External access and verification
Not everything Epruvo needs from a person requires them to have an account. Three pages work without signing in.
Deciding on a document from an email link
An approver can be sent a link that opens the document straight away, with no password and no session.
The page shows the same thing the application would: the document's information, its additional fields, its attachments, the Approval Flow timeline, and the Document History. If the decision is genuinely theirs to make, the Approval Decision box is there too, with Approve, Reject, and the Reason field — required for a rejection, exactly as it is inside Epruvo.
A document opened from an email link, showing its details and the approval decision box
A decision made here is a real decision. It lands on the timeline under the approver's name and moves the document on.
The link is tied to one document and one recipient, and it stops working after its validity window. That window is Token Expiration in Company settings.
Signing without an account
When a signature request includes an external signer — someone with no Epruvo account — Epruvo emails them a link.
- They open the link from the email.
- The document appears with their signature area marked.
- They sign, or reject with a reason.
The public signing page showing the PDF and the signature area for an external signer
Nothing is created for them: no account, no password, no access to anything else in your company. They see that one document and nothing more.
Their signature counts the same as an internal one. It appears in the final PDF and on the History tab of the request. Under Serial signing, their turn comes in list order like everyone else's.
Adding a colleague who does have an account as an external signer is a mistake worth avoiding — Epruvo warns you when it recognises the address. See Signature requests.
Verifying a document
A signed PDF can carry a QR code. Scanning it opens a public page confirming the document is genuine.
The public verification page showing Document verified, the document details, and the PDF
The page says Document verified, states whether it is a Signature Request or a Form Submission, and shows the document itself along with its number, title, status, and dates. The PDF is readable in the page, with zoom controls, so someone holding a printed copy can compare the two.
Whether the page also lists the document's History — who acted and when — is a company-wide choice. See Company settings.
This is the page a counterparty uses. It needs no account and no permission, and the address printed into the QR is permanent: a PDF signed today will still verify years from now.
| What it says | Means |
|---|---|
| Document verified | Epruvo holds this document and it matches |
| "Document not found or not finalised yet" | Either the address is wrong, or the document has not been completed |
| "The document type in this link is not recognised" | The address is malformed — usually a QR misread |
| "The document file cannot be displayed" | The record is genuine but the file could not be loaded. Try again shortly. |
Common problems
| "This link is no longer valid" | The validity window ran out, or the link was already used. Ask for a fresh one; Token Expiration governs the window. |
| The email never arrived | Check the address on the signer or approver, then send again. Company email settings can also be at fault — see Company settings. |
| An external signer wants to see the other documents | They cannot, by design. Give them an account under Settings → Users if they need more. |
| Scanning the QR shows less detail than expected | Show History Log is off for your company. |
| Someone forwarded their link to a colleague | It works — the link is the credential. Treat these emails as confidential, and keep the validity window short. |