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E-Signature Support for Relationships

The e-Signature support property lets you configure e-signature support options for a relationship. You can add an e-signature template, define signers for the relationship, configure API support for one or more e-signature form fields, configure the document ID, and set an expiration for executing the signature(s).
 

To enable e-signature support:

  1. Select the workflow relationship for which you wish to configure e-signature support.
     
  2. Click the  e-Signature support button in the Workflow Page Toolbar.

    • The e-Signature support dialog displays. The Template page displays by default.
       
  3. Select the Enable e-Signature support check box.

 

To add an e-signature template:

You can upload an e-signature template or reference a file uploaded through a form field in the associated workflow form.

 

NOTE

When uploading a template file, files must be in Adobe Portable Document File (.pdf) or Microsoft Word (.doc, .docx) format.

  1. If necessary, click the Template tab to display the e-Signature support Template page.
     
  2. Add at least one e-signature template. You may add an e-signature template by uploading the desired document or referencing a document added through a form field in the associated workflow form.
     
    • To upload a file using "drag and drop:"
      1. Locate the document you wish to upload on your local workstation.
      2. Make sure both the directory containing the file for upload and the e-Signature support dialog are visible on the desktop.
      3. Position the cursor on the file you wish to upload.
      4. Click and hold the left mouse button, then "drag" the file to the drag & drop document to upload field on the e-Signature support dialog.
        • When the upload has completed, the uploaded file is shown in the e-Signature template sources list.
           
    • To upload a file using the Upload file function:
      1. Click the Upload file button.
        • A standard File Upload dialog displays.
      2. Locate and select the document you wish to upload, then click the Open button on the File Upload dialog.
        • The File Upload dialog closes automatically.
        • When the upload has completed, the uploaded file is shown in the e-Signature template sources list.
           
    • To add a dynamic template:

      1. Click the Add dynamic template button.
        • A drop-down menu is added to the e-Signature template sources list.
        • The menu lists all form fields that can be used as an e-signature template source.
      2. Select the desired option from the drop-down menu.
         
    • To add a built document
      1. CONTENT IN DEVELOPMENT
         
    • To download an e-signature template document:
      1. Click the Download link for the desired document in the e-signature template sources list.
        • A standard File Download dialog displays.

      2. Select the "save" option from the File Download dialog.
        • A standard Save As dialog displays.
      3. Navigate to the location in which you wish to save the document.
      4. If desired, enter a new name for the document in the File name text box. Be sure to retain the file extension.

      5. Click the Save button on the Save As dialog.
        • The document is downloaded to the selected location.
           
    • To re-order e-signature template documents:
      1. Position the cursor on the document you wish to move.
      2. Click and hold the left mouse button.
      3. Drag the document to the desired position, then release the left mouse button.
         
    • To remove an e-signature template document:
      • Click the remove link for the desired document.
        • The selected document is removed from the e-Signature template sources list.
           
  3. If you wish to allow users to preview the template document upon receipt of the associated workflow stage, select the Enable Document Preview check box.
     
  4. To configure support for Adobe Sign's parallel signing capabilities, select the Enable Parallel Signing check box.
    • When the Enable Parallel Signing check box is selected, signers can sign in any order.
       
  5. When all desired e-signature template documents have been added, click the Save button to save your changes.

 

To add signers:

  1. Click the Signers tab to display the e-Signature support Signers page.
    • The Signers page includes a single signer by default.
       
  2. Select the appropriate signer role for the the signer from the Signer Role drop-down menu:
    • Signer - associated workflow role is responsible for signing the document
    • Approver - associated workflow role is responsible for approving the executed signature
    • CC - associated workflow role will receive courtesy copy of the executed document
       
  3. Select the workflow role responsible for the associated Signer Role from the Workflow Role drop-down menu.
    • The Workflow Role menu lists all workflow roles defined for the workflow.
    • For Adobe Sign ONLY: If a Recipient Group is selected from the Workflow Role menu, the document is sent to all members of the group. The first group member to sign the document proceeds the signing workflow to the next step.
       
  4. For Adobe Sign ONLY: To include a private message to the signer, select the desired Email Message field from the Private message menu.
    • The Private message menu lists all Email Message field types contained in the "source" workflow stage for the selected relationship.
       
  5. Select the verification method for the signer from the Verification Method drop-down menu; Email or Phone.
    • If Phone is selected as the Verification method, select the form fields containing the country code and phone number from the Country Code and Phone drop-down menus. The Country Code and Phone menus list all text fields contained in the "source" workflow stage for the selected relationship.

      NOTE

      eSignature providers offer a two-factor authentication option for signers via SMS. Both a phone number and email address must be captured to use two-factor authentication for your signers.

  6. To add additional signers, click the Add button, then repeat steps 2 and 3.
    • To remove a signer from the Signers page, click the  icon next to the desired signer.
       
  7. When all desired signers have been added, click the Save button to save your changes.

 

To configure API support:

  1. Click the API tab to display the e-Signature support API page.
     
  2. Select the appropriate API from the e-Signature API key or Adobe Sign Connection drop-down menu, as appropriate.
    • The e-Signature API key menu lists all available API keys for your TAP system.
      • The default selection for the e-Signature API key menu is Current user API key.
    • The Adobe Sign Connection menu lists all available connections for your TAP system.
      • The default selection for the Adobe Sign Connection menu is Current user details.
         
  3. Select the desired submit option for the e-signature(s) from the Submit type drop-down menu; SubmitSubmit interactive or Sign after submission.
     
