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How signed documents are distributed

This article explains how signers, senders, and copy recipients receive signed documents, the available distribution methods, and where these settings are configured.

⚠️ Only the sender and copy receiver can receive the signed documents as a PDF attachment. The signer will always receive a secure download link.
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This is a security measure. Sending documents as a download link helps protect sensitive information by avoiding PDF attachments, which may be stored on third-party mail servers. Instead, the document is downloaded directly to the signer's device when they access the link.
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Additionally, if a document exceeds the system's attachment size limit (e.g., 15 MB), it will automatically be sent as a download link, regardless of the recipient's role or template settings.

Types of distribution

There are three types of recipients who can receive the signed documents after a transaction has been completed:

  • The Signer

  • The Sender

  • A Recipient of signed copy

Receipts can be delivered through the following channels:

  • Email

  • SMS

  • Email and SMS

  • e-Boks (Private or Company)

  • Digital Post (Private or Company)

  • Mit.dk (Private or Company)

  • Kivra

  • Or you can choose not to send or receive a receipt at all.

How signed documents are distributed depends on the recipient's role.

For The Signer

The signer's receipt delivery method can be configured either in a template or for an individual transaction. Template settings become the default for all transactions created from that template, but they can be overridden in a specific transaction.
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Based on the signer's notification, authentication, and signing method, you can choose one of the following receipt delivery methods:

  • Without documents: The signer is notified that the transaction has been completed, but no download link is included. This option is useful if you do not want the signer to receive ongoing reminders to download the signed document(s).
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  • + Documents: The signer receives an email containing a download link to the signed documents (not a PDF attachment, as mentioned earlier in this article). If the signer does not download the documents, reminder emails containing the download link will continue to be sent until the transaction expires.

  • + Documents + code: Before the transaction is sent, the sender is prompted to create a secret code. This code must be shared with the signer through a separate communication channel. The signer must enter the code before they can access the signed documents.
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  • + Documents + password: After signing, the signer is prompted to create their own password. Alternatively, they can choose to skip creating a password and will still be able to access the completed transaction.
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  • + Documents + PIN: The signer enters their personal identification number (PIN) during the identification process before signing the transaction. After the transaction has been completed, they receive an email with a download link to the signed documents. When opening the link, they must enter the same PIN again to access the signed documents.

For The Sender

By default, receipt emails are sent to the email address the sender is logged in with.

If you would like to change the email address associated with your Addo Sign account, you can do so in your account settings. This change will apply to all future transactions. For more information, see How to Change Your Account Email.


The sender can receive signed documents via email in one of the following ways:

  • Attach documents to email: The sender receives the signed document(s) as a PDF attached to the email
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  • Download Link: The sender receives an email containing only a link to download the signed document(s)
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  • No documents: The sender receives an email that the transaction has been completed, but no signed document(s) or download link is included

💡 When configuring a template, you can also choose not to send a receipt to the sender. This option is particularly useful when using Addo Sign for secure file transfer.

For more information about configuring your Email Integration settings, see: How to set up and manage integrations.

For the Copy Recipient

There are several ways to distribute signed documents to copy recipients. The following sections describe each available distribution method and how to configure it.

Recipients of signed copy

Use Recipients of signed copy to automatically send a copy of the signed document(s) to additional recipients. For each recipient, you can choose how they should receive the document(s).

In the template

  1. Navigate to setting

  2. Open Templates and either select the template used for dispatch or create a new one.

  3. Navigate to the section Recipients of signed copy

  4. Click on Add Recipient

  5. For each recipient, choose the preferred distribution method

  6. Save the template

This becomes the default distribution method whenever the template is used to create a new transaction.

When creating a transaction

When you create a transaction and choose a template, you have the ability to remove, edit and add more recipients of signed copy for that particular transaction.

Integrations and shared email

In addition to Recipients of Signed Copy, you can also distribute completed transactions using distribution integrations, such as Shared Email. Distribution integrations provide additional ways to deliver completed transactions to external systems or shared mailboxes.

To learn how to configure Shared Email and other distribution integrations, see How to set up and manage integrations.
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⚠️ The signed document is only distributed once the transaction is completed. Therefore, it cannot be accessed before the transaction has been completed.


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