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Signer Roles

When you add participants to a DocSign document, each person is assigned a role that determines what they can do with the document. DocSign supports four roles: Signer, Approver, Observer, and CC.

Signer​

The Signer role is the most common. A signer is expected to review the document and fill in all fields assigned to them --- typically a signature, initials, date, or text fields.

  • Receives an email with a secure signing link.
  • Must complete all required fields before submitting.
  • Their signature, IP address, timestamp, and geographic location are recorded in the audit trail.
  • The document cannot be marked as completed until all signers have submitted their responses.

Approver​

An Approver reviews the document and gives formal approval without placing a signature. This role is useful for managers or stakeholders who need to sign off on a document before it is finalized but do not need to add their own signature fields.

  • Receives an email notification with a link to review the document.
  • Can approve or decline the document.
  • Their approval is recorded in the document history.

Observer​

An Observer has read-only access to the document. Observers are notified when the document is sent and can view its contents and track its progress, but they cannot sign, approve, or modify anything.

  • Receives an email notification with a link to view the document.
  • Can see the current signing status and who has signed.
  • Useful for stakeholders who need visibility without any action required.

CC (Carbon Copy)​

The CC role is for people who should be kept informed about the document but do not need to interact with it directly. CC participants receive email notifications at key points in the lifecycle:

  • Notified when the document is sent.
  • Notified when signing is in progress (optional).
  • Notified when the document is fully completed.

CC participants do not have a signing link and cannot view the document contents through DocSign. They simply receive status updates via email.

Choosing the Right Role​

ScenarioRecommended Role
Person needs to sign the documentSigner
Manager needs to approve before finalizingApprover
Stakeholder wants to monitor progressObserver
Team member just needs email updatesCC

Notification Options​

For each participant, you can configure notification preferences:

  • Notify on send --- Receive an email when the document is dispatched.
  • Notify on progress --- Receive updates as other participants complete their actions.
  • Notify on completion --- Receive a notification when all parties have finished and the document is complete.

These options let you fine-tune who gets notified at each stage of the workflow.

Next Steps​