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Signable Documents (eSignature)

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Jimmy Kim
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Available on: Standard  Advanced 

Providing Signatures in DocSend
With Signable documents, users can convert and share documents securely from DocSend, giving users the ability to track visits and gather signatures on most devices. The eSignature feature allows one party to sign and is legally binding for both parties (see Common Legal Questions). This article will detail how easy it is to create and share signable documents using the eSignature feature.

Requirements - The following requirements must be met in order to convert to signable documents: 

  • Links have not been created
  • Does not have visits
  • Is not already added to an existing Space
  • Is not an Excel file or URL upload

Creating and Sending a Signable Document

Configuring your Signable Document:

  1. From your Content tab, go to “Upload” and select “Upload Signable Document”
    • If your content is already uploaded, go to the “...” and from the drop-down menu select “Convert to Signable.”image3.pngimage1.png
  2. Once uploaded/converted, you’ll be taken to the e-sign editor to add your custom fields (name, date, email address, and signature) to your signable document. Simply drag and drop the fields into the desired location on your document and select “Save Fields” when complete.
    • Note: the Signature custom field is required for all signable documentsimage2.png
  3. Now you’re ready to create links to share your signable document. For information on how to create a link, visit our Creating Links article.

Note: If you decide to skip configuring your custom fields by selecting “Skip this step”, the document will be in an unusable state until those custom fields are configured and you’ll see this warning: image4.png

Editing Custom Fields:

  1. Access your signable document from your content library.
  2. Go to the “...” to the right of the document and from the drop-down menu, select “Customize fields”. From there, you’ll be taken to the e-sign editor where you can relocate, remove (x), and add (drag and drop) different fields by following the steps outlined under Configuring your Signable Document.Screen_Shot_2020-11-20_at_8.45.53_AM.png

 

Signable Documents In Spaces
Signable documents can also be added to Spaces. There are a few things to keep in mind:

  1. If you have a signable document in a space, visitors to that document will be required to enter their email even if email is not required to view the Space.
  2. If watermarking is enabled on the Space, the signable document can still be added but it will not be watermarked.
  3. If you “Add New Content” in a Space and select “Upload signable document,” your content will automatically skip the e-sign configuration steps and you’ll need to click into the document within your Space to configure it.

Screen_Shot_2019-09-30_at_2.06.26_PM.png

Signable Document Link Settings
Similar to standard DocSend links, users can configure unique links for each target account. To create signable document links, certain link options will be required and cannot be disabled.

  • Require Email to view - An email address is required to send a copy of the document with the signature.
  • Require Name - As apart of the signature, a name is required to identify the signer.

  • Allow Downloading - The signer must be allowed to download a copy of the document once signed. 

Screen_Shot_2019-09-30_at_2.07.10_PM.png

Signing Experience

Here’s how it works:

  1. When accessing a Signable document, the signer will be prompted to enter their name and email address. The signer’s information will be prefilled and can be updated later in the process.

  2. The signer can access the signature page by clicking on the signature button in the document viewer toolbar  Screen_Shot_2019-01-09_at_1.37.16_PM.png or by navigating to the page that contains the custom fields. The date of the signature is pre-filled to the current date and cannot be modified.
    • The signer can modify their information by clicking back into the field to correct any errors, etc. 
    • Screen_Shot_2020-11-20_at_8.31.57_AM.png
  3. Once the fields have been completed, the signer will be prompted to agree to the terms of using DocSend’s E-sign feature.Screen_Shot_2020-11-20_at_8.42.27_AM.png
  4. Once the signer agrees, the signer will be shown a modal telling them how to access their signed document. Signers will be given the opportunity to sign up and create a DocSend account.Screen_Shot_2019-09-30_at_2.09.26_PM.png

  5. Once signed, both parties will receive an email notification with a copy of the signed document and a Signature certificate.

Signer’s Notification:

Screen_Shot_2019-09-30_at_2.11.27_PM.png
Sender's Notification: 

Screen_Shot_2019-09-30_at_2.13.23_PM.png

  1. Users and signers can then click Download Signed button image7.png to download a PDF copy of the signed document, as well as a Signature certificate.

Signature Copy and Certificate
Once downloaded, both parties will receive a page-by-page Signature copy provided in a zip file as PDFs. The Signature copy can be saved as a record of the signature and will include a matching ID number reference, visible at the top of each page. 
image3.jpg
The DocSend Signature certificate provides identifying information about the signer and document. The certificate also offers an audit trail of all events that happened as part of the visit and signature.

Screen_Shot_2019-09-30_at_2.14.25_PM.png

Document name: The name of the document
Document ID: A unique ID for the signed document
Page count: Number of pages in the document
Pages signed: Number of pages the signer signed
Original checksum: A hash of the original document’s location
Final checksum: A hash of the signed document’s location
Signature: An image of the signer’s signature

 

History & Audit Events
In the Signature certificate, all events will include a UTC timestamp of when they occurred. Events will include the name, email address, location, IP address, and user agent. Events include:

  • Visitor information entered Includes: Visitor name, visitor email, IP address, location, user agent, Updates to name or email
    image9.png
  • Visitor authorization: Once the visitor has been authorized to view the document (i.e. has entered the correct password, is on the allowed viewer, has verified their email address). This includes: Authorizations passed, Visitor name, visitor email, IP address, location, user agent
    image1.png
  • Email verification email sent includes: Email address of the verified signerimage15.png
  • Email verified: When the visitor returns to DocSend with a valid email verification link. This includes: IP address, location, user agent
    image11.png
  • Document signed Includes: Visitor name, visitor email, IP address, location, user agent
    image4.png
  • Document completed: DocSend generated the signed PDFScreen_Shot_2019-01-10_at_4.16.43_PM.pngNote: There can be multiple of all events except for the signed and completed events. Users accessing the document with the same email on multiple devices will be captured here as a part of the audit trail.  

