Document Preparation FAQs

What are the file size and format requirements for uploaded 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.
• ​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: In order to receive a valid notarization, you must upload full documents, not just the signature page.

Can my customers upload documents?

Business 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.

Does Business Pro offer document templates?

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.

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.

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.

Can I upload a document and have it match an existing template automatically?

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.

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

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.
• ​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.

How do I create, share, or manage an EasyLink?

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.

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Incident Priority and Support Levels

Priority Level 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)

Platform Availability Percentage (per calendar month)

Incident Priority Response Times