eSign Integration in Foxit DMS (Document Management System）

This article explains how to use eSign integration in Foxit DMS, including connecting your eSign account, sending documents and templates for signature, and managing envelopes.

Signing Documents with eSign

Connecting Foxit DMS with Foxit eSign

Supported File Types

Sending a File for Signature

Sending eSign Templates for Signature

Managing Envelopes in Foxit DMS

Foxit DMS integrates with Foxit eSign to streamline document signing and management within a single platform. Users can send documents for signature, monitor envelope status, and access signed documents without switching between applications.

Before sending documents for signature, you need to connect your Foxit eSign account to Foxit DMS.

You can establish the connection in two ways:

• From Settings → eSign Account
• During the eSign flow when prompted

Steps:

1. Go to Settings.
2. Select eSign Account.
3. Click Connect Account.
4. Select your Foxit eSign account, then on the permission screen, click Allow to grant access.

Once connected, you can send documents for signature and access eSign templates directly from Foxit DMS.

Foxit DMS supports the following file types for sending documents for signature:

• PDF
• Word (.doc, .docx)
• Excel (.xls, .xlsx, .csv)
• PowerPoint (.ppt, .pptx)
• Text (.txt, .rtf)
• Images (.jpg, .png)
• PostScript (.ps)

File size limit: Maximum 25 MB per file

You can send files stored in Foxit DMS for signature directly from the platform.

Steps:

1. Select a file of a supported format from: Home → Recent Files or Files → My Files.
2. Select eSign from the More Actions menu or open the file in Details view and click the eSign option.
3. If your eSign account is not already connected, you will be prompted to log in.
4. The file opens in the embedded Foxit eSign workflow, where you can:

• Add additional documents (optional)
• Add one or more signers
• Set authentication (optional)
• Configure signing options

1. Click Send to send the document for signature.

Senders and recipients receive email notifications for key events, such as when an envelope is sent, viewed, or completed, based on notification settings in Foxit eSign.

In addition to sending files for signature, you can use eSign templates for repeated signing workflows. These templates are available in Foxit DMS once your Foxit eSign account is connected.

You can access these templates under: Templates → My Templates → eSign

Steps:

1. Select a template from Templates → My Templates → eSign.
2. Click Use.

The template opens in the embedded Foxit eSign workflow. Follow the same steps described in Sending a File for Signature to add recipients, configure options, and send the document.

All eSign envelopes created or sent from Foxit DMS can be tracked and managed within the platform. Envelopes from your connected Foxit eSign account are also visible, giving you a single view of your eSign activity.

You can access all envelopes under the Envelopes tab in the left navigation. Each envelope displays: Envelope Name, Recipients, Status, and Date Sent.

Each envelope moves through different stages during the signing workflow. These statuses help you track progress and identify any required actions. The following statuses are visible in Foxit DMS: Draft, Shared, Awaiting Review, Signed, Cancelled.

The envelope status is updated automatically based on recipient activity and actions taken during the signing process.

Draft

The envelope has been created but not yet sent for signature.

• Draft envelopes can be resumed from where you left off and completed within Foxit DMS.
• You can continue configuring the envelope, including adding or modifying recipients and updating signing options.

Shared

The envelope has been sent to recipients and is awaiting their action.

• The envelope is active and pending review or signature from recipients.
• You can monitor recipient activity and track progress through the Envelope Timeline.
• You can take actions such as sending reminders, modifying the envelope, delegating signers, or cancelling the envelope.

Awaiting Review

The envelope is in progress and partially completed.

• One or more recipients have completed their action, while others are still pending.
• You can track recipient progress through the Envelope Timeline and take actions such as sending reminders or delegating signers.

Note: In Foxit eSign, this stage corresponds to a Partially Signed status.

Signed

The envelope has been completed, and all recipients have finished signing.

• The envelope is fully executed and no further signing actions are required.
• You can view the completed document and access the signature certificate for verification.
• You can take actions such as downloading the signed document, printing it, or emailing copies to recipients.

Note: In Foxit eSign, this stage corresponds to an Executed status.

Cancelled

The envelope has been cancelled and is no longer active.

• Recipients can no longer access or sign the document.
• The envelope remains available for reference and audit purposes.

• Draft envelopes are retained for 30 days from last activity.
• Envelopes awaiting signatures are retained for 120 days.
• Signed envelopes are retained for 1 year by default, unless retention settings are updated in the eSign application.