eSignature in Google Docs

Google Workspace for Education Plus

Now available for Google Workspace for Education Plus customers, users can insert eSignature fields into Google Docs and distribute documents for eSignature. This feature allows you to draft contracts, agreements, and other binding documents in Google Docs and collect digital signatures all through Google Workspace, without having to purchase other products.

When you request eSignatures through Google Docs, a PDF is automatically created and sent out to signers. Because it is a PDF, it cannot be modified, and signers can only interact with their signature lines.

In this article we’ll cover:

Requirements and configuration recommendations 

How it works

DLP considerations

Is eSignature legally binding?

 

Watch the Video

For a detailed walkthrough of eSignature in Google Docs and to learn more tips and tricks, watch the video below.

Video: eSignature in Google Docs

Requirements and Configuration Recommendations

Requesting eSignatures in Google Docs is available only through Google Workspace for Education Plus. If your institution is using Fundamentals, Standard or the Teaching and Learning Upgrade, you will be able to respond to eSignature requests but will not be able to request eSignatures through Docs. Additionally, users must have a Plus license activated on their account to be able to add eSignature fields to a Google Doc and request eSignatures.

To configure access to eSignature in Google Docs:

1. In the Admin console, go to Apps > Google Workspace > Drive and Docs > eSignatures. This feature will be ON by default.
   We recommend leaving it ON, but if you wish to restrict access to this feature, you have a few options: 
   • disabling for your student OUs and leaving enabled only for staff (this does not disable the ability to complete eSignature requests)
   • disabling for your entire domain, creating an eSignature group, and enabling it only for that group
   • disabling for your entire domain if you do not wish to use this feature at all
2. Additionally, we recommend allowlisting [e-mail] in your Gmail spam settings so these emails always bypass spam filters.

How it Works

Using eSignature in Google Docs

To use eSignature in Google Docs, first create your document in Docs. To insert an eSignature field where a hand signature would go:

1. Place your cursor where you want to insert an eSignature field.
2. Open the eSignature panel.
   Insert > eSignature field
   OR
   Tools > eSignature
3. In the eSignature sidebar on the right side of your Doc, open the Insert fields for menu and click Manage signers.
   
4. Rename the signers and add additional signers as necessary. You may add up to 10 signers per document.
   For example, name Signer 1 to Parent and Add a new signer for Staff. These labels are for reference only. Email addresses for the people who will be signing will be added later. Fields are color-coded per signer.
5. In the eSignature sidebar, click the field you wish to add to insert it into your Doc. In the example below, the eSignature fields have been added for:
   • Parent:
     • Signature
     • Name
     • Date signed
   • Staff:
     • Signature
     • Name
     • Position (text field)
     • Date signed
       

Pro Tip: Text fields are generic fields that can have customized placeholder text (for example: title/position, employee ID number, student ID number).  

Pro Tip: the date signed field is filled automatically when signers complete their signature request.  

Sending a document for eSignature

To send your finished document out for eSignature:

1. In the eSignature sidebar, click Request eSignature
2. The default document name will include a timestamp of when you initiated the eSignature request. You may change the name of this document.
   
3. Enter the email addresses of all signers. Make sure these addresses are correct.
4. Optionally, add a message. This message will appear in the eSignature request that signers receive in their email.
5. Click Request eSignature.
   Note: At this point, a PDF of your Doc will be created. This PDF is what signers will interact with. They will not be given access to your Google Doc. Also note that the PDF will be placed in your My Drive. You may move this file later, but we recommend not moving it until after all signatures are completed.
6. Once the request is sent, you will be presented with a link to the PDF, where you can monitor the progress of the eSignature request.
   

Pro Tip: To cancel an eSignature request, open this file, click View details, and in the eSignature sidebar, click More options (3 dots), then Cancel request.  

eSigning a Document

To sign:

1. All signers will receive an email with the eSignature request. When they open the file, they will be presented with their portion of the eSignature request. They can only sign their portion of the document.
   
