Overview
The E-Sign tab on a mortgage file lets you send documents for electronic signature, track who has signed, and download the signed PDFs and signing certificate. Signing runs inside Broki, so you do not need DocuSign or another e-sign service.
Also called: electronic signature.
Brokers and processors use it to get commitments, lender forms, disclosures, and compliance documents signed by borrowers, guarantors, investors, and the broker. You build a signing package in three steps (documents, recipients, package details), place fields on the PDFs, and send. Each recipient gets a secure signing link by email.
At a glance
The E-Sign tab is where you send PDFs for signature and download the signed copies.
You build a package, place fields, and send. Every recipient gets a signing link at the same time.
Links expire after 30 days. Resend and Send reminder keep the same links. Send new links turns earlier links off and resets the expiry to 30 days.
Saving a draft stores the package as Draft. Sending sets it to Sent. When everyone has signed it shows Completed. Voiding sets it to Voided.
Only approved files from Documents, plus compliance PDFs, are listed. Collaborators cannot use this tab.
Before you begin
Check these requirements before you send a signing package from the E-Sign tab.
Documents must be PDFs. Only approved files from the Documents tab are listed, plus compliance documents generated on the Compliance tab. You can also upload PDFs directly.
For best results, use a fresh copy or "Print to PDF". Avoid password-protected or pre-certified PDFs.
Every recipient needs a full name and email address.
Signing emails are sent from your connected Gmail or Outlook mailbox, or from Broki's email service if no mailbox is connected.
The E-Sign tab is always visible on mortgage files. Collaborators from another organization cannot use it.
Step-by-step instructions
Use these steps to send a signing package, place fields, and manage it afterward on the E-Sign tab.
Send a signing package
Send a signing package when recipients should get an email with a link to sign.
Open the mortgage file and select E-Sign in the file sidebar.
Select Send documents.
Step 1, Select documents: check the documents to include. Use the up and down arrows to set the order. You can drag PDFs onto the upload area or select browse to upload new ones. Select Add from document template to use a saved lender form. Fields from the template are preloaded. Set a document type for each file (for example Commitment / lender form, Broker disclosure, Authorization / consent, PAD / VOID cheque, Compliance doc, ID acknowledgment, Application summary, Custom document).
Step 2, Add recipients: select Add from contacts or Add recipient. Enter Full name, Email, and a role. Roles are Signer, Borrower 1, Borrower 2, Borrower 3, Borrower 4, Guarantor, Investor, Broker, Co-broker, Witness, Realtor, Lawyer / Notary, and Internal reviewer. New recipients default to Signer. Optional: add a Note for signer (not on final PDF), for example "Sign as borrower 1".
Step 3, Package details: check the Package title (it is prefilled from the file), the Email subject (default "Signature request: {title}"), and the Message to signers (default "Please review and sign the documents linked below.").
Check the Package readiness list: at least one document selected, all recipients have name and email, and package title set. When all are done you see "Ready — audit certificate will be included."
Select Send for signature. The field editor opens.
Drag fields onto each document and assign each field to a recipient. See "Place and edit signing fields" below.
Before you continue: the next step emails every recipient their signing link.
Select Send package.
You see "E-sign package sent. Recipients will receive an email with a signing link." The package appears in Send history and History.
Send compliance documents for signing
Send compliance documents for signing when generated compliance PDFs should go out as one package.
On the Compliance tab, check the generated documents and select Send for signing (N).
The E-Sign tab opens with those documents preselected as one package.
If you have not added recipients yet, Broki adds them for you based on the file: Borrower 1, Borrower 2, and so on for each borrower, the first guarantor, the first investor or private lender, and you as Broker. Only roles the documents need are added.
You see a message like "2 compliance documents loaded as one package. 6 signature/date fields will be pre-placed — review recipients and send."
Check the recipients and package details, then select Send for signature.
In the field editor, signature and Date signed fields are already placed for each recipient. You can move, resize, delete, or add fields.
Select Send package.
Pre-placed fields are required. Witness signature spots are not pre-placed, so add them yourself if a witness must sign.
Place and edit signing fields
Place and edit signing fields on each PDF before you send the package.
In the field editor ("Place signing fields"):
Drag a field type onto the page: Signature, Initials, Checkbox, Text, Date, Note (signer only), Full name, First name, Last name, Email, Phone, Company, Title, or Date signed.
Select a field to change Assigned to, Field type, Label (shown to signer), Required, Read-only, size, location, Pre-fill text, or Pre-checked.
Use Apply template to reuse a saved layout, or Save as template to save this one.
The footer shows a summary, for example "6 fields placed across 2 documents · 3 signers".
Select Save as draft to finish later. You see "Draft saved. You can continue from History."
Open a package in history
Open a package in history when you need to see whether each recipient has signed.
Select History (N) in the E-Sign header, or View all history under Send history.
Filter by All packages, Sent, Draft, Completed, or Voided.
Open a package to see each recipient's status: Complete, Pending send, Sent, or Voided.
Resend a link or remind signers
Resend a link or remind signers from an open package when someone has not signed yet.
Resend to one recipient. This resends the same link, which keeps working. You see "Signing link resent to {name}".
Send reminder to everyone who has not signed. Same links, same expiry. You see "Reminder sent to N recipient(s)."
Send new links. Before you continue: older links stop working. New links are valid for 30 days. You see "New signing link sent to N recipient(s). Any link sent earlier no longer works."
Void a package
Void a package when its signing links should stop working.
From an open package, select Void package.
