Bringing across documents signed in another system

Moving to ChekSign from another signing system? Once your contacts are across, bring the documents they signed there too. Each one is kept in ChekSign and listed under the people who signed it, on the Signed elsewhere tab of their contact page.

Bringing them across

• Go to Contacts and press Bring across signed documents, or press it at the end of a contacts import.
• Add the signed PDFs, as many as two hundred at a time.
• Check each one: its title, the system it was signed in, when it was completed, and who signed it with their email address and the company they signed for.
• Press Keep. Nothing is saved before then.

A signer whose email address is in your contacts is linked to that contact. For anybody else, tick Add to contacts beside them and they are added to your contacts when you press Keep, with the document listed under them. Leave it unticked for somebody you do not want in your contacts, such as one of your own staff; they are kept as written on the document.

Duplicates

The same file is only ever kept once. A file already brought across, or added twice in one go, says so on its card and cannot be kept. A different file that looks like the same signing, with the same title, completion date and signers' email addresses, is marked as looking like the one already there and is left out unless you tick Keep it anyway. That is usually the same document downloaded twice, and sometimes two documents signed on the same day, which is why it asks rather than refuses.

Everything you have brought across is also listed at the foot of the Bring across signed documents page, whoever signed it, with the people each document names. A document that names nobody in your contacts says so there, and that list is the one place it shows.

Adding somebody to your contacts later, or correcting a contact's email address to the one on a document, links the documents they signed by itself. Where the document names an address your contact does not hold, such as a personal email, press Link beside their name in that list and choose the contact.

Where a signer is in your contacts and the company they signed for is not the one their contact holds, a box beside them offers to put it on their contact. It is ticked where the contact holds no company and unticked where it holds a different one, so a company you typed is only replaced if you tick it. Somebody added to your contacts from here starts with the company they signed for. The company is also kept with the document: a contact's Signed elsewhere tab shows whom they signed for, and who else signed each document and for whom, which tells apart several documents with the same title.

Letting Claude read them

Typing the details for hundreds of documents is slow. Claude can read each one's title, who signed it and when, and the company each person signed for where the document says so, usually from the other system's own certificate page and signature blocks. It never works a company out from an email address. This sends each document to Anthropic, the company that makes Claude, so it is off until an owner or admin turns it on under Settings, Reading with Claude. Check every row against the document before keeping it.

What ChekSign can and cannot say about them

ChekSign did not see these documents signed. They carry no ChekSign certificate and cannot be checked on ChekSign's verification page; the other system's certificate inside the file, if it has one, is what records the signing. Removing one takes it off your lists; the copy stays in ChekSign's storage, as every document ChekSign holds does.