How to Choose Between Shared Links and Embedded Signing

Problem

You need to decide whether to use shared links or embedded signing sessions for your document signing workflow. Each approach has different capabilities, complexity requirements, and user experience implications that affect your integration decision.

Prerequisites

• Understanding of your application's user flow requirements
• Knowledge of your post-completion workflow needs
• Familiarity with both signing approaches

Decision Matrix

Use this matrix to evaluate which approach fits your requirements:

Solution: Choose Based on Use Case

Use Shared Links When:

1. Email-First Workflows

Problem: Recipients expect to receive signing links via email
Solution: Shared links integrate naturally with email workflows
Example: HR onboarding documents sent to new employees

2. Simple Redirect Requirements

Problem: You need basic post-completion redirects
Solution: Use the redirect parameter in API calls
Example: Redirect to a thank-you page or payment portal

3. Multi-Party Documents

Problem: Documents require multiple signers with different access patterns
Solution: Shared links handle complex signing orders automatically
Example: Contracts requiring approval from legal, finance, and executives

4. Rapid Implementation

Problem: You need to implement signing quickly with minimal custom code
Solution: Shared links work with standard API calls
Example: MVP or proof-of-concept implementations

Use Embedded Sessions When:

1. Seamless User Experience

Problem: Users should never leave your application
Solution: Embedded sessions keep users within your interface
Example: SaaS onboarding flow where users sign terms during signup

2. Custom Post-Completion Workflows

Problem: You need complex actions after signing (CRM updates, workflow triggers)
Solution: JavaScript events provide full control over post-completion logic
Example: Insurance applications that trigger underwriting processes

3. White-Label Solutions

Problem: Maintaining brand consistency is critical
Solution: Embedded sessions appear as part of your application
Example: Partner platforms offering document services under their brand

4. Real-Time Integration Requirements

Problem: You need immediate notification of completion events
Solution: JavaScript events fire instantly when documents are completed
Example: Live dashboards showing signing progress in real-time

Implementation Approach

For Shared Links:

1. Create document with redirect parameter:
   - Include redirect URL in recipient configuration
   - Set redirect as enabled
   - Specify template and recipient details

2. Send document via API:
   - Use standard document send endpoint
   - Allow email notifications (silent: false)

3. Automatic workflow:
   - Recipients receive email with signing link
   - After completion, PandaDoc redirects automatically
   - No custom code required for redirects

For Embedded Sessions:

1. Create and prepare document:
   - Create document from template
   - Send document silently (no email notifications)

2. Create signing session:
   - Generate session for specific recipient
   - Set appropriate session lifetime

3. Embed and handle events:
   - Embed session URL in iframe within your application
   - Listen for document completion events
   - Implement custom post-completion logic
   - Handle errors and edge cases

Migration Considerations

From Shared Links to Embedded Sessions:

1. Replace redirect URLs with JavaScript event handlers
2. Implement session management for user authentication
3. Add iframe responsive handling for mobile compatibility
4. Disable email notifications by setting silent: true
5. Create custom error handling for signing exceptions

From Embedded Sessions to Shared Links:

1. Remove JavaScript event handlers
2. Add redirect parameters to recipient configuration
3. (Optional)Enable email notifications by removing silent: true
4. Simplify error handling to rely on PandaDoc's built-in messages

Verification

For Your Chosen Approach:

1. Test the complete user journey from document creation to completion
2. Verify post-completion actions work as expected
3. Test error scenarios to ensure proper handling
4. Validate mobile experience across different devices
5. Confirm integration complexity matches your team's capabilities

Troubleshooting Decision Points

Issue: Unsure about complexity requirements

• Start with shared links for simpler implementation
• Migrate to embedded sessions if you need more control

Issue: Mixed requirements (some embedded, some email-based)

• Use different approaches for different document types
• Consider user preferences in your application settings

Issue: Mobile experience concerns

• Test responsive iframe behavior for embedded sessions
• Consider shared links for better mobile compatibility

Related

• Understanding Shared Links vs Embedded Signing Sessions - Conceptual differences
• How to Set Up Post-Completion Redirect URLs - For shared link implementations
• How to Handle Post-Completion Actions in Embedded Signing - For embedded implementations
• Embedded Signing Documentation - Technical implementation details