Initiate eSign from a Workflow

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Sections in this article:

• Initiate eSign from a Workflow
  • Add Document Signatories
  • Place Floating eSign Fields
• Manage Ongoing eSign Processes
  • Resend the eSign Email
  • Change the Signatories
  • Cancel the eSign Process
• eSign the Document
  • Delegate External eSignatories
• Multiple eSign Processes
• Configuration
• eSign Handlebars
  • Add Additional eSign Handlebars
• FAQ

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Initiate eSign from a Workflow

When a card has transitioned to a workflow phase configure for eSign, an email will be sent to the phase owner to initiate the process. To send a file for eSign from the workflow:

1. Navigate to the workflow card and click Start New eSign Process.
   1. If you have both Gatekeeper eSign and DocuSign enabled at the same phase, you can select which method you wish to use before preparing the document/envelope.

2. Select the file and host (i.e. the contract or the vendor it will be associated with).  Files already uploaded in the workflow form, and the master record associated with the contract will appear in this list.
   

   1. If the contract record does not have a master record, select the Set as the Master Record checkbox for the relevant file. 
3. Click Save & Next to continue. 
   1. If the file is linked to a vendor who has not yet been approved in Gatekeeper, a warning message will appear before you can continue. Click Go Back to review the vendor record before continuing, or click Override and Proceed to continue with eSign.

Manage Document Signatories

You can now review the document, or click Scroll to Prepare eSign to move straight to selecting signatories.

1. Select an authorised internal user, and if required, the external vendor user from the dropdown lists.
   
2. If you need to collect more than two signatures, click Add More Signers at the bottom of the page.
   1. To remove additional signers, click the delete icon in the corner of the box. This does not remove the users as authorised signatories, it only removes them from signing this agreement.
3. To amend the signing order, click Change.
   
4. Drag and drop signers in the correct order, then click Save.
5. Click Add to enter customised message entries for each signer, as required.
   1. To apply this message to all signers, select the Add message to all signers checkbox.
6. Enter the message, then click Save.

Place Floating eSign Fields

After all signatory fields have been completed, you can add floating fields to determine where the signature and the signer's details will be placed on the contract. This includes:

• eSignature
• Name
• Company
• Date

To do this:

1. Right-click (or control-click on a Mac) within the document to place floating signature fields.
2. Drag and drop the associated fields to the required areas. The fields are colour coded for clarity.
3. Once all the relevant floating fields have been placed on the document, click Request Signature.
    

Both the internal and external signatories will receive emails in the designated order asking them to sign the document.

Manage Ongoing eSign Processes

You can make changes to an eSign process after it has been initiated. 

Resend eSign Notifications

After eSign has been initiated, email notifications can be resent to prompt completion:

1.  Click the associated workflow card, then click Resend Email.
2. Click Resend Email on the relevant signatory, then click OK to confirm.  The option to resend will depend on the specified signing order.

Change the Signatories

You can update the specified signatories after the eSign process has been initiated.

1. Open the relevant workflow card and click Edit eSigners. 
   
2. Update the internal and/or external signatories as desired.
3. Click Request Signature to save the changes. 

Cancel the eSign Process

To cancel an eSign process after it has been initiated, open the workflow card and click Cancel eSign. 

You can enter a reason for cancelling, and notify each eSigner if required. This process can be reinitiated at a later time by clicking Restart. 

eSign The Document

Signatories can click Review & eSign directly from the notification email they receive, and don't need to login to Gatekeeper to complete this process. 

To complete an eSignature:

1. Click Scroll to eSign.
2. The Signatory can then
   1. click CLICK TO SIGN directly within the document
   2. click SIGN HERE at the bottom of the page
   3. click Decline if needed.
3. Complete the eSign using one of the following methods:
   1. Draw it in: Drawing their signature using a mouse or touchscreen
   2. Type it in: Typing in their name and selecting a font style
   3. Upload Image: Upload an image of their signature
   4. Saved: Returning signatories will be able to access saved signatures
4. Once the signature is complete, click Save.
5. Click on the signature to be used, then click Insert Everywhere.
6. Click I Agree to complete the eSign process.

