Secure signature requests in Dropbox Sign

Most signature requests go exactly as planned. The right person opens the document, signs it, and you're done.

But every now and then, things get a little more complicated.

Maybe you're sending a document that contains sensitive information. Maybe you need a signer to upload a photo ID or another supporting document. Or maybe the request lands in the wrong inbox and needs to find its way to the right person.

That's where Dropbox Sign can help.

In this module, you'll learn how to add security, collect additional information from signers, and keep requests moving when things don't go exactly as planned.

Signer authentication

Sometimes a signature alone isn't enough. You may need an additional way to verify that the right person is accessing the document.

Signer authentication adds an extra layer of security by requiring signers to verify their identity before they can view and complete a request.

Dropbox Sign supports two authentication methods:

• Access codes

• SMS authentication

Access codes

Access codes are created by the sender and shared directly with the signer.

When the signer opens the request, they'll be asked to enter the code before accessing the document.

Access codes can be useful when:

• Documents contain sensitive information.

• Signers need additional identity verification.

• You want to prevent unauthorized access.

Best Practice

Share access codes separately from the signature request whenever possible.

For example:

• Phone call

• Text message

• Separate email

This dds an extra layer of security. If someone gains access to the signature request email, they still won't be able to open the document without the access code.

If a signer can't access the document

Before troubleshooting, verify:

• The access code was shared correctly.

• The phone number is accurate.

• The signer is opening the request associated with their email address.

In many cases, authentication issues can be resolved by reviewing these details.

Text message authentication

Unlike access codes, which are created and shared by the sender, Text message authentication uses a one-time code generated by Dropbox Sign and sent to the signer's mobile phone.

After receiving the code, the signer enters it to access the document.

This option provides additional security without requiring the sender to manage access codes manually.

Note

Text message authentication must be enabled by your Dropbox Sign admin before it appears as an option when sending a signature request.

If you don't see the text message option available in the dropdown, that's the first thing to check. Your admin can enable it from the Admin console.

When should I use text message authentication?

Consider text message authentication when:

• Documents contain sensitive information.

• Regulatory requirements require stronger identity verification.

• You want an additional layer of signer verification.

Request attachments

In some workflows, a signature alone isn't enough.

Request attachments allow signers to upload supporting documentation as part of the signing process.

Common examples include:

• Government-issued identification

• Proof of address

• Verification documents

• Supporting contracts

You can request up to five attachments per signer and choose whether uploads are required before the signer can complete the request.

Example

An HR team might request a photo ID during onboarding, while a financial services team may request supporting compliance documents.

Once a signer uploads their files, you'll find them alongside the completed signature request in the Documents page, where they can be downloaded and reviewed.

Signer reassignment

Occasionally, a signer may be out of office, change responsibilities, or need to delegate approval to another authorized person.

Signer reassignment allows recipients to transfer responsibility for the request to another signer without requiring the sender to create a new request.

When a request is reassigned:

• Assigned fields automatically transfer to the new signer.

• The signing workflow continues without interruption.

• The sender receives a notification about the change.

When should I use signer reassignment?

Enable signer reassignment when:

• Requests are frequently sent to the wrong recipient.

• Signers may need to delegate approval responsibilities.

• Multiple individuals can act on behalf of a role or department.

Example

A manager receives a request but is out of office. Instead of asking the sender to create a new request, the manager can reassign the document to an authorized delegate.

The new signer receives the request, and the sender is notified of the reassignment. This helps keep the signing process moving without starting over.

Bringing it all together

The features in this module are most effective when you think about them before sending a request, not after.

Before you click Send, take a moment to ask yourself:

• Does this document contain sensitive information? Consider using signer authentication.

• Do you need supporting documents from the signer? Add an attachment request.

• Could the request end up with the wrong person? Enable signer reassignment.

A few extra seconds before sending can save time and prevent issues later.

You've learned how to send documents, create templates, scale your workflows, and add the right level of security and flexibility to your signature requests.

Whether you're sending a single agreement or hundreds of requests at once, you now have the tools to create smoother, more efficient signing experiences with Dropbox Sign.