Before sending documents for digital signing using Annature, you must first setup the integration.
For more information, visit How do I set up the Annature integration?
Once the integration is configured you can use Annature as your signing platform.
To send a document through Annature via your Partner Portal:
1. From the Partner Portal, navigate to 'Documents' > 'eSignatures' >' Request eSignature'.
2. A pop-up opens. Type the name of the client and select them from the drop-down list.
3. The eSignature area opens. 'Relates to' is the first section to configure; this is the workspace that the eSignature request belongs to.
The "relates to" field could either be for an Entity or an Individual client, and by default is set to whichever client/entity was selected in the search box shown in step 1 (above).
4. If requesting an eSignature for an individual client or group, by default the client/s will appear as the first recipients.
If requesting an eSignature for an entity, no default recipient is chosen so you will need to assign one. This might be a connection already added to the entity workspace, or a brand new recipient.
If required, you can add additional recipients by clicking '+Add recipient'.
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.
Add a new recipient: Allows you to add an external party to the document package. Add their first and last name as well as email address. New signers will be added as guests into the client or entity account (with no access permissions other than to sign document).
Add a team member: Select a team member (or connection of an entity) who already exists within the client portal.
Add a recipient with shared email: Allows you to send the document for signing using an email address that already exists in the portal. This is ideal for clients who share an email address.
To delete a recipient: Click the rubbish bin icon on the right hand side of their name.
5. (Optional) If multiple recipients have been added, you can enable signing order by turning on the signing order toggle. Once enabled, simply select the appropriate order for the signer using the drop-down arrows shown.
6. Upload your document/s by clicking 'Browse computer', 'Browse portal' (if you are uploading a document that already exists in the portal) or drag and dropping the file/s into the upload area.
To delete a document, select the rubbish bin icon to the right of the file name.
NOTE - File upload requirements:
- Max file size for signing : 16MB
- Total of files to be sent as a package must not exceed 50MB
- Only .pdf files can be sent for signing.
- The PDF file must be non-editable
- Accepted file types for supporting documents (not required to be signed) : csv, doc, docx, gif, jpeg, jpg, pdf, png, ppt, xls, xlsx, zip.
- You must select at least ONE document for e-signing.
If you do not tick at least one of the e-signature checkboxes, an error message will appear asking you to select at least one document for signing. - Packaged documents will be locked by default (clients will not be able to delete locked packages).
7. Select Annature as the provider for the doc signing request.
8. If uploading multiple documents, you can rename the package/file name (if required), add a message to show your recipients before they review the document and set a due date for the signing package.
9. Select the area or folder in which you want to store the document/s in their portal.
By default, uploaded files are stored in the Uploads location. You can choose an exisitng folder or Room by selecting 'Change location'.
When 'Change location' is selected, you have the option to select a Doc Folder or Room.
If selecting a Folder, by default the current location (Uploads) is set. Click on the arrow to view other folders in the client's portal.
Note: You have the ability to create new Doc folders from here if needed.
10. Sync your document/s to a selected external document storage provider.
11. After clicking "Save and Next," you're redirected to your Annature portal with the document.
12. Once all the signature fields are added, complete and send the envelope .
13. Once the envelope is sent you will are redirected back to your portal to Send Manually or Send Now.
14. The document will sit in both your Annature platform and in your Partner Portal eSignature area under 'Pending'.
Notes:
- Reminders are sent via your partner portal with a 3 / 6 / 9 day reminder schedule, in the form of push notifications (Mobile app) and email reminders.
- The client will also have their task bell in the portal. Once they go into the document, it will redirect to review and sign in Annature.
- If a client declines and enters a decline reason, the reason can only be viewed in Annature itself not in your Partner portal. The decline will be noted on the portal as 'Declined signature'.
- Any expired or declined eSignature requests can be found in the 'Invalidated' list in the eSignatures area of the portal.