This article describes the process of initiating and completing eSign within a Workflow.
This article intends to walk you through:
- eSign Workflow Initiation
- Adding Document eSigners
- Removing Document eSigners
- Changing Signing Order
- Adding a Message
- Placing Floating eSign Fields
- eSigning the Document
Note: eSign must be enabled and configured in Gatekeeper before initiating any eSign process. Click here for detailed steps regarding setup and configuration of eSign.
eSign Workflow Initiation
When a card has transitioned to a workflow phase with the eSign action enabled, an email will be sent as configured to the specified Phase Owner to initiate the eSign process.
Simply click “View form” from within the notification email as indicated below.
You will then be taken directly to the workflow. Select the “Start” button
Confirm the correct document is selected and click “Save & Next”
If the appropriate file is not present in the dropdown list to select, ensure that the document is a pdf format and has been uploaded to the Workflow prior to the eSign phase. Files designated as a "Master Record" associated with the contract or supplier will also appear in this list. To learn about how to set a file as the "Master Record" click here.
Note: Only users that have been configured as eSign Senders will have access to initiate the eSign process in Gatekeeper. Click here for detailed setup information.
Adding Document eSigners
You can review the file or select "Scroll to Prepare eSign" to move straight to selecting Signatories.
If you need to collect more than two signatures, click the blue "Add More Signers" option at the bottom of the page. This will provide you with the ability to add more Signatories as needed.
Placing Floating eSign Fields
After all Signatory fields have been completed, right-click (control-click on a Mac) within the document to place floating signature fields. This allows you to predetermine where the Signature and the Signer's details will be placed on the contract by inserting and then dragging and dropping the associated fields to the selected areas.
Field Placement options include:
The fields are colour coded for clarity and are compatible with all advanced features of our eSign solution including multiple signatories, signing order and custom messages.
Once all the relevant floating fields have been placed on the document, click “Request Signature” at the bottom of the page.
Both the Internal Signatories and Vendor Signatories will receive emails in the designated order asking them to sign the Contract along with a daily reminder email for any outstanding requests.
eSigning the Document
The Internal Signatory will be able to access the Contract directly from the notification email or select “eSign this Document” in Gatekeeper to complete the eSign process if they are the Sender.
The Signatory can then sign the document by selecting the blue "Scroll to eSign" button.
Additionally, the Signatory can simply click on the "CLICK TO SIGN" button directly within the document.
There is also a third option for the Signatory to click "SIGN HERE" at the bottom of the page or select "Decline" if desired.
Signatories will be able to eSign using four different methods.
- Draw it in: Drawing their signature using a mouse or touchscreen
- Type it in: Typing in their name and selecting a font style
- Upload Image: Upload an image of their signature
- Saved: Returning Signatories will be able to access saved Signatures.
Once a Signature is complete, select “Save”
Then click on the Signature to be used in the signing of this Contract and select the blue "Insert Everywhere" button.
Select “I Agree” and the eSign for this contract will be completed.
Other Signatories who have not signed the Contract will be sent an email notification in the designated order. External eSign Signatories will follow the same process as outlined above for Internal eSign Signatories.
You can read further about tracking the progress of the eSign process here.