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Track eSign Progress

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

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Note:

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

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

Track eSign from the 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.

Gatekeeper 2020-05-25 18-03-32

The following columns can be added to 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 colours:

  • Grey: No eSign initiated on this file.
  • Blue: Draft eSign process saved.
  • Orange: eSign initiated and awaiting signatures.
  • Green: eSign process completed.
  • 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

Track eSign from Contract or Vendor Repository

Another way to track the eSign process is directly from the contract or vendor record's Files 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-1

This will display the current status of the eSign request.

View Detailed eSign History

To view a detailed audit history of the eSign process, click the file's status to view further details. For example, when at Awaiting Signature, you can view the status of each individual signatory.

esign awaiting signature

Once a signatory has signed the document, this updates to Signed. This window also displays the eSign history, including:

  • when the process started
  • who initiated the eSign process
  • 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.

Note: The location stamp may vary for users accessing Gatekeeper eSign via VPN or SSO, as it reflects the IP address of the data centre in use at the time of signing.

Contract Lifecycle Tab

Additionally, you can view the history of the 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.

See Initiate eSign from a Workflow for further details.