The eSign feature allows for forms to be emailed and digitally signed by contacts. This feature is not enabled in a system by default. In order to use eSign, please reach out to support or your account manager to request to use this feature.
There are two ways to utilize eSign on a form.
- Using the "Upload Custom PDF" option to set up a custom form template on a per case basis.
- Using templates which are pre-saved in the system already on existing forms.
When eSign is enabled, there will be a "Prepare for eSignature" button beside filled forms. This button will allow you to request a signature on the form or set up the form template.
If a form does not have the eSignature option or you have a custom form that you want to add for eSigning, the upload custom PDF option can be used to add the document and enable an eSignature template on it for signing.
Templates
Forms use templates to indicate where on the form a signature or initial is required by the signers. If a form has no template created, you will see an option that says "Set Up Template".
If a form already has a template set up, you will see an option to prepare form or to request eSignature.
For setting up a new template, you will be taken to the template editing page where you can add fields to the form. To add a field, click the add field button at the bottom of the page and a window will pop up showing the different options you can add.
Under type, options are available to add a signature area or an initial area to the form.
Under the role dropdown, you will be able to select which person or role the various signature and initial areas are designated to.
A checkbox option is also available to mark the field as a required field.
Once the field options have been selected, click the save button and a field will be on the page that you can move around and place where you need it on the form.
After the field is placed on the form, you can click it to move it around again if needed. The size of the field can be adjusted by the circles in the corners of the field area and the field can be deleted via the trash can button.
Once you have added all the fields that you need to. Click the save template button in the upper right corner to save this template to the form.
Once a form has a template created, the template is still editable via the edit template option from the filled forms section.
Requesting eSignatures
Once a form has a template set up, to request an eSignature, click on the Request eSignature option.
You will be taken to a page that previews the form on the left side and a window on the right side will allow you to add signers to the form. To add a signer to the form, simply click the add signer button.
Search for the contact that you need to add to the form, select the role they have and then click the add button.
**In order to add a contact as a signer, the contact must be added to the case under the Family & Friends tab and they must have an email address.
Once the signers have been added, two signing options will be available at the bottom of the page.
In Person Signing
The sign now option allows for in person signing. Once you click sign now, a sign button will appear beside each signer. Click sign to open the signing page.
In the bottom right corner, click the get started button to begin the signing process.
The signing box for that signer will now be active and they can click in the box to add their digital signature.
Two options are available for signing, the signer can either type their name or they can draw their signature using the mouse.
Once the signers have signed the document, you will see a message in the bottom corner that says all fields are complete. Click the sign button to acknowledge and agree that the document was signed electronically.
After the singer has signed, you will see a green signed status beside their name at the top. Simply click the submit signatures button at the bottom to submit that signed form to the system.
Email Form
The email form option allows you to send an email to the signer where they are given a link to sign the form.
The signer will be sent an email containing a link for them to access the form to review and sign.
After clicking the link, they will be taken to the form and can begin the signing process by clicking the get started button.
The sign option for the signer can be clicked and they will have the option to type or draw their signature.
After the signer has signed the form, they can click the sign button in the bottom right to complete and submit their signature to the system.
Signature Status
The signature status for a form will be displayed on the filled forms page beside the form. A person icon will display in either green or yellow to indicate the status. Green means that the requested signatures have been received and yellow means that the requested signatures are still pending.
An option to view eSignature requests is also available by clicking the 3 dots under the more actions column.
After selecting this option, a window will appear that displays the requests that have been sent out, along with information on the date and time of the requests. Options are also available on this page to cancel requests or to resend requests to the signers if needed.
eSignature Tab
The eSignature tab provides an overview of all the pending eSign requests in the system.
Cases and signers can be searched for via the search bar at the top of the page. To view details on a cases pending eSignatures, click the dropdown arrow beside the case name. Any pending signatures will be shown here along with options to resend the request or cancel the request.
