Document Preparation FAQs

Documents must be uploaded in PDF format, ideally created directly from a digital source to ensure clarity and legibility.

Avoid uploading digital photos of documents, as high-resolution images can make text appear too small or unreadable after notarization. If you have a physical document, it's best to scan it as a PDF or resize the image before uploading.

‍Note: In order to receive a valid notarization, you must upload full documents, not just the signature page.

For more information, see this Help Center article.

Business Pro only allows your customers to upload documents as part of an EasyLink workflow.

More information about EasyLinks can be found below. For information related to signer upload EasyLinks, see this Help Center article.

Yes. On Proof, users can prepare and tag documents before sending them for notarization by adding fillable fields (such as signature, date, or text boxes) to guide signers and notaries through the document. 

Fields can be manually placed using the Document Preparation window or set up in advance with reusable templates for frequently used forms. For detailed instructions, see this Help Center article.

Yes. Proof supports white-text tagging, allowing organizations to embed invisible placeholders directly into documents. When the document is uploaded, the system automatically applies the appropriate fields, streamlining the preparation process.

This feature is available upon request. Please reach out to Proof Support for access.

Yes. On Proof, businesses can replace or merge documents after uploading them as part of the transaction creation process.

‍Replacing documents
Users can replace documents in draft transactions or templates without deleting the original file. The platform automatically retains and reapplies all existing signer and notary fields to the new document in their original positions. This feature is particularly useful when updating a document that has already been prepared or tagged. For more information, see this Help Center article.

Merging documents
Users can combine two or more uploaded documents into a single file within draft transactions or templates. The merged document adopts the name and requirements of the first document in the list, though users can reorder or rename files as needed. For more information, see this Help Center article.

Yes, Business Pro users can create, apply, and manage document templates to streamline transactions.

Creating templates
Admins and team members can create templates by navigating to Tools > Document Templates and selecting Create New Template. After uploading a PDF, users can add signer and notary fields, rename the template, and set any required fields.

For step-by-step instructions, see this Help Center article.

‍Applying templates
During transaction creation, users can apply existing templates by selecting Template Upload when adding documents, choosing the desired templates, and adding them to the transaction.

For more information, see this Help Center article.

‍Managing templates
To delete templates, go to Document Templates, select the templates to remove, and click Delete.

‍Note: Templates linked to EasyLinks must be reassigned or deactivated before they can be deleted. For more information, see this Help Center article.

Yes! Proof supports automated template matching, which automatically maps uploaded documents to templates saved in your template library. This applies to both business-initiated transactions and documents uploaded through a Signer Upload Easylink, which is explained in the next FAQ.

Admins and Owners can enable this feature by navigating to Settings > Transaction Settings > Template Settings and checking the box for Automatic Matching.

For more information, see this Help Center article.

An EasyLink is a customizable link that businesses can use to automatically route customers into a transaction on the Proof platform. EasyLinks are ideal for high-volume or repeat workflows where the documents and process are consistent.

Instead of sending transactions one by one, businesses can share a reusable EasyLink that lets recipients start the process themselves.There are three types of EasyLinks:

Signer Upload: The signer uploads their own documents for signature or notarization.
Use case example: A law firm allowing clients to upload and notarize custom legal documents.

Template-Based: The signer completes a standardized set of documents provided by the business.
Use case example: An HR team collecting standardized onboarding forms from new hires.

Identify: The signer completes an identity verification without submitting documents.
Use case example: A real estate company verifying the identity of a signer before initiating a wire transfer or loan application.

Once a transaction is completed through an EasyLink, documents and supporting artifacts like audit trails and identity reports are available under the Send & Manage tab.

Businesses can share EasyLinks as a link, button, QR code, or co-branded PDF (for in-person identity verification).

You can create, edit, or deactivate EasyLinks by visiting the EasyLinks tab under Tools.

For more information, see this Help Center article.