Can clients share an email address and still receive documents to sign?

The portal allows you to provide your clients with an efficient, effective and easy way to sign documents.

eSignatures is available to use if your company’s subscription enables this. 

If your clients share an email address for their household, it is still possible to get digital signatures from the different individuals.

Enabling the system:

To allow the same email to be used by different individuals, your system must enabled it first. To enable shared emails:

1. In your Partner portal>Documents>eSignatures
   
   
   
   
2. Click on the Settings COG to open the eSignature settings
   
   
   
   
   
3. Click ‘Allow signers to share email’ and click Save
   
   
   
   
4. Once saved, begin sending a document to a client with a shared email address.  The only adjustment that is required in sending a document now is choosing the same person from the drop down list and editing the name to reflect the partner/spouse etc. See below steps.
   
   
   

To send a document to clients who share an email address:

When a recipient shares an email address you can follow the instructions for eSignatures, with the exception of the Assign Recipients area. Follow the instructions below:

NOTE: eSignatures require full names (first and last names). If you have a client with just a first name displayed, edit the signer name by going to the 'Team' section of the client portal and ensure the client has a first and last name.

1. 1. In the eSignatures screen, click '+Add recipient' and select 'Add recipient with shared email'.
      
      
      
      2. A pop-up box will appear. Select the email address that is shared from the drop down list.
      
      
      
      3. Once the shared email address has been selected, add in the First and Last name of the recipient and click 'Add'.
       
      
      
      4. Follow on from Step 4 in How do I upload a document/s for digital signing?
      

Difference on client side:

1. When a document has been sent for signing, the client receives an email notification. They should click the link within the email to log in to their portal.
   
   
2. The notification bell at the top right hand side of the client's portal will show a new task. The client can click on the signature request.
   
   Note: If a document has been sent for signing to two or more clients sharing an email address, the signature request will appear multiple times within the notification area. This is to show that the document requires signing by more than one person.
   
   
   
   
3. A pop up window will appear, showing details of the document/s requiring signatures. 
   Within the 'Recipients' section, the client should click the 'Sign now' button underneath their name. 
   
   
   
   
4. Once ‘Sign now’ is clicked, a Confirmation screen pops open. This will ask the client to confirm they are the person who is supposed to be signing.
   To proceed, Click "OK, I am xxx". If this is not the correct signer, click "Not me" and return to step 3 to select the correct person.
   
   
   
   5. Once 'OK I am XXX' is clicked, the client will then run through normal signing process.
   

Related articles

How do I upload a document/s for digital signing?

How do I download a copy of the evidence summary?