Simple eSign

Learn how to restore the visibility of your digital signatures by configuring and sending PDFs for execution using Gatekeeper's Simple eSign.

  Restore Visibility                                                               Take Control

   Estimated Read Time: 7 minutes

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Sections in this article:

• Configure eSign
• Add eSign Users
• Enable Unapproved Vendor Warnings
• Initiate eSign on a PDF
• Manage Document Signatories
  • Add Document Signatories
  • Remove Document Signatories
  • Change Signing Order
• Add a Message
• Placing Floating eSign Fields
• eSign the Document
• eSign Statuses

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Gatekeeper's eSign will save you time, money, and hassle by allowing you to sign and send documents electronically from anywhere, at any time. This article covers the process of using Simple eSign, from setting up your senders and signatories to sending agreements for execution.

If you are looking to use a workflow to send PDFs for eSign, please see Initiating eSign from a Workflow.

For further information on the legality of electronic signatures including EIDAS compliance please see  The legalities of Electronic Signature.

In summary:

• Gatekeeper qualifies as an AES (Advanced Electronic Signature)
• For QES (Qualified Electronic Signatures), we have a native DocuSign Integration

Configure eSign

Before using eSign, the feature must be enabled on your Gatekeeper tenant. To do this:

1. From the navigation menu, expand the Settings option, then click Configuration.
2.  Click eSign.
3. Enable the eSign Module Configuration toggle.
4. Enable the additional toggles if required to show the document history and location details.
5. Select the entity used as the default for files sent for eSign.

Changes are saved automatically.

Add eSign Users

Before sending and signing documents, you first need to set up Authorised Senders and Signatories.

• eSign Senders are internal users that can initiate the eSign process, and select the internal and external signatories.
• eSign Authorised Signatories are internal users that are authorised to sign Contracts. 

To add a user from the eSign configuration page:

1. Click Add, then select eSign Sender or eSign Signatory as required.
2. Select the user from the dropdown list.
3. Click Save.

Additionally, eSign permissions can also be set from a user's record. To do this: 

1. From the navigation menu, expand the Settings option, then click Users.
2. Expand the 3 dots on the relevant user, then select Edit.
3. From the eSign Permissions area, select the checkbox for Sender and/or Signatory.
4. Click Save.

Enable Unapproved Vendor Warnings

Gatekeeper can help enforce vendor approval by triggering a warning when an unapproved vendor is involved in an eSign process. This can be triggered on Simple eSign, Workflow eSign, and Docusign.

When switched on, and an attempt is made to eSign a document that has an unapproved vendor, the below will be displayed:

However, not all agreements carry the same level of risk. Administrators can exempt specific contract types from triggering the warning. A great example is excluding all Non-disclosure Agreements from receiving the warning.

1. Go to Configuration

   • From the left navigation menu, expand Settings and select Configuration.

2. Access eSign Settings

   • Select eSign from the available configuration options.

   • Locate the Unapproved Vendor Warning toggle.

   • Confirm that the toggle is enabled (this must be ON for exclusions to take effect).

3. Select Excluded Contract Types

   • Below the toggle, you’ll see a dropdown list labelled Excluded Contract Types.

   • Click the dropdown and select the contract types that should NOT trigger a vendor approval warning (e.g., NDA, Trial Agreement).

4. Save Automatically

   • All changes are saved instantly—no need to click "Save."

5. ✅ Contract Type Dependency Notice

   • If a contract type is being used as an exclusion, it cannot be deleted from the contract type dropdown settings. This prevents accidental misconfiguration.

 

Initiate eSign on a PDF

To start the eSign process on a file:

1. From the navigation menu, click Vendors or Contracts, depending on where the file is stored.
2. Open the record that contains the file, then click the Files tab.
   1. If you have not uploaded the file, first add the PDF version of your agreement. See Add and Manage Files for full guidance.
3. Click Start eSign on the relevant file.
4. Click Next to initiate the eSign process.

 

Manage Document Signatories

You can now review your agreement within Gatekeepers eSign tool, or click Scroll to Prepare eSign to move straight to selecting Signatories.

Add Document Signatories

1. Select an Internal User from the dropdown list of Internal Authorised Signatories.
2. If required, select the External Vendor User to sign the contract from the dropdown list.
3. If you need to collect more than two signatures, click Add More Signers at the bottom of the page. 

Remove Document Signatories

To remove additional signers, click on the red trash can icon that appears to the right of their name within the eSign tool. This will not remove them as Authorised Signatories, but only remove them from signing this specific agreement.

Change 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. 

eSign messages 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 predetermine where the signature and the signer's details will be placed on the contract.

1. Right-click (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.

eSign the Document

1. The Internal Signatory can access the contract directly from the notification email, or click eSign this Document in Gatekeeper to complete the eSign process if they are the Sender.
2. The Signatory can then sign the document by clicking Scroll to eSign.
3. 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.
4. 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 Signature
      
5. Once the signature is complete, click ✅ Save.
6. Click on the signature to be used, then click Insert Everywhere.
7. 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 eSign Signatories will follow the same process as outlined above for Internal eSign Signatories.

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 Tracking eSign Progress.

eSign Statuses

The following table outlines the key eSign statuses:

 

Additional Reading

• eSign Webinar
• Tracking eSign Progress