Purpose
UZIO Sign is UZIO's built-in e-signature. You upload a PDF, drag signature and data fields onto it, assign it to employees, and they sign inside UZIO. There is no third-party signing window. When everyone has signed, UZIO produces a signed PDF carrying a Document ID and a full audit trail.
This article covers configuring a document and what the finished document contains. For the library itself — categories, assigning, tracking — see Managing the Document Library. For the employer's own signature, see Countersigning a Document and Changing the Signatory.
Who can do this: the Employer Administrator, or a user whose custom role grants Documents Library under Company Access. See Understanding Roles and Access.
When to use this
- An agreement, consent form or acknowledgement needs the employee's signature.
- A form needs the employee to fill in information, with their profile details already filled.
- A document needs someone at your company to sign after the employee.
For material that only needs reading and no signature at all, use Resources instead. See Adding and Managing Resources.
Adding the document
Go to Documents > Document Library, open the category you want, and click Add Document. The setup page opens.
- Enter the Document Name. This is what employees see in My Documents, so name it the way an employee would recognise it.
- Enter a Description. It appears under the document name for the employee.
- Under Select Template, click Browse file and upload the PDF.
- Answer "Do you want to share this document with other linked Companies?"
- Answer "Do the Employer(s) also need to sign the document?" Choose Yes if someone at your company must sign after the employee.
- If you chose Yes, pick an Employer Signatory — see below.
- Click Configure & Save. The Configure Fields screen opens.
Note: Only PDF files are accepted, and a password-protected or encrypted PDF is rejected. UZIO has to print fields onto the page, which it cannot do on a protected file. Save an unprotected copy and upload that.
Choosing the Employer Signatory
The signatory is who UZIO notifies and expects to countersign. You have three choices:
| Choice | What it means |
|---|---|
| A specific employer user | That person is the signatory on every assignment of this document. |
| Reporting Manager | Resolves to each assigned employee's own manager, so one document can route to many different signatories. |
| Leave it blank | No one is named. Any employer user with access to the Documents module can sign, along with your Employer Administrator. You can name someone later with Change Signatory, once the document has been assigned. |
Warning: If you choose Reporting Manager, make sure the Reporting Manager is set on the employee's profile before you assign. If it is blank at assignment, no signatory is fixed for that copy and the document falls back to whoever in your company has access to sign it.
Note: Naming a signatory here is worth doing deliberately. Once a signatory is named, that person is the only one who can sign — so if they are away or leave, the document waits until someone uses Change Signatory. See Countersigning a Document and Changing the Signatory.
The Assign to Employee(s) popup does not offer a signatory. The signatory comes from the document, and is changed afterwards with Change Signatory.
This works the same way as the I-9 signatory. See Assigning the I-9 Signatory.
Placing the fields
The Configure Fields screen shows your PDF with a fields panel beside it, plus zoom and page controls.
Choose who the field is for
Set Assigned to at the top of the panel to Employee or Employer. Every field you drag belongs to whoever is selected, and the colour carries onto the page: blue is the employee's, green is the employer's. The Employer option only appears if you answered Yes to the employer-signing question.
To change who a placed field belongs to, delete it and drag a new one with the other option selected.
The fields available
| Group | Fields | Who fills them |
|---|---|---|
| Standard Fields | Signature, Text Field, Checkbox, Date | The signer the field is assigned to, while signing. |
| Employee Fields (Auto-filled) | Profile details — name, date of birth, SSN, home address, contact details, employee ID, job title, department, work location, date of hire and manager | UZIO, from the employee's profile. Read-only for the employee. |
| Employer Fields | Signatory Name, Job Title, Company Name | UZIO, from whoever signs for the employer, at the moment they countersign. |
Adjust a placed field
- Move a field by dragging it.
- Click a field to select it. A small toolbar offers Required, Duplicate and Delete, and the field's properties open on the right, including the date format for Date fields.
- Copy and paste with Ctrl C / Ctrl V. The copy lands on the page you are viewing, slightly offset. The Delete key removes the selected field.
- Mark a field Required when the document is invalid without it. Required is not offered on signature boxes, because every signature box must be signed.
Pitfall: A Required field whose value is missing from the employee's profile will block them from submitting, and they cannot fix it on the document. Mark a field Required only when you are confident the profile carries it.
A field always lands on the page you are currently viewing, so open the right page before you drag.
