Contracts Manager™ | Step-by-step Guide: eSignatures

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Contract Manager™ Step-by-step Guide:  eSignatures Manager  

What is eSignature Manager

This guide will cover the eSignature Manager module in Contracts Manager that is used to create and administer eSignatures workflows for managing the document signing process, including the definition, placement and status reporting of embedded document signatures.

The eSignatures workflow and eSignature management are administered from within projects by the Signing Manager -- which is a new role in Contracts Manager, similar to Author, Creator, Owner, etc. 

The Signing Manager can enable the eSignature workflow for a project, select which documents to include in the workflow, and the required signers for the documents. The worklflow also allows the Signing Manager to choose the types of signature elements required (e.g., signature, initials, name), the position on the page for each signature element, and other details such as the signer's company and the signing date.

Once the workflow is complete, the required signers for each document get an email notification with a link to the document. The Signing Manager can view the status of all required signatures and can complete the signing process once all signatures have been obtained.

How does it work?

To user the eSignature module a user would need to set-up a Project, this is covered in the Projects guide please refer to it by clicking the link below if you would like a refresher

Projects Guide

Please note that if you would like the document to go through the eSignatures function to click on the check box “enable eSignatures for this Project” on the Primary Info Tab

Once the last task is complete in the Workflow then the project will enter the eSignatures workflow.

Clicking the envelope will take you into the eSignature Management screens where you can choose which users and documents will be a part of the signing.  You choose the members in the first three select fields.  You select an attachment by hovering over it and selecting it.  It will have a green outline to show that it’s selected.

After the users and documents have been selected you can click NEXT to be brought to the Document Preparation screen.

Clicking on the Prepare link for a document will allow you to place different eSignature elements on the page for each user that is signing.

After you have placed all of the signature fields you are interested in for each user you can click the Complete button.

You are then brought back to the Document Preparation screen where you can Send for eSignatures. 

The email that is sent to the Signing User will look like the following. 

Clicking on the eSign Document(s) link will take the signer into a signing screen.  The first thing the signer will need to do is accept the License Agreement.  You can also access you eSignature task by logging into the application and accessing the Projects Tab.

Once they scroll to the bottom of the document they will be able to click the Accept button to continue with the signing.  They can also Print the license agreement and read it whenever they have time.

After scrolling to the bottom of the Licence Agreement pop up window the Accept button appears.

After clicking Accept the signer is taken to the Signing Screen.  Clicking on the Start menu item will take the signer to the first place they need to sign.  Documents can be selected from the right-hand menu.

Clicking on the element will paste their Signature.  They will need to choose how their signature will appear the first time they open the Signing Screen.

This is an example of what the individual may see on the document they need to sign.

After choosing their preferred signature – the signature field will be clickable.

Clicking on Finish at the top right will complete the Signing process.  You can also Save as Draft if interested in completing the signing at another time.

After all users have completed the signing, the Signing Manager will see the Complete button so that they can complete the signing process.

The eSignature flow is now complete and the project will enter Activation (manual or automatic). The system will also send an email notification to update the users responsible for the Project that that eSignature portion is complete.