2. When a signer clicks one of their fields, they will be prompted to enter their name and initials, which will generate digital signatures. When this is complete, click Adopt and sign.
   
3. When all eSignature fields are completed, click Mark complete at the top of the browser.
   Note: If any signer clicks Reject, the eSignature process is canceled for all parties.
4. Every time a signer completes their portion of the request, the requestor and all other signers are notified by email.

When all signers have completed:

• An audit trail is appended to the PDF as the final page of the document. This audit trail contains names and email addresses of signers and timestamps of when each action was completed.
• All signers will receive an email notification that the request is complete.
• All signers will receive their own private copy of the PDF file. For signers who use Gmail or Google Workspace, this file will be placed in their My Drive. For non-Google users, this file will be attached to the email notification.
• The eSignature process is now complete. If you wish to move the file to another location in your Google Drive, it is safe to do so.

DLP Considerations

It is important to note that file sharing through Google Drive is at the core of how this feature works. Therefore, if you have DLP (Data Loss Prevention) rules that restrict the sharing of certain files outside your domain, this may impact the functionality of this feature. For example, parents or external parties may get an eSignature request in their email but may not be able to access the file itself because a DLP rule in your domain blocked sharing that file. This may lead to confusion or frustration for your users and external parties.

There are several options for modifying your DLP rules to allow authorized sharing of sensitive files outside your domain (for example, IEPs for eSignature). One option that may work in your domain—using Drive Labels to open a narrow exemption to your DLP rules—is documented below.

Warning: Please use this example as a reference and adjust to meet the needs of your institution while still being compliant with their policies.

How to use Drive Labels to exempt eSignature requests from DLP rules:

1. Create a Drive Label called eSignature by going to Apps > Google Workspace > Drive and Docs > Labels > Manage Labels (turn Labels on if not on already).
2. Click New label, then Create New.
3. Name the label and add a description (recommended).
4. Set the following options:
   • Always copy label
   • Drive and Docs
   • Suggested for: All drive items
5. For permissions, it is not recommended to allow everyone in your domain to access this label. Instead, create a group of trusted users and make this label available only to this group, or to specific users, since it will allow labeled files to bypass your DLP rule(s).
   • Set Label permissions to Restricted access.
   • Add the groups or users who are allowed to use this label and click Save.
6. Publish the label.
   
7. Scroll down to Data protection rules and click Manage data protection rules to go to your DLP rules in the Admin console.
8. Locate the DLP rule(s) you need to adjust and open that rule for editing.
9. In the conditions of your rule, add a NOT condition for Drive label Is eSignature.
   
10. Save your rule.

By modifying your DLP rule(s) in this fashion to exempt files with the eSignature label from the DLP rule, you can ensure files that are authorized for sharing outside the domain will reach their recipients. By restricting access to this label to specific staff, you are narrowing the scope of this exemption to trusted staff.

Finally, communicate to your users that when building an eSignature document, they need to add the eSignature label to the Doc by going to File > Labels and selecting the label before they initiate the eSignature request. If you configured the eSignature label as “Always copy label” as explained above, this will automatically apply the label to the eSignature PDF when they initiate the request process.

Pro Tip: Using this label also makes it easier to search for eSignature documents across your domain  

If you need additional support navigating eSignature with Data Loss Prevention, our Support team can assist you. Create a support ticket here.

Is eSignature legally binding?

Before rolling this feature out or migrating to this from another tool, consult with your legal team. According to Google, “eSignatures are legally binding in many countries or regions for many types of documents. This includes the U.S. and EU. For example, the U.S. federal government established the validity of e-signature through the Electronic Signatures in Global and National Commerce Act or ESIGN in 2000. This act grants eSignatures the same legal status as handwritten signatures in most contexts.” In addition, “Google’s eSignature tool utilizes certificates issued by a certificate authority that is an approved member of the Adobe Approved Trust List (AATL) program.”

Source: Source

Document Version	Date	Description of Change
1.0	7/24/2024	Original publish
1.1	9/12/2024	Added video link
1.2	10/7/2024	Un-promoted