  4. Specify the name for the agreement using the Agreement name drop-down menu; 
    • Select Generate from template file to derive the agreement name from an uploaded e-signature template.
    • Select Enter custom text to specify a custom name for the agreement. A text box displays into which you will enter the agreement name.
      • Enter the desired agreement name in the text box provided. The agreement name can be a maximum of 100 characters.
      • To include content from one or more selected form fields in the agreement name, select the desired field from the drop-down menu, then click the Addbutton. The name of the selected form field (e.g., 
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        ) is added to the text box at the current cursor location.
         
  5. Select the e-signature fields associated with the relationship from the Email messageLocalizationPassword FieldDocument ExpirationReminder and/or Reason for not signing menus, as applicable.
    • Each menu includes the field names for each field type included in the associated workflow form.
       
  6. To submit the previously uploaded e-signature template as a Microsoft Word or PDF file only (with e-Signature service support), select the Submit template without e-Signature service check box.
    • If the Submit template without e-Signature service check box is selected, the Use custom notification template and Add timestamp to filename check boxes display, and a Notification tab is added to the e-Signature support dialog.
      • If you wish to use a custom notification (rather than the the default notification from the relationship) as the notification text for e-signatures, select the Use custom notification template check box, and configure the Notification text.
      • If you wish to include a timestamp in the filename of the Microsoft Word or PDF file, select the Add timestamp to filename check box.
         
  7. When API support has been configured as desired, click the Save button to save your changes.

 

To configure the document ID:

  1. Click the Document id tab to display the e-Signature support Document id page.
     
  2. Select the desired document ID from the Select an ID Sequence menu.
  3. To add the document ID to the Workflow Dashboard, select the Add ID to Dashboard check box. If the Add ID to Dashboard check box is selected, complete the following fields:
    • Column Name -determines the name of the column in which the document ID will be displayed
    • Merge Tag - determines the tag with which the selected ID sequence will be merged to generate the document ID.
       
  4. To use the document ID as the workflow name, select the Use ID as Workflow Name checkbox.
     
  5. When the document ID has been configured as desired, click the Save button to save your changes.


To set the expiration type:

  1. Click the Expiration tab to display the e-Signature support Expiration page.
    • By default, the Expiration type selection is set to Do not use expiration (the associated e-signature document will not expire).
       
  2. To set an expiration for the associated e-signature document, select the desired option from the Expiration type drop-down menu:
    • From form field - the associated e-signature document will expire a specified number of days from the date entered in the form field selected from the Select date field drop-down menu.
      • Select the desired date field from the Select date field drop-down menu. The Select date field menu lists all date fields included in the workflow form.
      • The Select date field menu is shown only when Select date field is selected from the Expiration type menu.
    • Dynamic, from send date - the associated e-signature document will expire a specified number of days from the date the workflow is submitted to the designated signer.

      • The Select date field menu is not shown when Dynamic, from send date is selected from the Expiration type menu.
         
  3. Enter the number of days from the selected Expiration type date on which the associated e-signature document will expire in the Expired in x days field.
    • Use the  buttons to increase or decrease the number of cays in one-day increments.
    • The default value for the the Expired in x days field is 1 day.
       
  4. If desired, add an expiration notification.
     
  5. When all desired notification options have been specified, click the Save button to save your changes.

 

To add an expiration notification:

 

NOTE

The Notification editor uses the Open Source CKEditor HTML editor to create the expiration notification content. Click here to find information on using the features and functions available through the CKEditor.

  1. On the e-Signature support Expiration page, click the Add notification button.
    • The Notification editor displays.
       
  2. Enter a name for the expiration notification in the Notification name text box.
     
  3. Enter a subject for the expiration notification in the Subject text box.
    • To include content from one or more selected form fields in the expiration notification subject, select the desired field from the drop-down menu, then click the Add button. The name of the selected form field (e.g., 
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      ) is added to the Subject text box at the current cursor location.
       
  4. Select the role of the user to receive the expiration notification from the Assign role drop-down menu.
    • The Assign role menu lists all user roles defined for the associated workflow.
       
  5. Use the Days offset menu to enter the number of days prior to e-signature expiration the expiration notification should be sent to the user selected from the Assign role menu.
    •  Use the  buttons to increase or decrease the number of cays in one-day increments.
    • The default value for the the Days offset field is 1 day.
       
  6. Select the Active check box to enable the expiration notification.
    • The Active check box is selected by default.
       
  7. Enter and format the content for the expiration notification as desired.
     
  8. When all expiration notification content has been configured as desired, click the Save button to save your changes.

 

To create a custom Notification:

 

NOTE

The Notification tab is available only when the Use custom notification template check box on the API tab is selected.

 

NOTE

The Notification editor uses the Open Source CKEditor HTML editor to create the expiration notification content. Click here to find information on using the features and functions available through the CKEditor.

  1. Click the Notification tab to display the e-Signature support Notification page.
    • The Active check box is selected by default.
       
  2. Enter a subject for the notification in the Please enter notification email subject text box.
    • To include content from one or more form fields in the notification email subject:
      • Position the cursor at the desired location in the subject text.
      • Select the form field containing the content you wish to include from the Please select form field drop down menu.
      • Click the Add button.
      • Repeat as needed to add additional form fields.
         
  3. Enter and format the content for the Notification as desired.
     
  4. When all Notification content has been configured as desired, click the Save button to save your changes.
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