How asSigned works with Notion
Your contracts live in a Notion database. Each row is one document, and its page is the text that gets signed.
Sending a contract
- Add a row to Contracts, and write or paste the contract into its page.
- Fill in who signs: Signer Name and Signer Email.
- Set Signing Status to Ready to send. asSigned checks your Contracts every minute, so the email goes out within a minute and the row moves to Sent.
From there the row moves on by itself: Sent when the email has gone, Viewed when the signer opens it, and Signed when they have signed, with the date and the signed PDF filled in.
Sent the wrong version? Set Signing Status to Cancelled before everyone has signed. Every signing link stops working, anyone who had one is emailed that it was cancelled, and a comment on the row says so. To send it again, set it back to Draft, then Ready to send.
The columns
asSigned finds these columns by their names, and keeps to them if you rename one later. Settings shows which column it uses for each, under Columns, and you can change any of them there.
| Column | What it's for |
|---|---|
| NameNeeded | The document's title, on the email and the signed PDF. |
| Signing StatusNeeded | Draft, Ready to send, Sent, Viewed and Signed, with Error when a row isn't sent. You set Ready to send, Add fields or Cancelled; asSigned sets the rest. A database of your own needs at least Ready to send and Sent: asSigned adds Add fields, Cancelled and Error itself. |
| Signer EmailNeeded | Where the signing link goes. |
| Signer Name | How the email and the signing page greet the signer. |
| Second Signer Name and Email | A countersigner, such as you. They get their link after the first signer has signed. |
| Expiry Days | How many days the signing link works. Left empty, it's 14. |
| Reminder Days | Optional, a column you add: the days after sending to remind a signer who hasn't signed, like 2, 5, or none. Left empty, it's what Settings says (3 and 7 to start). |
| Document | Optional, a Files & media column you add, on Unlimited: a Word or PDF file in it is sent instead of the page. |
asSigned fills in the rest, so leave them empty: Document ID, Signing Link Expires, Waiting On, Last Activity, Send Error, Signed Date, Signed PDF and Signed PDF Link.
Waiting On names who has to sign next, and is empty once a document is signed or cancelled. Last Activity is when something last happened with the signers: it was sent, a signer opened it for the first time or signed, or it was cancelled. Reminders don't count. So you can ask Notion AI who still owes you a signature, or what has been out for a week with nothing happening. If your Contracts doesn't have these two columns, asSigned adds them once; delete one and it stays deleted.
What goes in the page
The page is the document, and what you write in it carries over to the PDF: text and headings, lists and to-dos, tables, images, callouts, quotes, toggles (shown open), tabs and columns (one after another) and code, with bold, italic and links. Equations carry over as the text they're written in, such as E = mc^2, not drawn as maths. Bookmarks, embeds and videos appear as links.
On Unlimited, the contract can be a Word or PDF file instead: upload it into the row's Document column. Then the file is what's signed, not the page. Type the fields below into the file where each answer goes, the same way, and asSigned puts them there; a signer with no [Signature] in the file signs on a page asSigned adds at its end.
Images are copied into the document when it is sent, so the signed PDF shows exactly what was signed: PNG, JPEG, GIF or WebP, up to 5 MB each. Left out: other images (such as SVG), sub-pages, databases inside the page, and files uploaded to Notion (named, not included). The row still goes, and Send Error names what was left out.
Fields the signer fills in
Type a field in square brackets where it belongs in the page. The signer fills it in on the signing page, and the signed PDF shows the answer in the same place.
Or let asSigned add them: write the contract with blanks, like “Client Signature: ____ Date: __”, and set Signing Status to Add fields. asSigned turns the blanks into fields, sets the row back to Draft, and comments on it with what it added, for you to check. Notion AI can do it too: ask it to add signing fields, following the How to add signing fields page asSigned puts in your Notion.
[Signature]where they sign, and[Initials]for their initials. Without a [Signature], signatures go at the end, as before.[Date]next to a signature is the date they sign, filled in for them.[Date: Start date]is a date they choose.[Text: Name / Title],[Email: Billing contact]and[Number: Seats | 1-50]are typed in, and checked as they fill them in: an email has to be an address, a number has to be in its range.[Address: Billing address]is an address, on a few lines.[Checkbox: We have insurance]is a tick box: yes or no.[Choose 1: Monthly / Yearly]offers options, split by /: Choose 1 is exactly one, Choose 0-2 is none to two.[Attach: Certificate of insurance]asks for a PDF or an image, up to 5 MB. It lands in the row's Signer Files column, which asSigned adds the first time, and the signed PDF lists it with its SHA-256 fingerprint.
After a bar, a field can say optional, so it can be left empty; for: second signer, so the countersigner fills it in; or from: Company, to start it with what the row's Company column says (the signer can still change it). if: We have insurance shows it only when the signer ticks that box, and a field they don't see isn't needed.
Any other square brackets, such as [Client name], are blanks for you to fill in. Fill them in or take the brackets off before sending, because a page that still has one isn't sent. A misspelled field isn't sent either, and Send Error says what was meant.
