Initiate eSign from a Workflow

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   Estimated Read Time: 7 minutes

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Sections in this article:

• Initiate eSign from a Workflow
• Manage Document eSigners
  • Add Document Signatories
  • Remove Additional Signatories
  • Change the Signing Order
  • Adding a Message
• Place Floating eSign Fields
• Resend the eSign Email
• Change the Signatories
• Cancel the eSign Process
• eSign the Document
  • Delegate External eSignatories
• Configure eSign Handlebars
  • Add Additional eSign Handlebars

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Initiate eSign from a Workflow

When a card has transitioned to a workflow phase with the Enable eSign action selected, if notifications have been configured, an email will be sent to the phase owner to initiate the eSign process. They can click the button from within the notification email to get started, or navigate directly to the workflow card.

The phase owner can initiate the eSign process by clicking Start New eSign Process. 

Confirm the correct document is selected and click Save & Next to continue. 

 

Manage Document Signatories

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

Add Document 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.

Remove Additional Signatories

To remove additional signers, click on the delete icon in the corner of the box. This will not remove them as Authorised Signatories, but only remove them from signing this specific agreement.

Change the Signing Order

The signing order can be amended to meet your individual needs:

1. Click Change.
2. Drag and drop signers in the correct order. The signer at the top of the list signs first.
3. Click Save.
   

Add a Message

Click Add to enter customised message entries for each signer, as required: 

These can be applied across all signers by selecting the Add message to all signers checkbox. This will replace any messages already in place. When you are happy with your message, 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.

1. Right-click (or control-click on a Mac) within the document to place floating signature fields. Field options include:
   1. eSignature
   2. Name
   3. Company
   4. Date
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 Signatories and Vendor Signatories will receive emails in the designated order asking them to sign the document, along with a daily reminder email for any outstanding requests.

 

Resend the eSign Email

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. 

1. The signatory can sign the document by clicking 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. Signatories can eSign using four different 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 both parties have completed the eSign process, both parties 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 Review & eSign, then click Change Signer when the file opens.

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

Configure 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 the left column to your document where appropriate 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