In your DocSend account
As the owner of a signable document, you can see whether a document has been signed in several places in your user account, such as:

Screen_Shot_2019-09-30_at_2.17.42_PM.png

    • Pending Signature
      image17.png


    • Signature Provided Screen_Shot_2019-01-10_at_4.40.31_PM.png
      Screen_Shot_2019-09-30_at_2.16.02_PM.png


      DocSend will only show whether it has been signed as part of that particular visit. If there was no signature provided for a visit, we will show that the document was not signed, even if the same contact signed the document in a previous or later visit.
      image22.jpg


Signable Document FAQ

  • Can I have multiple parties sign the same document? No, only a single party is able to sign a document in DocSend. 

  • How many signatures can I have? Users on a paid subscription can have unlimited signatures. Users on the Standard or Advanced trial can have up to 20 signatures before the feature is disabled. To enable the feature again, users can subscribe to the Standard or Advanced plan. 

  • Can all file types be signable? Currently, only PDF, PPT, Word, and Keynote files can be converted to a signable document. All other file types like images, video, and spreadsheet (excel) cannot be converted into a signable document. 

  • Can I switch a signable document into a standard document? No, once converted to a signable document, you are unable to change it back to a regular document.

  • Can I create an internal link to a Signable document? Yes, you can share documents within your organization to be signed. The internal link will have the same requirements as regular links such as name, email, and the ability to download the document. The email address must match the signer’s DocSend account and can not be modified. The name on the signature page can be edited.
    ESig_Internal_LInk.gif

  • Does DocSend eSign work on Mobile? Yes, signers can securely sign a document from anywhere using a mobile device. Owners can also convert documents into signable ones on mobile devices by selecting the more options menu on the document page.


                   Sender (User)                                     Signer (Visitor)
    ESig_Mobile2_creating_signable_.gifESig_Mobile.gif

 

  • Can I add Signable documents to Spaces? Yes, Signable documents can also be added to Spaces. 

    1. If you have a signable document in a space, visitors to that document will be required to enter their email even if email is not required to view the Space.

    2. If watermarking is enabled, If watermarking is enabled on the Space, the signable document can still be added but it will not be watermarked.


    image5.png

  • Is watermarking supported with signable documents? No, watermarking on Signable documents is not supported and the option will be unavailable during link creation. In watermarked Spaces, signable documents will not be watermarked.

  • Does DocSend track when a signable document is viewed from multiple devices? Yes, signers who access the document using the same credentials, i.e name and email address, will be recorded in the audit trail once signed.

  • What happens if I change the link settings to enable allowed viewing, Email authentication, or a passcode? If a visitor has the document open at the time, they will be redirected back to the authorization prompt. Users will need to input the respective details in order to access the document in the event any changes are made to the DocSend link.

  • What happens when I upload multiple signable documents at one time? Uploading multiple documents at one time will skip the e-sign configuration steps and you’ll see the warning message to configure each of your signable documents. Click into each signable document to configure the custom fields.Screen_Shot_2020-11-20_at_9.11.27_AM.png

Signable Documents in Salesforce
Users will be able to sync an additional field to Salesforce for visits on Signable documents and will be included in custom field mappings. Here’s how:

  1. Go to the Salesforce Settings

  2. Under Field Mappings, select Signed under the Visit property and Activity field
    Screen_Shot_2019-01-22_at_3_43_27_PM.png

  3. DocSend will then sync visitor data into Salesforce and will show when any particular visit has a signature. This field will start as No and will be updated to Yes once a signature is provided. Signed: [No/Yes]
    in_SFDC.png

Common Legal Questions
Important: DocSend does not offer legal advice and questions on eSignature regulations should be directed to your legal counsel. It is up to the owner and signer to ensure the validity of any agreements signed using DocSend eSignature and that it complies with any additional state or industry-specific rules and regulations. For more details see our Terms of Service.

  • Are agreements signed using DocSend eSignature legally binding? Both E-Sign and UETA allow electronic records and signatures to be legally enforceable for commercial transactions. E-Sign is the federal statute, and UETA is the state analog.

  • Is DocSend eSignature compliant with ESIGN and UETA regulations? Yes, DocSend is compliant with E-Sign and UETA because the platform obtains prior consent from the parties to conduct business electronically under the Terms of Service and when the signer clicks on the checkbox when signing. While compliant with E-Sign and UETA, it is up to the owner and signer to ensure the validity of any agreements signed using DocSend eSignature and that it complies with any additional state or industry-specific rules and regulations.

  • Can DocSend eSignature be used outside of the U.S.? At this time, DocSend eSignature is not compliant with any eSignature rules and regulations outside of the United States.

For any additional questions, feel free to reach out to support@docsend.com

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