Tracking when a certificate, agreement, or acknowledgment expires is only half the job. The other half is getting the renewal signed, saving the signed file in the right place, and updating the record so the next reminder is accurate. Until now, that meant exporting documents, routing them through a separate signing tool, downloading the result, re-uploading it, and editing the expiration date by hand. Today, Electronic Signatures is part of Expiration Reminder.
For most compliance teams, the document that proves compliance and the system that tracks it live in two different places. A safety coordinator pulls a renewal agreement out of a folder, sends it through a standalone e-signature product, waits, downloads the executed PDF, and then remembers to attach it to the right item and push the expiration date forward. Every one of those handoffs is a place where a document gets misfiled, a date never gets updated, or a signed copy sits in someone's inbox instead of in the record of truth.
That gap is where audits go wrong. In healthcare credentialing, a provider agreement that was signed but never filed against the practitioner's record looks identical to one that was never signed at all when a Joint Commission or CMS auditor asks for it. In construction, a subcontractor can return a signed insurance acknowledgment that never makes it onto the COI tracking sheet, leaving a general contractor exposed on a project it believed was covered. In fleet operations, a driver acknowledgment tied to DOT compliance can be fully executed and still show as outstanding because nobody updated the tracker. Teams that manage this in spreadsheets and email typically keep 40 to 60 percent of their records genuinely current; the rest drift out of date quietly. In regulated industries, a single missed or unprovable document can mean a failed audit, a lost contract, or fines that run from $10,000 to $100,000 per incident.
The manual signature loop also costs time that compliance teams do not have. Chasing a signature across email, then re-keying the result into a tracking system, turns a five-minute renewal into a multi-day errand repeated across hundreds of records.
Electronic Signatures lives under Documents in the left navigation, split into two areas: Contract Templates and Signatures. You start by building a template once. A template is a reusable document with merge fields that automatically fill in the details Expiration Reminder already knows, including the contact, company, location, equipment or vehicle, category, expiration item, and your organization details. You can keep a template in Draft while you refine it and mark it Active when it is ready to send.
To send a request, open an expiration item and choose Send for Signature, or start from the Signatures page with New Signature Request. You pick the template and the recipient contact, and set the new expiration date the document should apply once it is signed. Before anything goes out, you see a live preview of the generated document with every merge field already resolved, plus a count of how many fields filled in and any that need attention. When you send, the recipient receives an email with a secure signing link and signs in their browser. No account, download, or separate app is required on their end.
When the document is signed, three things happen automatically. The signed PDF is filed as an attachment on the expiration item and linked to the related contacts. The expiration date is renewed, either to the date you specified or, if you did not set one, based on the renewal duration configured on the item's category. And you receive an email confirming the document was signed. If a recipient declines or the signing link expires, you are notified of that too, and the request is marked accordingly.
Every request is tracked as an envelope with a complete, timestamped audit trail. The system records when the document was created, sent, opened, signed, declined, expired, or voided, along with the signer's details. That history gives you the evidence an auditor expects: not just that a document exists, but who signed it, when, and that it was the document you sent.
Healthcare and credentialing teams can send provider agreements, policy acknowledgments, and license attestations for signature and have the executed copy filed against the practitioner record automatically, so a credentialing file is audit-ready without manual assembly. Construction and contractor-management teams can route insurance acknowledgments and subcontractor agreements to vendor contacts and keep COI and compliance records updated the moment a document is returned. Fleet and safety teams can collect driver and equipment acknowledgments tied to DOT compliance and renew the tracked expiration date in the same step. Any team that manages recurring, signature-dependent documents in spreadsheets and email is the target here.
Electronic Signatures is built on the records you already maintain. Templates draw on your contacts, companies, locations, equipment, vehicles, and categories to populate documents, and signed files attach directly to expiration items and contacts. Because signing renews the expiration date, your reminders and reports stay accurate automatically. Templates can also be attached to onboarding steps, so a new vendor or contractor can complete a required signature as part of the onboarding flow. Access is governed by your existing roles and permissions, and the feature is available on plans that include contract templates.
A signed document only protects you if it is filed against the right record and the expiration date reflects reality. By moving signing into the same place you already track expirations, Electronic Signatures closes the gap between getting a document signed and proving it later. It removes the export, download, re-upload, and manual date edit that quietly break compliance records, and it gives you an audit trail for every request. The result is fewer outstanding renewals, fewer misfiled documents, and a compliance record you can defend.
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Electronic Signatures is live now under Documents in your left navigation, where you will find Contract Templates and Signatures. If your plan includes contract templates, you can build a template and send your first request today. Learn more at our help center or reach out to support with any questions.
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