E-Signature allows your office to upload a PDF document to be signed by one or multiple signers through the VO. All signers are required to have their own portal to securely access the document for signature.
Upload a file for E-Signature with Multiple Signers
Click the Upload to Clients quick tile on the Dashboard or Files > Upload to Clients on the left menu.
Click Upload new file to Clients.
Enter the first few characters of the name of the Company or Client you will be sending the uploaded file to, and click the name of the company or client when it appears. You may only select one VO Client when using E-Signature.
Enter a Title for the file.
Select the desired Category. The Category field will default to General Documents. Click here for instructions to add Document categories.
Select the Department the file is associated with for your client and staff. Click here for more information about Departments.
Click the green Signature Required button.
The Single Signature and Multiple Signatures options will appear below the green Signature Required button. Click the Multiple Signatures radio button.
Adding Signers from the Client Employee Portals
Some signers may be Client employees who already have a portal established. If the Client has created employee portals within the VO, click in the field below the "Email: +" label. Click here for instructions to add Employees for a Client.
A list of the Client employee portals will display. Select the employee name(s) to add as a signer to the document. You may choose more than one, if necessary.
Adding Signers Who Need a Portal
We require every signer to have their own portal for security reasons. If the additional signer needs aportal, click the Add New Signer button.
Enter the First Name, Last Name, and Email address of the additional signer. Click the Add button. The VO database will be scanned to ensure the email address entered does not already exist with another user.
After the Add button is selected, an alert message "Same Email already exists" at the top right corner of the page may appear. This indicates the VO has located an email match within the VO for the signer. This alert will fade away after a few moments. If you did NOT receive this alert message, you may skip to Step 5 in this article.
The user will need to re-enter the signer information using a different email address. The VO database will be scanned again to ensure the email address entered does not already exist with another user.
When no matches are found for the email entered, the signer information will be used for the Create Client process. Select the Primary Category from the drop-down that the signer's new portal will be listed under in your Client List. The default will be Esign Visitor.
Click on the Create button.
Note: After the Create button has been selected, the VO will generate an email notification to the signer advising a new Secure Portal has been created. The email will include a link for the signer to set up a username and password. This will create a Visitor Portal in your Client List. (see image below)
As each signer is added, a list will be created with their name and email address. The document will be sent to the signers in the order they are listed. The order of the signers may be rearranged by clicking on the blue directional icon to the left of the name to move it up or down in the list of signers. Click here for steps to delete signers.
Attach the files for signature. The Filename has a 250-character capacity. When multiple files are attached, the VO will merge all files into one pdf document.
Click the green Continue button. This will launch the Add Signature Field page.
A dialog box will appear that tells you to Click anywhere on the document to insert the signature placeholder(s). Click Okay in the dialog box. This will load the PDF file that needs to be signed.
As you click on the location for the placeholder, an options bar will appear allowing you to select either a signature, date, text, or checkbox. You can set multiple placeholders for one signer (i.e.: A signature placeholder and a date placeholder). Click on the icon for the desired placeholder to add it to the document. (Signature was selected for the article in the screenshots below.) To move a placeholder, drag and drop it in the desired location. You can also delete the placeholder.
As the placeholders are being set, a dialog box asking Who needs to sign here will open. Select the email address which corresponds with the person who needs to sign in the first placeholder box(es). Click the blue Save button. Repeat this step to set the placeholders for the additional signers.
Use these links to review the steps for the Text Message Verification and User Password options that may be inserted before sending the document to the signers as "added layers of security."
Once all placeholders are set and the desired optional features are in place, click the blue Send button at the top right corner of the page.
A confirmation dialog box will open after you click Send. Click the Print button for a print-friendly page.
Click Dashboard on the breadcrumb path at the top of the page to return to the Dashboard. Close the dialog box to close the VO.
Delete a Signer
If client employees are being added as signers, their names will appear in the box/field. The list of all signers will be displayed below the box/field.
To remove a signer, click on the "x" to the right of their name in the box/field or from the list.
Download Signed Document with Signature Log
You can download or view the signed document with the Signature Log attached at Files > Download Files from Client from the left menu or through the Files from Clients quick tile.
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