How to: Signing large contracts in Circularo

There are inherent limitations when dealing with large documents in web-based or mobile technologies. 

Displaying large PDF files in a web browser can be time-consuming, as each document needs to be downloaded to be previewed 

• This puts connection limitations front and center, as it might be nearly impossible to display such documents on a slower connection

• Users on limited data plans might not want to use this high data allowance just to display a document

• Users with slower machines might experience slowness while previewing these documents, as it is resource-intensive

The time needed to securely sign PDF documents online using electronic certificates can also be lengthy, as the system needs to compute the signature hash for the entire document

The suggested process below aims to achieve two main objectives:

1. Ensure all contracts are signed securely, legally binding, and fully compliant, and that all PDFs are easily verifiable for authenticity and integrity

2. Ensure the process is convenient for users with great system responsiveness and performance

To meet these objectives, three key principles must be followed:

1. Each separate PDF document that is part of the same contract must have a unique reference ID

2. Each master contract (main PDF document) must contain an index - a list of reference IDs for all the PDF documents (volumes, appendices) it contains

3. Each PDF document that’s part of the master contract must contain the unique reference ID of the master contract itself

Recommended steps

1. Create a folder for each contract. Preferably name the folder with the Contract Name including the master reference ID.

You can use labels to organize and categorize the contracts further.

2. In that folder, upload each PDF document that needs to be signed and that is part of the final contract. Ensure that each PDF contains the unique reference ID, and that the master contract PDF has a list of all volumes/appendices with unique reference IDs.

   1. Ensure the maximum file size is within reasonable limits

   2. You can use the Circularo document linking functionality to link all the PDF documents belonging to the same contract together. This is optional, but it can aid in navigation.

Circularo SaaS services support document files up to 40 MB. You can also opt in for an add-on to allow for 80 MB maximum.

It is possible to further exceed these limits for on-premise solutions, for which you can contact our sales team, but clients with cloud solutions need to keep these limitations in mind.

3. Sign each PDF document that is part of the master contract. You can involve external vendors/partners in the process.

4. Sign the master contract itself. Avoid putting an unnecessarily large number of stamps or initials.

The only reason to put initials on each page is to ensure the signatory reads and is familiar with the content. Consider collecting consent with electronic signature at the beginning or end of each contract instead.

Optional steps

1. External contractors can sign documents without registered accounts/licenses.
   Consider giving restricted access to some contractors to see signed documents or upload documents before signing

2. Each PDF document can have custom metadata/fields defined for better search, such as:

   1. Reference ID

   2. Contractor Name

   3. Project Name

   4. Project Value

   5. Etc.

3. The Reference ID numbering system can be automatically managed/generated