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      Tracking eSign Progress

      This article describes several methods for tracking the eSign process within Gatekeeper.

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         Estimated Read Time:  3 minutes

      Sections in this article:

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

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

      File Repository

      You can track eSign progress on all files you have access to across all records in Gatekeeper. From the navigation menu, click Files.

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      The following columns display key details about the eSign process:

      • eSign: The stage in the eSign process this document is at.
      • eSign Internal User: The internal signatory.
      • eSign Vendor User: The vendor/external signatory.
      • eSign Updated at: The last time the eSign process was updated.

      For details on configuring the displayed columns, see File Repository Overview.

      eSign Icon Colour Coding

      You can track the progress based on the following icon colors:

      1. Grey: No eSign initiated on this file.
      2. Blue: Draft eSign process saved.
      3. Orange: eSign initiated and awaiting signatures.
      4. Green: eSign process completed.
      5. Red: eSign request has been declined.

      Filter by eSign Status

      Click the eSign filter icon in the top left to filter files by eSign status.

      esign filter

      Contract/Vendor Repository

      Another way to track the eSign process is directly from the contract or vendor record's File tab. To access this:

      1. From the navigation menu, click Contracts or Vendors depending on where your file is stored.
      2. Open the record with the eSign file, then click the Files tab.files tab
      This will display the current status of the eSign request.
      esign tracking
      Click on the status to view further details. For example, when at Awaiting Signature, you can view the status of each individual signatory.
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      Once a signatory has signed the document, this updates to Signed.

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      This window also displays the eSign history, including:

      • when the process started
      • who initiated the eSign
      • when the document was viewed
      • when the document was signed and executed
      This includes the user completing the action, with a date/time and location stamp.
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      Note: The location stamp for eSign history may vary for users accessing Gatekeeper through VPN or SSO,  identifying the IP address of the relevant data centre at the time of signing.

      Contract Lifecycle Tab

      Additionally, you can view the history of an eSign process along with the rest of the contract record's history in the Lifecycle tab.

      This option only applies if the eSign process was initiated in a workflow.

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      See Initiating eSign from a Workflow for further details.