How to send other documents for signature

Before you start

The property must be launched on Openn. Properties in Created status cannot be used to send documents.
You can upload documents directly during the preparation flow — they don't need to be uploaded beforehand.
You can add external contacts on the fly during the flow — no need to create them in advance.

When to use "Prepare other document"

Use this flow when you need to send any document that is not the standard contract of sale. Common examples:

Listing agreement — Sent to the seller when they agree to list their property.
Pre-contractual agreement — Sent to buyers before the formal contract.
Seller disclosure statement (e.g. Form 2 in QLD) — Required before listing in some states.
Strata documents — Sent to buyers for review and acknowledgement.
Additional annexures — Supplementary documents sent after the initial contract.

Option A: from the action panel (property level)

Use this when the document is not tied to a specific buyer's offer.

Navigate to your property page.
In the action panel, find the Signatures section and click Prepare other document.
The recipient screen appears with an empty list.
Click Add signee to select participants:
- All property participants are available: buyers, sellers, observers, and attendees.
- External contacts are also listed. You can also create a new contact on the fly.
Set the signing order (automatic or manual) as needed.
Optionally, Add Cc to include recipients who receive a read-only copy.
Click Next.
Select documents and templates — same flow as preparing a contract of sale.
Place fields and signatures in the editor.
- If no buyer is in the recipient list, only property and seller fields are available (offer-related fields are automatically excluded).
- For additional signees (beyond buyers and sellers), basic fields are available: Name, Signature, Email, and Phone.
Click Send to generate and send the document.

Option B: from the buyer/bidder sidebar

Use this when you need to send an additional document in the context of a specific buyer's offer.

Open the buyer sidebar by clicking on a buyer in the Offers/Bids tab.
Click Prepare other document.
The recipient list is pre-populated with all participants. If there are multiple buyers, they are set to send automatically when signed.
Adjust the recipient list as needed and click Next.
Select documents, place fields, and send — same as Option A.

The sent document appears in the buyer sidebar and the Signature tab.

Option C: from the Contracts page (coming soon)

This option will allow you to send a document for signature from the centralised Contracts page, with or without linking it to a property. This feature is not yet available.

Multiple buyers from different offers

If you add buyers from different offers to the recipient list, Openn uses the offer details from the first buyer listed to populate contract fields. A warning message is displayed to alert you.

Additional signees (not tied to the primary offer) have basic fields available: Name, Signature, Email, and Phone.

Tips

Prepare other document is always available — regardless of the property's status (For Sale, Under Offer, Sold, etc.).
Use the Document tab shortcut — From the property's Document tab, click the ... menu on any document and select Prepare document to launch the same flow.
External contacts created during the flow are automatically saved to your contacts list for future use.

FAQ

Q: Can I send a document to someone who isn't on Openn?

A: Yes. Add them as an external contact (or create one during the flow). They'll receive an email with a link to view and sign the document.

Q: Does the seller need to be on Openn to receive a listing agreement?

A: No. You can send the listing agreement to the seller via their email address. They receive a link to sign without needing an Openn account.

Q: Can I send the same document to multiple people at once?

A: Yes. Add all recipients to the list and configure the signing order. You can send simultaneously or sequentially.