An assistant can add them too. In Settings, Connect an assistant gives the address and a key for Claude or any assistant that takes an MCP connection. It can then add the fields to a page, and check what a send would make of it, without sending anything.
What an assistant sends goes out from a row of your Contracts, as if you had set it to Ready to send. A new document gets a row of its own first. The row then shows Sent, Viewed and Signed, with Waiting On and Last Activity, as any row does. If a row can't be sent, it shows Error, and Send Error says why.
If a row isn't sent
Signing Status shows Error, Send Error says why, and you get a Notion notification: a comment on the row that mentions you (if asSigned's connection may comment). Fix it, then set Signing Status to Ready to send again. The usual reasons:
- Signer Email is empty, or isn't an email address.
- The page has no text asSigned can send.
- The row was already at Ready to send when you connected asSigned. Rows waiting then aren't sent, so nothing old goes out by surprise: set it to Draft, then Ready to send again.
- asSigned can't see the database: its page was unticked from what asSigned sees, moved or deleted, or asSigned was removed from your Notion's Connections. Then the row just stays at Ready to send, with no Error, because asSigned can't reach it to say so. Settings says so at the top, and asSigned emails you if it lasts an hour. In asSigned's Settings, choose Change what asSigned sees and tick your Contracts page, or choose another database if you deleted it. Rows set to Ready to send meanwhile then go out.
- A field is written in a way asSigned can't read, such as [Txt: Name]. Send Error says which one, and what was meant.
- The page still has square brackets to fill in, such as [Client name], or a [Date] that isn't next to a signature. Send Error lists them.
- You've sent the Free plan's 5 documents. Upgrade to Unlimited in Settings, under Plan, and set the row to Ready to send again.
Free and Unlimited
Free is 5 documents, to try asSigned. A document counts once its signing link goes to someone outside your account, so one you send only to yourself doesn't. They are counted for the email address you sign in with and your Notion workspace, so closing an account and opening another doesn't start them again. On Free, emails end with a Sent with asSigned line.
Unlimited is $12 a month, or $120 a year: as many documents as you like, with no Sent with asSigned line, and your logo on the signing page, the emails and the signed PDF (Settings, What your clients see). Upgrade in Settings, under Plan; Manage billing there changes or cancels it, and has every invoice.
Have a code? Type it in Settings, under Plan, or open its link. A code for free time gives Unlimited for a while with no card; when it ends you're on Free again unless you keep Unlimited, and you aren't charged until then. A discount code is typed when you upgrade.
What asSigned keeps
Your contracts live in your Notion, not in asSigned. When everyone has signed, the signed PDF is attached to the row and emailed to every signer: those are the copies to keep.
asSigned keeps a document only while it's out for signature. Once everyone has signed and the signed PDF is on its Notion row, asSigned deletes its own copy: the PDFs, the files signers attached, drawn signatures, images, the text of the page and every answer. If the PDF couldn't be put on the row, asSigned keeps it 7 days so you can download it, and the row says until when. A cancelled or expired document is deleted straight away, and a draft you never sent after 7 days.
Until then, asSigned's copy is encrypted with a key that belongs to your account alone. If you delete your account, that key and everything asSigned held for it are deleted, and within 7 days they're gone from its backups too. The signed PDFs in your Notion and your signers' email are ordinary PDFs, and stay readable for good.
All of it, and who else handles your data, is in the trust center.
What stays is what Verify shows: the document's title, who sent it, who signed and when, and the signed PDF's fingerprint. Email addresses, IP addresses and the rest go with the document; the signed PDF's last page still says them. Verify checks any copy against the fingerprint, so a signed PDF can be proved genuine long after asSigned has deleted its own.
Getting help
On a row that isn't doing what you expect, set Signing Status to Get help. Within a minute asSigned comments on the row with what it can tell (why it wasn't sent, who it's waiting on, an email that bounced), puts Signing Status back as it was, and passes your request to asSigned's support, who reply by email.
If you've connected an assistant (Notion AI or Claude) in Settings, ask it: it can check your account and a row the same way, and send your question to support in your own words.
Or write to support@as-signed.com.
asSigned emails occasional product news, which you can turn off in Settings, under Your account, or with the unsubscribe link at the foot of any of them.
Using a database of your own
- It needs a status column, a Select or Status with an option for Ready to send and one for Sent, and a column for the signer's email. Other names work too: asSigned guesses which is which, so Stage and Client email do as well as Signing Status and Signer Email. Add any of the others you want.
- In asSigned's Settings, choose Change what asSigned sees, and tick that database's page.
- Back in Settings, choose Use this one beside it. Settings then shows, under Columns, which column asSigned found for each thing, and which status option means Ready to send: change any it guessed wrong. Then set a row to Ready to send.
Who can send
Anyone who can edit the database in Notion. Every email goes out in your sender name, and replies come to the address in Settings: left empty there, the address of whoever connected Notion.
Telling your other tools: in Settings, Webhooks sends each document's news (sent, viewed, signed, cancelled and the rest) to an address of yours, such as a Zapier or Make hook, signed so you can check it came from asSigned.