu with Resend (re-sends the signing notification) and Delete (removes the recipient; confirmation required). |
Click Update Recipients to save any changes to names, emails, types, or embedded signing settings.
Envelope actions
Buttons at the bottom of the page control the envelope lifecycle:
| Button | When available | What it does |
|---|---|---|
| Send | Draft envelopes only | Sends the envelope to all recipients for signing. Confirmation required. |
| Sync | Before the envelope reaches a final status (Completed, Declined, Voided) | Pushes current customer data from SecurityTrax to DocuSign. Useful if customer information changed after the envelope was created. Confirmation required. |
| Add Document | Draft envelopes only | Opens a modal to add a document from another template. |
| Delete | Created, Sent, Declined, Delivered, or Voided envelopes | Permanently deletes the envelope from both SecurityTrax and DocuSign. Confirmation required. |
| Unlink | When delete is not available | Removes the envelope record from SecurityTrax without deleting it from DocuSign. Confirmation required. |
PandaDoc edit page
The edit page for PandaDoc documents shows the document name, template used, and a status badge.
Recipients
A card titled Recipients lists each recipient:
| Column | Description |
|---|---|
| Sign Here | A Sign Here! button opens the PandaDoc embedded signing link in a new tab. Only appears when the document is Sent and the recipient hasn't completed signing, and embedded signing is enabled. |
| Role | Type | The recipient's role and type. |
| Status | A colored badge: Created, Sent, or Completed. |
| Name | Email | The recipient's name and email (read-only). |
Document actions
| Button | When available | What it does |
|---|---|---|
| Send | When the document is in a sendable state | Sends the PandaDoc document for signing. |
| Delete | Always (with permission) | Deletes the document from both SecurityTrax and PandaDoc. Confirmation required. |
SecurityTrax eDocs edit page
The SecurityTrax eDocs edit page manages an assignment created from a SecurityTrax-hosted template.
Recipients
The recipient card shows the signer name, email, status, and actions.
| Field or action | When available | What it does |
|---|---|---|
| Name | Draft, Sent, or before void/completion | Updates the signer name. |
| Draft, Sent, or before void/completion | Updates the signer email. This is required before sending. | |
| Update Signer | When recipient fields can be edited | Saves signer name and email changes. |
| Send Signing Link | Draft or sent assignments that are not completed or voided | Sends the signer an email with the signing link. The dropdown beside the button can copy the signer link or open it in a new tab after a link exists. |
If the customer record does not have an email address, SecurityTrax creates the assignment as a draft and leaves the signer email blank. Enter the signer email before clicking Send Signing Link.
Documents and completed fields
The Documents card lists the template PDFs included in the assignment. Use Download to open an unsigned template PDF before completion. After the signer completes the document, the Completed Fields card shows the captured field values.
Completed document
When signing is complete, SecurityTrax generates a final PDF with the completed values rendered onto the template — same fonts, sizes, and drawn signatures the signer saw. Use Completed Document from the SecurityTrax eDocs edit page to download it. The completed PDF is also stored with the customer files.
The signer can self-download a copy too: after they finish signing, the signing page replaces the form with a confirmation message and a Download Signed Document button that streams the same finalized PDF.
Signer adoption
On the public signing page, the signer adopts their signature once, then applies it to each signature or initial box on the document. A compact sticky header stays at the top while the signer scrolls. It shows the company name, recipient, and document name so the signer always knows which document they are completing.
The signing page does not show the uploaded source file name or a separate source-document download list. The signer works directly from the rendered document pages and, after completion, can download the finalized signed PDF.
If the signer clicks Decline Signing, SecurityTrax asks for confirmation before marking the signing session as declined.
When the signer clicks Complete Signing, SecurityTrax validates the form, asks for confirmation, and then shows a spinner while the signed values are submitted.
Adopt:
- Type your full name in Your full name. Initials are auto-derived from the typed name (first letter of each space-separated word, uppercased).
- Choose a Signature style: Default (the page sans-serif, preselected), Script, Calligraphy, or Brush. Each option's button is rendered in its own font so the signer previews the style before choosing.
- The Signature and Initials preview tiles below the input update live as the signer types or changes style. Only the tiles whose field types the template actually contains are shown.
- To draw instead of typing, click Draw instead in a preview tile's header — that single tile flips to a canvas-draw mode. Click Type instead to flip back. Mixing modes is allowed (for example, typed signature + drawn initials).
Adoption is implicit — there's no separate Adopt button or "Signature adopted" confirmation. The adopted value updates live as the signer types or draws.
Apply to each box:
After adopting, the signer clicks each signature or initial box on the document to apply the adopted value to that box. The whole field box is clickable, not just the placeholder text. Clicking an already-applied box clears it. Clicking a box before any value has been adopted opens an Adopt Signature and Initials message and scrolls the signer up to the adoption widget.
The chosen signature style is saved with the recipient so the same style is used when SecurityTrax renders the completed PDF.
Date fields on the signing page
Date fields must contain a real calendar date with a four-digit year. SecurityTrax validates dates before completing signing.
| Example | Result |
|---|---|
05/17/2026 |
Accepted when the field allows that date. |
04/31/2026 |
Rejected because April does not have 31 days. |
05/17/202626 |
Rejected because the year is not four digits. |
If a date is invalid, SecurityTrax keeps the signer on the signing page and shows a message explaining that the date must be corrected before signing can be completed.
Audit trail
The Audit Trail card lists assignment events such as Created, Sent, Opened, Field Completed, Signed, Completed, Declined, Voided, and Downloaded. Each event includes the event time and, when available, the IP address.
SecurityTrax eDocs actions
| Button | When available | What it does |
|---|---|---|
| Send Signing Link | Assignment is not completed or voided | Sends the signer email. Blocks if signer email is blank. Use the adjacent dropdown to copy or open the signer link after a link exists. |
| Delete | Draft assignments that have never been sent or opened | Deletes the draft assignment, signer, field values, audit events, and envelope record. Confirmation required. |
| Void Assignment | Assignment is not completed or already voided | Voids the assignment and makes signing links unavailable. Confirmation required. |
Tips
- The envelope name on the list comes from the template used to create it.
- DocuSign envelopes go through a lifecycle: Created → Sent → Delivered → Completed. You may also see Declined or Voided.
- PandaDoc documents follow: Draft → Sent → Completed.
- SecurityTrax eDocs assignments follow: Draft → Sent → Completed. You may also see Voided.
- Unlink only removes the record from SecurityTrax — the envelope still exists in your DocuSign account. Use this if an envelope was linked to the wrong customer.
- The Sync action pushes customer data from SecurityTrax to DocuSign — useful if the customer's name, email, or address changed after the envelope was created. Sync is available until the envelope reaches a final status (Completed, Declined, or Voided).
- When all recipients complete a DocuSign envelope, the executed PDF is automatically uploaded to the customer's Files tab. This may take up to 24 hours to appear.
Related
- Home — the customer landing page.
- Files — for documents that don't need a signature.
- Accounting — funding and billing paperwork often comes in through E-Docs.
- Electronic Document Templates — SecurityTrax-hosted template setup.