Sending a document for electronic signing

When the process begins – a dialog box is displayed for controlling the recipient’s data, and this box continues to accompany the process later as well – when waiting for a signature, and after a signature has been received – and each time – the content of the dialog box changes accordingly – see below.

If there are several signers, the message to number 2 is sent only after number 1 has signed, and so on for the rest. Each of the parties receives for signing the document with the signatures of those who preceded them

The dialog box has three states – a new request, a pending request, and a completed request (see below)

In each of the states – the content of the dialog box changes, as do the actions that can be performed.

The box will display the current state each time it is opened from the button/icon from which it was opened at the start of the process – automatically. The icon itself will, in most cases, also be updated, and will display the current state by means of an appropriate visual indication

When the box opens in this state, you can initiate the signing-request process, and for this you must provide values in two fields – first name and email/phone; everything else – is optional.

In each of the data items appearing in the dialog box – you can enter a value in one of two ways:

• Type the value directly in its text box – for example write the email address in the email/phone text box
• Choose the value from a field in the record in which the value has already been entered. For example – if the record already has the recipient’s first name in the “first name” field, then you can open the list next to “first name / full name”, and choose the “first name” field from it. The value will be copied from this field in the record to the “first name / full name” text box This method is faster, but it is suitable only for the case where the values matching the text boxes in the dialog box are indeed present in the record…

After entering the values, you must click “Send”:

• The recipient will receive an email message or an SMS message [depending on what was entered in the “email/phone” text box]. To learn more about what the signing process looks like on the recipient’s side – see this article.
• If the action started from the record editing/viewing screen, the dialog box will close. If the action started from the main screen – the screen will refresh and you will see that the signing-request status has changed to “pending”.

In this state, the dialog box will be displayed with the recipient’s data in “read-only” mode

Instead of the “Send” button, a small waiting-animation icon will appear in the bottom-right corner, next to which will be written:

Waiting for signature. You can close this dialog window at any time…

In the bottom-left corner a “Restart the signing process” link will appear – clicking it will lead to a restart of the signing process, as detailed below

In this state too, the dialog box will be displayed with the recipient’s data in “read-only” mode

Instead of the “Send” button, a “Download” button will appear in the bottom-right corner, next to which will be written:

Signed! You can download the file/files now

Clicking this button – will download the file to the computer or phone

In the bottom-left corner a “Restart the signing process” link will appear – clicking it will lead to a restart of the signing process, as detailed below

You can cancel a signing process that has begun, and start it again from each of the stages [detailed above] – “pending request” and “completed request”.

Clicking the link to cancel the signature displays the signing-request dialog box for re-typing the values in “first name / full name”, “email/phone”, etc. [without the option to choose from the record fields].

Clicking “Send” resends the document to the recipient, and once they sign, the signed document will replace any previous document that was saved with the record.

Re-signing is required in rare cases – for example if the recipient cannot find anywhere the first message they received, and therefore cannot complete the signing process, or if there was a temporary problem in the system and the email was not sent…

You can define signing by several parties and set the order of their signatures.

This can only be done with embedded signatures [those written inside the template documents in Word] – for more information on this see this article. The system does not support multiple signatures using the second method – specifying the positions of the signatures on the PDF document itself…

Multiple signatures must be “named” – that is, those that have a “name” of the signer. If a template document contains several signatures without the signer’s name – they are all considered signatures of a single party, who is an “anonymous” party.

The dialog box described in the current article changes in the case where multiple named signatures are detected in the template document: the box will display the names of the signers as they were read from the template document, and next to each of them a small arrow allowing you to set its position in the order of signatures. In the “box” next to each signer name, you must enter their data in exactly the same way we entered it for a single anonymous signer.

There is one more change in the case of multiple [named] signers – which is that when you cancel a signing process and start it again [as explained on the right], if some of them have already signed, you will be able to ask the system to continue from a certain signer in the process forward only, without requiring those who already signed to sign again…