What is eSignature Support?
Many workflows involve eSignature. Whether for an order form, a contract, or an NDA; eSignature support lets users send documents for signature as part of the TAP workflow, using out-of-the-box Adobe Sign or DocuSign functionality. You can learn more about sending documents for signature in this training module, but general information regarding this feature is available in this article as well.
What is configured in eSignature Support?
When you set up eSignature Support, you configure the document to be sent for signature, the parties who sign the document, the Adobe Sign or DocuSign account from which the document is sent, any additional and/or personal notifications that are sent out, and more. Let’s dive in.
How do I configure eSignature Support?
Documents are sent for signature after a webform has been submitted (which is one of the ways we can remember that eSignature support is a relationship level property).
To Configure eSignature Support:
- Select the relationship at which you would like a document to be sent out for signature.
- Click the eSignature Support button in the Workflow page toolbar.
- The e-Signature support dialog opens, and the Template page displays by default.
- Select the Enable e-Signature support check box.
Configure documents to be sent for signature:
There are three different sources from which you might send a document for signature. In the e Signature Support dialog, you can select to Upload file, Add dynamic template or Add built document.
Select the desired option below:
- Upload File
- When you select Upload file, you are prompted to upload a file from your computer. If you upload a file from your computer, this document will become your eSignature document. If you wish to learn more about tagging documents such that they populate with information submitted into the webform, please see the article, “Text Tagging and Pre-Merge.”
- Add dynamic template
- Add dynamic template makes it possible for the end user to receive a different e‑Signature document, depending on what has occurred previously in the workflow.
- File upload form fields can become dynamic templates. For example, if Legal Counsel drafts a document that they upload into a workflow, TAP can send out that document for signature with the dynamic template option. If you wish to learn more about tagging documents such that they populate with information submitted into the webform, please see the article, “Text Tagging and Pre-Merge.”
- Data Sources can also be leveraged in dynamic templates. For example, a user might select from a data source drop down that he or she is from a particular region. There might be a different document associated with each region. By mapping each drop down value to a document, the workflow is leveraging a dynamic template.
- Add built document
- Built documents are created in Workflow Templates as part of the Document Builder functionality.
How do I configure Signers?
Configuring Signers is simple. Access the Signers page of the e-Signature support dialog, then proceed as follows:
- First, select the Signer Role. This defines what action each Workflow Role will take in the document. There are three options: Signer, Approver, and CC.
- Signers sign documents.
- Approvers approve but do not sign documents.
- CC’d roles are emailed the documents but take no actions. CC’d roles do not show up in the Audit Trail.
- Next, designate which Workflow Role is associated with each Signer Role. Note that any Workflow Role can become a Signer. This includes the Group Role.
- When you define the Workflow Role as a Group Role, each end-user who is included in the Group Role will receive a copy of the document, but the first person to sign the document will satisfy TAP.
- If additional Signers are needed, click the Add button and repeat steps 1 and 2, above.
- Signers sign in the order that they are configured. If you would like for all signers to sign in parallel, return to the Template page of the e-Signature support dialog and select the Enable Parallel Signing check box.
How do I Configure Private Messages to Signers?
Each Signer receives a notification from the e-Signature account associated with the e-Signature document prompting them to open and sign the document. In TAP, you can also configure personalized, private messages to your Signers, as follows:
- First, make sure there is a place in the webform where an end user can submit a message that they wish to be sent to a particular role in the workflow.
- This form field in the webform must be the Email Message form field found in the E‑Signature Functionality section of the Form Fields Menu.
- Next, on the Signers page of the e-Signature support dialog, identify the Workflow Role to whom you wish to send the message.
- From the Private Message dropdown, select the name of the Email Message field included in the form.
- Repeat as necessary.
What should I configure in the API tab?
- Adobe Sign/DocuSign Connection
- Which account are you using to send the document out for signature? Is it an account that your team uses globally, or does every user who sends out documents have his or her own account? If the latter is the case, select Current user details from the drop down. If the former is true, identify the account from which this document should always be sent.
- Adobe Sign / DocuSign “Send on Behalf of”
- This feature allows workflow designers to configure the email address from which an e‑Signature document is sent for signature.
- To set up the “Send on Behalf of” functionality: After selecting Send from specific user, determine if the sender email address is dynamic (from a form field within the workflow) or static. If it is dynamic, select the appropriate email field from eSignature User Email Address. If it is static, enter the static email into the Email.
- Submit type
- Select how you would like your document to be submitted; Submit or Sign after Submission.
- The Submit option simply sends the document to the relevant parties after the end user submits the preceding webform.
- Sign after Submission sends the document to relevant parties while also showing a copy of the document beneath the Thank-You page after the webform is submitted. This is useful in self-service contracts, where the person approving the document also needs to sign it.
- For Adobe Sign customers, Sign Interactive is a third option that allows whoever submits the webform to configure new form fields in the document to be sent.
- Agreement Name
- Configure this drop down if you wish to change the name of the Agreement in the email that is sent out.
- Email message, Localization, Password Field, Document Expiration, Reminder, Reason for not signing
- These fields are all Adobe Sign and DocuSign functionality that map to the E-Signature Functionality fields that you find in the Form Fields menu.
- To add any of these features to your E-Signature Support, you must first add these fields to your form.
- Pre-merge field data
- If the document you are sending is a Microsoft Word document, you should select this check box. To learn more about the Pre-merge field data feature, please see the article “Text Tagging and Pre-Merge.”
- Submit template without e-Signature service
- Select this check box if the document you are sending is not an e-Signature document. It’s helpful to send non e-Signature documents with e-Signature support if you wish to create a document with merged field data.