Signature Templates

When you have documents that are part of a regular process that require you to send out periodically, you can create a signature template. You can use the template, which you can then use multiple times, to multiple signers inside and outside your organization. Signature templates can also send documents like agreements or consent forms in bulk by uploading a CSV file.

Requirements

To create a signature template you need the following:

• A document file for upload to which you want to apply the signature(s). Supported document files types from the desktop are TIFF and PDF files.
• An existing Object An Object is a group of related fields that can be applied to a document, workflow or form. The object fields are used to capture and index data that can be used to create forms, map to a document, and/or assign to a workflow. or form, if you want to index the data.
• Add the internal user to Vasion, if necessary.
• Create destination folders, if necessary. To learn more about creating folders see New Folder in the Manage Folders and Documents topic.
• Create custom email templates, if applicable. See Email Templates for more details.

Create a Signature Template

1. Click on the + New Document at the top of the Signature app side navigation.

   1. Select Signature Template, or

      

2. Click on Templates in the side navigation

   1. In the Templates page click on the New Template on the top right of the page.

      

Upload a Document

1. In the Untitled Document page do the following to add a document:
   1. Drag and drop the document to the center of the gray field, or

   2. Select Upload new document to navigate to the document to upload it.

      

The Signature app supports multi-page PDF and TIFF files.

Add Signature Fields and Signers

Once you've uploaded a document, it displays in the Signature app and the name is updated with the document name you just uploaded. On the left side of the document, you can use the buttons shown to select the type of field you would like to apply to the document. The field options are:

• Signature — use this option to place a signature field. Select this option to draw a field on the document where you would like the field to display.
• Initials — use this option to place the signer's initials on the document. Select this option to draw a field on the document where you would like the field to display.
• Date / Time — use this option if you would like to automatically add a date to the document when it is signed. Select this option to draw a field on the document where you would like the field to display.
• Text — use this option if you would like the signed to include any notes. Select this option to draw a field on the document where you would like the field to display. to place a field in the document where you would like the signer to include any text annotations.
• Checkbox — use this option to designate any areas where the signer would need to make a yes/no or opt-in/out selection. Select this option to draw a field on the document where you would like this field to display.

You can selected whether any of the above zone types are required/optional with the Required checkbox.

Assign Signers

1. Click the Signature button.

2. Click and drag on the area where you’re going to add a signature. Release the mouse button when the box is the size you want. You can add multiple signature and any other appropriate fields.

   

   Note: You can resize the box you’ve drawn by clicking to select it and dragging the handles.

3. Enter a role name for the signature field and click Add. You can add multiple roles if you have multiple signature fields.

4. If the document has multiple pages, use the navigation buttons in the tool bar to move to the next page(s) where you would like to add more signature or initial field(s).

   

5. Select the appropriate field and in the Zone Details section use the Assign Role to Signature drop down to select the appropriate signatory role.

   

6. When you have the field(s) placed, click Continue.

Document Details

Complete the document details.

1. Document Name — enter the name for your document. This is a required field.
2. Object An Object is a group of related fields that can be applied to a document, workflow or form. The object fields are used to capture and index data that can be used to create forms, map to a document, and/or assign to a workflow. — use the drop-down to associate an object. This is a required field.
3. Primary ID — use the drop down to select an object field as the Primary ID, if applicable.
4. Completed Destination — use the drop-down to select where to store the completed document. This is a required field.

   1. Storage — select this option to store the document in a Vasion folder (including any configured cloud storage). Click the Browse button to select the storage folder.

      

   2. Workflow — select this option if you would like to route the document for signature as part of a workflow. Use the drop-down to select the workflow.

      

5. Rejected Destination — click the Browse button to select a folder to store the document if it is rejected. This is a required field.
6. Message for Signers — enter a message to display in the body of the email sent to the signer. This is a required field.
7. Document Link Expiration — use the drop-down to select the time after which the link expires.
   1. Include Document Link — when selected, the signer can click on the Review Document button included in the email to automatically open the document to sign. If you uncheck this box, when the signer clicks on the Review Document button , they are sent to the VasionHome page. From there they can click on the Workspace app to view documents assigned to them and select the document to sign.

   2. Send Signed Copy to all Parties — use this option if more than one user is added to the signature routing, they will all be sent a copy of the signed document once the signature process is completed successfully.

      

Signing Options

The following signing options apply when you are sending your document to one or a few signers, whether they are internal or external users. The instructions here are the standard signing options.

Expand the Signing Options sections and complete the following:

Standard Signing Options

• Under each role, use the Email Address drop-down to select signer's the email address. The name should automatically populate under the Signer Name.

  

• Check the External User box to send the document to an external user. When you check this box, Enter the Signer Name and Email Address in the appropriate field. Vasion creates a new external user based on the email address.

  

The following options are available for the document but are not required to route for signature.

• Multiple signer routing options:

  • Assign Signing Order — use this option if the document is being routed to multiple signers and you would like to route the document in a specific order. After a person signs, the document is routed to the next person.

    

    • Use the arrows to rearrange the routing order.
  • Parallel Routing — this is the default option and is. When this option is selected, the document is sent to all parties to sign at the same time and each person can sign at any time.
• Apply Timestamp to All Signatures — check this box if you would like the date and time when the document was signed to be recorder with the signature image.

Participants

You can add additional users to the signature routing who can view or review the document. The email address is used by the system as a unique identifier. When you use this functionality, if the email address of the viewer(s) / reviewer(s) do not yet exist in Vasion, they are added as external users.

Definitions

Reviewer

A participant in the signature workflow who can view the document but is not a signer. The reviewer must select the Reviewed button in Signature to complete the process. For example, if an interested party is required to review the document but they are not an authorized signer in the process.

Viewer

A participant in the signature workflow who can view the document but is not required to sign or take any action in the process.

To add participants:

1. Click the Add Participant button to add viewer(s) or reviewer(s).
2. Use the Role drop-down to select the appropriate role to the user.
3. Enter the participant's name and email address.
4. The External User box is checked by default, deselect it, if applicable.

To remove a participant select the delete button

CC Recipients

When you add a CC recipient, once the document is completed, they are notified via email the document is signed and they receive a copy of the signed document as an attachment.

Email Options

Use the drop-down to select one of the following options:

• Send Initiator Email Upon Workflow Completion — select this option if you want to receive an email notification when the signature process is complete.
• Send Initiator Email Upon Step Completion — select this option if you want to receive a notification email every time a signer or reviewer completes their process.

• Send Initiator Email Upon Action Taken — select this option if you want to receive email notifications every time an action is taken on a document. For example, the signer views the document, prints the document, downloads the document, completes one of the zones, etc.

  This option can generate many notification emails.

• No Email Notifications — use this option if you do not want to receive any email notifications.

Permissions

See Roles for more information on what roles do and how they may affect what you are trying to do.

When the configuration is complete, click Save Template at the top of the page.