Before you continue: this cannot be undone and all signing links stop working. Confirm "Void this package? Signing links will no longer work. This cannot be undone." You see "Package voided."
Continue a draft
Continue a draft when you saved a package before placing fields or sending it.
Open History and filter by Draft. Drafts without fields show "Fields not yet placed".
Select Continue placing fields.
Finish placing fields and select Send package, or Save as draft again ("Draft updated.").
Download signed documents and the certificate
Download signed documents and the certificate after every recipient has signed.
When everyone has signed, the package shows Completed.
Open the package in History.
Under Signed documents, select Download for one document or Download combined (PDF) for all of them.
Under Signing certificate available, select Download certificate (PDF).
Signed documents are usually generated automatically. If they are not ready, select Generate signed documents. You see "Signed documents generated." Signed compliance documents are also marked Signed on the Compliance tab.
Remove a package from history
Remove a package from history when you want it gone from the list.
Before you continue: this permanently removes the package from history.
Select the trash icon on the package.
In "Remove package from history?", type delete.
Select Remove package. You see "Package removed from history."
Practical examples and other ways to use it
These examples show ways to send and follow up on packages from the E-Sign tab.
Commitment with two borrowers. Select the approved lender commitment, add Alex Sample as Borrower 1 and Jordan Example as Borrower 2, place a Signature and Date signed field for each, and send. Both can sign at the same time.
BC compliance package. On the Compliance tab, check the disclosure and consent documents and select Send for signing (N). Broki adds the borrowers and you as Broker and pre-places signature and date fields. Review and send.
Private lender deal. Add the investor contact to the file before sending compliance documents, so the Investor recipient is created and their fields are placed.
Client lost the email. Use Resend for that recipient. The link they already have keeps working.
Common mistakes and how to avoid them
If one of these happens on the E-Sign tab, use the fix under that mistake.
Looking for a document that is not approved. Only approved files from the Documents tab are listed. Approve the file first, or upload the PDF directly in Step 1.
Using Send new links when you meant to remind. Send new links turns off the links clients already have. Use Send reminder or Resend unless a link has expired.
Forgetting witness fields. Witness signatures are never pre-placed. Add a Witness recipient and place their fields before sending.
Sending the wrong recipient's fields. Each field has an Assigned to value. Check it before selecting Send package.
Troubleshooting
Use this section when a package will not send, a link fails, or a PDF will not upload on the E-Sign tab.
"Select at least one document, add recipients, and add a package title"
You see "Select at least one document, add recipients, and add a package title" when the package is not ready to send.
Possible causes: one of the readiness items is incomplete.
Check first: the Package readiness list.
To fix:
Select at least one document.
Give every recipient a name and email.
Enter a package title.
Confirm it worked: you see "Ready — audit certificate will be included."
"Package created, but no email could be sent" or "Package sent, but N email(s) failed"
You see "Package created, but no email could be sent" or "Package sent, but N email(s) failed" when the package saved but a signing email did not go out.
Possible causes: a recipient email address is wrong, or your mailbox connection has expired.
Check first: recipient emails in the package and your mailbox connection.
To fix:
Correct the email address if needed.
Reconnect your mailbox.
Open the package in History and select Resend for the affected recipient.
Confirm it worked: the recipient shows Sent.
The client says their signing link does not work
The client says their signing link does not work when the link is expired, replaced, or the package was voided.
Possible causes: the link is older than 30 days, Send new links was used after it was sent, or the package was voided.
Check first: the package status in History.
To fix:
If the package is voided, create a new package.
Otherwise select Send new links.
Confirm it worked: the client opens the new link.
Contact support if a new link also fails. Include the file's loan code, the package title, the recipient name, and the exact message the client sees. See also Client cannot sign documents.
The PDF will not upload or open
The PDF will not upload or open when Broki cannot use that file as a signing document.
Possible causes: the file is not a PDF, is password-protected, or is already certified.
To fix:
Open the file and use "Print to PDF" to create a fresh copy.
Upload the new copy.
Tips and best practices
Use these practices when you order documents and reuse field layouts on the E-Sign tab.
Put the most important document first. Recipients see documents in the order you set.
Save field layouts for lender forms you use often with Save as template. Next time, Apply template places the fields for you.
Use Note for signer to tell each person which role they sign as. It does not appear on the final PDF.
Add guarantors and investors to the file before sending compliance documents, so their recipients are created automatically.
Limitations and important behavior
These limits apply to signing packages on the E-Sign tab.
Signing is parallel. All recipients receive their links at once. There is no signing order.
Signing links expire after 30 days. Send reminder and Resend do not extend the expiry. Send new links resets it to 30 days.
Only PDFs can be signed.
Only the first guarantor and the first investor on a file are added automatically.
Package statuses are Draft, Sent, Completed, Voided, and Expired. There is no separate "Declined" status.
Voiding and removing from history cannot be undone.
Signed PDFs are available from the package in History. They are not added to the Documents tab automatically.
Frequently asked questions
These answers cover DocuSign, pre-placed fields, the signed date, and what the recipient sees.
Do I need a DocuSign account? No. Signing runs inside Broki and emails go out from your connected mailbox or Broki's email service.
Can I change the signature fields that were placed for me? Yes. You can move, resize, delete, or add fields before sending.
What date shows on the document when my client signs? Date signed fills in the date the recipient signs.
What does my client see in the signing email? An email with a Review and sign button that opens their signing link. See Client signing experience.
Related articles
These articles cover the signing experience, certificates, compliance, and PDF problems.