E-Signature - Multiple Signers (10/24)

E-Signature allows your office to upload a PDF document(s) to be signed by one or multiple signers through the VO.  

This article covers how to: 

Upload a PDF for E-Signature with Multiple Signers 

Adding Signers from the Client Employee Portals 

Adding a Non-Portal Signer

Adding Signature Placeholders

Assigning a Placeholder to a Signer

Delete a Signer

Download the signed document with the Signature Log  

Important Note to the Accounting Office
 

Upload a PDF for E-Signature - Multiple Signers 

1. Click the Upload to Clients quick tile on the Dashboard or Files > Upload to Clients on the left menu.
2. Click on the blue Menu Icon at the top of the page. 
3. Click Upload new file to Clients.
   
   
    
4. Enter the first few characters of the Company or Client's name to choose where you'll be sending the file(s) you are uploading.  Click on the Company or Client's name.
5. Click the Continue button.
   
   
    
6. Enter the subject of the upload in the Title field. This is a required field.

7. Select the desired Document Category from the drop-down menu.
   The category (folder) selected for the upload will determine where the file is stored in the client portal.

8. If no category is selected, the Category field will automatically default to “General Documents.”

9. Organizing documents into the correct category helps keep client files structured and easy to locate.

10. For instructions on creating additional Document categories or folders, click here for more information on Document Categories.

11. Select the Department the file is associated with for your client and staff. Click here for more information about Departments
12. Click on the Signature Request slider button.
    
    
     

13. The Single and Multiple Signature options will appear. Click the Multiple Signature box.
     

    The area to add Multiple Signatures will display on the right side of the page.
     

    Important note:   The remainder of the upload features will disappear from this page.   BCC's are not available on uploads requesting a signature.
    
    
    
     

Adding Signers from the Client Employee Portals 

1. Some signers may be Client employees who already have a portal established. If the Client has employee portals within the VO, click in the Select employee for signature field. 
   
   Click here for instructions to add Employee Portals for a Client.  
   
   Skip this section if you only need to add a Non-Portal Signer.

   
   
    

2. A list of the Client employee portals will be displayed.  Select the employee name(s) to add as a signer to the document. You can select multiple Employee portals if necessary. 
   
   

Adding a Non-Portal Signer

1. You may add a signer who does not have a portal by clicking the Add New Signer button at the top of this section.
   
   
    

2. Enter the First Name, Last Name, and Email Address of the Non-Portal signer.

3. Click the Add button.

4. The VO database will automatically be scanned to verify that the email address does not already exist for another user.

   Important:

   Office or staff email addresses cannot be used for a Non-Portal signer.

   The E-Signature software requires unique email addresses, meaning the same email address cannot be used for multiple signers.
   
   
    

5. If the alert message “Client already exists with this information” appears, it means the VO has found an existing email match in the database.

6. Click Continue to add the existing client using the email address that was entered.

7. Click Cancel if you need to enter a different email address.
   
    Proceed to Step 8 in this article if you did NOT receive this alert message.
   
   
    

8. As each signer is added, a list will be created displaying their name and email address.

9. The document will be sent to the signers in the order they appear in the list.

10. If needed, the order can be changed by hovering over the directional icon , then clicking and dragging the signer up or down within the list to rearrange the signing order.
    
    Click here for steps to delete signers.
    
    
     

11. Click the Next button at the bottom right corner of the page to proceed.
    
    
     
12. You may select a Message Template from the drop-down menu or proceed with the default setting of "I will create a message." Click here for instructions to set up Message Templates.
13. The Message Template selected will be displayed in the area below the toolbar. You may also enter your message to the client.
    
    
     
14. Click in the long gray browse box to the file location, select the files you want to upload, or drag and drop the desired files into the same gray box. 
    
    Multiple files may be uploaded, with a maximum combined total file size of 10MB when using the E-Signature feature due to third-party restrictions. 
    
    When multiple files are attached, the VO will merge the files into a single PDF document. 
    
    The Filename has a 250-character capacity.
     
15. Click the blue Submit button to launch the third-party e-signature software and begin adding signature placeholders to the document.
    
    
     
16. A dialog box will appear that reads "Click anywhere on the document to insert the signature placeholder(s)."

17. Click Okay in the dialog box. This will load the PDF file that needs to be signed.
    
    
     

Adding Signature Placeholders

1. Scroll down through the document to the location where a signature is required. An options bar will appear that allows you to add different types of placeholders:          

2. Select the desired placeholder by clicking its icon. The selected placeholder will be added to the document.
   Note: The “Signature” option was selected in the screenshots for this example.

3. You may add multiple placeholders for the same signer, such as both a Signature placeholder and a Date placeholder.

4. To move a placeholder, click and drag it to the desired location in the document. If necessary, placeholders can also be deleted.

    

Assigning a Placeholder to a Signer

1. When a placeholder is added, a dialog box will appear asking:
   “Who needs to sign here?”

2. Select the correct email address from the list. Choose the email address that corresponds to the person who should sign in that placeholder.

3. Each signer is assigned a specific color, and the placeholder box will match that color. This helps identify which signer is responsible for each field.

4. After assigning all placeholders to the appropriate signers, click the blue “Save” button to confirm.
   
   The signature fields are now assigned to the correct recipients. When the document is sent, only the designated signer will be able to complete their assigned placeholder(s).
   
   
    

5. Once all placeholders are set, click the blue Send button at the top right corner of the page.
   
    
6. A Document Confirmation will display after you have clicked Continue. Click the Print icon at the top for a print-friendly page.
   
   
    
7. Click Upload Another File to Same Client from the bottom of the page to send additional files to your client.

Delete a Signer

The list of all signers will be displayed below the box/field.

• To remove a signer, click on the red "x" to the right of their name in the box/field or from the list.
  
  

Download Signed Document with Signature Log

The Accounting Office can download or view the signed document with the Signature Log attached using Files > Download Files from Client from the left menu or through the Files from Clients quick tile.

Important Note to the Accounting Office:

Once all signatures have been applied to the document, there may be a brief delay with the documents being received by the Accounting office.  

The third-party vendor will release the signed documents once their Email Authentication process has been completed.  The delay is usually minimal, but could vary depending on the third party's volume of records being processed on that day.