Other signatories who have not signed the document will be sent an email notification in the designated order. External signatories will follow the same process as outlined above.

Once all parties have completed the eSign process, they will receive confirmation emails with an attachment to download a copy of the signed document.

For further guidance on monitoring the eSign process, see Track eSign Progress.

Delegate External eSignatories

External signatories have the option to delegate eSign to someone else by clicking Change eSigner in the notification email. 

Alternatively, they can click Change Signer after opening the file.

They must enter the full name and email of the new eSigner, then click Re-Assign. 

Multiple eSign Processes

If multiple files are associated with a workflow card, you can start a separate eSign process for each one. This allows you to manage all eSignatures for a contract in one place and streamline the execution process. To begin another eSign process, click Start New eSign Process for each file and configure them separately.

Each eSign process displays separately, with a summary showing the file name, host, and status. Expand a section to view further details and manage the process.

Configuration

To configure a workflow phase for eSign:

1. From Actions, select the Enable eSign checkbox.
   
   1. Select the Inline Only eSign checkbox to prevent documents from being sent until floating fields (e.g. signature, name, title) have been placed.
   2. Select the Display Approval History to show internal signatories all workflow approvals for the card.
2. From Form Access, select the relevant owner that should be responsible for initiating the eSign process.
3. From Notifications, enable the toggle for the card owner, and click the pencil icon to amend the template. This will send an email to let the owner know there is a document that is ready to be configured and sent for eSignature.
   
4. From Transitions, select where the card should move when the eSign process completes successfully, or is declined. See the FAQ for more information on transition logic in eSign phases.
5. Configure any additional settings, such as an SLA, as required.

eSign Handlebars

eSign handlebars can be configured within eNegotiate contract templates. This automatically places signatures for both internal and external parties as well as associated names, job titles, company and dates within a document.

As the handlebars are embedded into the Word template itself, they are fully dynamic so can adjust for any length of text or for additional clause language inserted from our Clause Library. 

When creating or editing a contract template, click Handlebar Instructions to see the list of available handlebars that can be added to your contract templates.

Enter the relevant Key in your document in the appropriate position before uploading it as a template in Gatekeeper. The Key will then be substituted with the relevant metadata entered into the form where available.

You can click Export Instructions to PDF as needed:

Add Additional eSign Handlebars

The eSign tab of the Handlebar Instructions only shows the handlebars for a single internal and single external signatory. However, if you have more than one internal and external signer, you can  increment the 1 from the above handlebars to include additional signatories.

For example, the screenshot below shows a template contract with handlebars for two internal and two external signers

 

FAQ 

Q: Can I initiate eSign on any file?

The following restrictions apply to Gatekeeper eSign in a workflow:

• Only PDF documents can be eSigned.
• Files uploaded within a custom data group marked as sensitive cannot be eSigned.
• The workflow card must be associated with a contract/vendor record to be able to start the eSign process.

Q: Do we need to use Gatekeeper's eNegotiate tool to be able to eSign a file on a workflow?

A: No - any PDF document that is associated with the workflow card can be signed.

Q: Do users need to be eSign Senders to use eSign on a workflow?

A: No. Workflow permissions operate independently from standard user permissions. As long as a user is assigned ownership of a workflow phase that has the eSign action enabled, they can initiate the process.

Q: What happens if a signatory declines an eSign?

The eSign status updates to Declined, and the details of who declined are visible from the workflow card. If this is the only eSign process on the card, or all other processes are complete, the card will move according to your If Declined transition rules. If other eSign processes are still in progress, you can click Restart to send the document for signature again.

Q: When does a card transition if there are multiple eSign processes?

A card only moves when no active eSign processes remain on the card. The following rules apply:

• Processes in draft or awaiting signature are considered active.
• Once all processes are either completed, declined, cancelled, the transition will occur.
• If any signatory declines in any process, the card follows your If Declined transition rules, even if other processes were completed successfully.

Q: Can I request signatures in different coloured ink?

If you require signatures in different coloured ink, this must be done either outside of Gatekeeper, or you can upload an image of your signature.