Document Upload and Preparation FAQs
The Document Upload and Preparation FAQs detail that documents must be uploaded as PDFs under 30MB each (totaling no more than 500MB), prohibit digital photos for clarity, allow customer uploads only via EasyLink workflows, enable users to prepare and tag documents with fillable fields or white-text tagging (available upon request), and permit replacing or merging documents during transaction creation while retaining existing signer and notary data.
Document Preparation FAQs
What are the file size and format requirements for uploading documents?
- Documents must be uploaded in PDF format, ideally created directly from a digital source to ensure clarity and legibility.
- Each individual file must be under 30MB, and the total size for all documents in a single transaction must not exceed 500MB.
- 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: To receive a valid notarization, you must upload full documents, not just the signature page.
Can my customers upload documents?
Title Pro only allows your customers to upload documents as part of an EasyLink workflow.
Can I prepare or tag the documents for my customers?
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.
Does Proof support white-text tagging?
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.
Can I replace or merge documents after uploading them?
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.
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.
What is an EasyLink?
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.
- 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 My Closings tab.
How do I create, share, or manage an EasyLink?
Title agencies 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.
Incident Priority and Resolution
Priority Levels and Conditions
- Level 1: Critical Business Impact. The incident seriously affects the functionality of the services (or component thereof) and cannot be circumvented such that most of the significant functionality of the services (or component thereof) is available.
- Level 2: Significant Business Impact. The incident partially affects the functionality of the services (or component thereof), but can be circumvented so that most of the significant functionality of the services (or component thereof) is available.
- Level 3: Minimal Business Impact. The incident can be circumvented such that the services (or component thereof) can be used with only slight inconvenience. The problem can be considered insignificant and has no significant effect on the usability of the services (or component thereof).
Conditions for Closure of Help-Desk Ticket
- Level 1: The incident is considered resolved and closed when an incident resolution has been fully implemented.
- Level 2: The incident is considered resolved and closed when an incident resolution has been fully implemented.
- Level 3: The incident is considered resolved and closed when one of the following occurs: (i) an incident resolution has been fully implemented, or (ii) 10 business days have elapsed since Proof’s communication of the information that Proof reasonably believes will resolve the incident (communicated by email to subscriber’s designated contact for such incident), and subscriber has not responded to Proof. The incident can be reopened later if it has not been resolved.
On-Demand Notary Availability Downtime (per calendar month)
- Up to 240 minutes: No On-Demand Notary Downtime Credit
- 241-360 minutes: 1%
- 361-480 minutes: 3%
- 481-600 minutes: 5%
- 601 minutes or greater: 7%
Platform Availability Percentage (per calendar month)
- 99.9% or higher: No Platform Downtime Credit
- 97% - 99.9%: 1%
- 95% - 97%: 3%
- 93% - 95%: 5%
- Below 93%: 7%
Incident Priority Response Times
| Incident Priority | Acknowledgement Time (During Business Hours) | Provision of Incident Resolution or Interim Process | If Interim Process is provided, Maximum Timeframe for Provision of Incident Resolution |
|---|---|---|---|
| Level 1 | 1 hour | 8 hours | 36 hours |
| Level 2 | 4 hours | 24 hours | 5 days |
Related
Template Service Description
The Template Service is a value-added offering governed by Proof's General Terms that automates transaction preparation by using subscriber-provided, sanitized, first-generation or searchable PDF sample documents to create standardized, automatically tagged templates, with subscriber collaboration and quality testing to ensure timely and minimal human interaction in document processing.
Technical Account Manager Service Description
The Technical Account Manager (TAM) Service provides Subscribers with a dedicated, trained Proof specialist who understands their unique account and business processes to proactively monitor and manage technical health, swiftly resolve escalated issues, support lifecycle changes, and serve as a direct liaison to Proof product experts, ensuring minimized risk and maximized uptime under the governance of Proof's General Terms.
Proof Security Statement
Proof's Security Statement, last updated January 22, 2024, details that Proof implements and maintains comprehensive technical, physical, and organizational security measures compliant with multiple rigorous frameworks—including AICPA Trust Services Criteria (SOC2), NIST SP 800-53 Rev 5 at moderate level, WebTrust, Massachusetts CMR 17.00, and PCI DSS via third-party processors—and meets additional legal requirements such as HIPAA and FERPA, all validated through annual audits and assessments to protect user data from unauthorized access, disclosure, alteration, loss, or destruction.
Proof Legal Glossary
The Proof Legal Glossary, last updated June 19, 2026, defines key terms related to Proof's digital notarization and certification services, including fees, legal entities, API access, electronic signature laws, notary regulations, business definitions, service capacities, and specific platform features like Certify and Close for securing digital content and conducting real estate transactions remotely.
Acceptable Use Supplement
The Acceptable Use Supplement, effective June 19, 2026, governs users of Proof's identity verification and fraud-prevention services by clarifying that users are solely responsible for interpreting risk scores and fraud indicators, prohibits use of the services for Fair Credit Reporting Act (FCRA) purposes or as consumer reports since Proof is not a Consumer Reporting Agency, and replaces the prior Defend Supplement within the Proof agreement framework.
Subscriber Supplement
The Subscriber Supplement, effective March 31, 2026, outlines terms for Subscribers accessing Services via Subscription Plans, specifying non-exclusive, non-transferable use during the Subscription Period—defined by Order Form or site/app activation—with responsibilities for compliance, potential suspension for violations, and auto-renewal provisions for plans activated through Order Forms.