Saving the layout
Click Save. What UZIO requires depends on the employer-signing answer:
| Employer signing | What must be on the document |
|---|---|
| Yes | At least one employee signature and one employer signature. |
| No | At least one employee signature. |
| No, and you place no fields at all | Nothing. UZIO adds a Signature Page at the end carrying the employee's signature, name and date. You are asked to confirm this before it saves. |
The document then appears under its category, ready to assign. For assigning, see Managing the Document Library.
Note: If a signer has a signature box but no date field anywhere on the document, UZIO prints the signed date automatically just below each of their signatures. You do not need to place a date field for that. If you did place one, nothing extra is added.
The signed document
Once everyone has signed, the document moves to Completed and can be downloaded as Document Name (signed).pdf.
- Every value and signature prints at the exact position you placed it.
- Every page carries the Document ID and a line stating the document was signed electronically on UZIO. The Document ID is generated when the document is assigned, so you can quote it while the document is still in progress.
- The final page is the Audit Trail: the document name, Document ID, status and completion time, followed by who sent, viewed and signed the document, each with a timestamp and IP address.
- If the document was saved with no fields, a Signature Page appears before the Audit Trail.
- Clicking the document's status opens its Document History — assigned, viewed, signed, countersigned, completed.
The audit is append-only and hash-chained, so a completed document's history cannot be quietly altered after the fact.
Note: An employer user without permission to view PII cannot download a document containing PII fields. They get a watermarked preview instead.
A Document Signing Audit report in the Custom Report Builder exports signing activity across employees and documents.
Your existing documents
UZIO Sign replaced the previous signing tool on 18 September 2026. The move was done for you. There is nothing to reconfigure and nothing for your employees to redo.
| What you had | What happened |
|---|---|
| Documents you configured earlier | Moved across with the same field layout. Every signature, text, checkbox and date box sits where you placed it. Opening the document now shows your layout on the Configure Fields screen. |
| Documents waiting with an employee | The employee opens them with Edit and Sign and signs in the UZIO viewer. The assignment, due date and notification setting were all kept. Nothing needs re-assigning. |
| Documents part-way through signing | They finish normally. A signature that was already applied is never asked for again. |
| Completed documents | Unchanged. They stay Completed with their signed PDF, and Download works as before. |
Note: A document signed before the move keeps the audit page format it was signed with. Documents signed in UZIO Sign carry the new Audit Trail described above.
Common problems
Why can't I save my field layout?
If you answered Yes to employer signing, the document needs both an employee signature box and an employer signature box. If you answered No, it needs at least one employee signature box — or no fields at all, which gives you the Signature Page instead.
The PDF will not upload
Only PDF files are accepted, and the file must not be password-protected or encrypted. UZIO prints fields onto the page and cannot do that on a protected file.
Can I resize a field?
Not currently. Each field type has a fixed size chosen to print cleanly.
The employee says a detail on the document is wrong
Auto-filled fields come from the employee's UZIO profile and are read-only on the document. Correct the profile, then have the employee reopen the document — the corrected value appears. Nothing needs re-assigning.
I placed a field but the employee never saw it
Check the field's colour. Green fields belong to the employer and are not shown to the employee at all; they appear only when the employer countersigns, and on the final PDF.
I need to fix a typo on a document I have already assigned
Fix it and re-assign. Every assignment keeps its own copy of the document and its field layout from the moment it was assigned. Editing the document does not disturb anyone who already has it — and it does not correct their copy either, so copies already out must be re-assigned to pick up the change.
What happens to assignments if I delete the document?
Documents already assigned are not affected. They stay at their current stage and complete normally.
Do I need to reconfigure anything after the move to UZIO Sign?
No. Your documents were migrated with their field layouts, and anything already assigned carries on from where it was. See Your existing documents.
Can an employee refuse or decline the document?
Not from the Document Library. Agreements, handbooks and custom documents have no decline option, so a document an employee does not want to sign simply stays Pending with Employee. Offer letters are the exception — those can be declined, as part of hiring.
Can employees sign on a phone?
Yes. Edit and Sign in the UZIO mobile app opens the same experience, with the fields in place and profile details filled.
Still stuck?
Please reach out to us at support@uzio.com or call +1-571-601-1752. Include the document name and category, the Document ID if the document has been assigned, the employee's name or ID, and what you expected to happen. Do not attach signed documents or anything carrying an employee's SSN.
Related articles
- Managing the Document Library: categories, assigning, and tracking what has been completed
- Countersigning a Document and Changing the Signatory: the employer's own signature
- Best Practices: Organizing Employee Documents
- Assigning the I-9 Signatory: the same signatory pattern on Form I-9
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