The eSignature Package Wizard guides you through the process of obtaining electronic signatures using a three-step process:
Step 1: Identify the documents that require an eSignature and adding the signatories for the documents, as well as any recipients that should acknowledge the signing or be copied on the envelope for the electronic signing ceremony. The envelope is the email message containing the document that is to be signed electronically, along with any instructions, which is sent to signatories any any recipients.
- You have the option of running the Wizard using a template or without a template. Running the wizard without a template affords you greater flexibility in assigning the signatories and including additional recipients in the electronic signing ceremony, as well as controlling the order in which signatories and recipients receive the envelope. While DocuSign can be run with or without a template, Adobe Sign can only be run without a template.
Step 2: Add eSignature fields to the contract to indicate where each signatory needs to provide their electronic signature, and then submit the envelope for eSignature. Other tags, such as Initial and Date tags, can also be inserted to indicate the locations where a signatory needs to provide information.
Step 3: Capture the signatory's electronic signature in Novatus or in the DocuSign or Adobe Sign cloud.
When you run the eSignature Package Wizard, a document package is automatically created, if one does not already exist.
To launch the Wizard:
1. Open the Contract Profile containing the document that needs to be signed electronically.
2. Click on Wizard Tools in the Profile Toolbar, and select eSignature Package Wizard.
3. In the Document Selection section, select the check boxes for all the documents that require an eSignature.
If you are running the eSignature Package Wizard after running the Document Package Wizard, the Document Selection section is not present.
4. In the Role Selection section, enter the email address for the first signatory in the Email field, and then enter their first and last names if the fields do not auto-populate. Leave the selection in the Action list set to Sign since this is the action that a signatory must perform in the electronic signing ceremony.
5. (Optional) Populate the Email, First Name, and Last Name fields for the second signatory. If only one signature is required, click to delete the recipient record.
6. (Optional) Click Add Recipient to add another signatory or a recipient to the electronic signing process:
- Populate the Email, First Name, and Last Name fields for the recipient.
- Select the role/action the person will play in the eSignaure process in the Action list.
- Sign - recipient must sign the document. The Sign option is the only option available for Adobe Sign.
- Acknowledge Receipt - recipient receives the final document(s), but does not need to sign, initial, date, or add information to any of the documents.
- Receive a copy - recipient receives a copy of the email message requesting the electronic signatures.
- Update the number in the Order column to identify the order in which the recipient receives the envelope.
If you are using Advanced DocuSign actions, there will be additional options in the Action list.
7. (Optional) In the Additional Administrator Selection section, click to display the Address Book and select other Administrators for the electronic signing process.
Administrators can not only perform user tasks, which include viewing and downloading documents during the eSignature process, but they can also reassign the responsibility of signing the document to another person, add and remove people from the recipient list for the "envelope," and void the envelope (stop the eSignature process). The envelope is the email message that contains the contract that is to be signed electronically and is sent to signatories and other recipients in a pre-defined order.
8. (Optional) Update the information in the Package Name, Email Message, and Package Description fields to customize the email subject line and message text of the envelope.
9. Click Save to display the eSignature Portal where you must add Signature fields before submitting the document for electronic signature.
Advanced DocuSign Actions (Agent-Managed Envelopes)
For users who have access to the advanced features offered by DocuSign, there are Agent-Managed envelopes with additional actions, which allow those from both sides of a transaction to manage the signing process in DocuSign.
In an Agent-Managed envelope, the sender creates the envelope and adds the person who will review the envelope as one of the recipients. This "reviewer recipient" can be assigned to a role associated with one of the following actions from the eSignature Package Wizard:
- Manage Envelope – recipient holding this role must have a DocuSign account. They have the same management and access rights to the envelope as the sender and can make changes to the envelope that mimic the Advanced Correct feature. This recipient can add name and email information, add or change the routing order, and set authentication options for the remaining recipients. Additionally, this recipient can edit tags for the remaining recipients, and must fill out the missing information for the remaining recipients before sending the envelope.
- Address Recipients – recipient holding this role can be any individual. This recipient can add name and email information for recipients that appear after them in the workflow order. The recipient must fill out the missing information for the remaining recipients before sending the envelope. However, the Address Recipients action is not available if document visibility is enabled.
- Manage Recipients - recipient holding this role can add name and email information for recipients at the same, or subsequent levels, in the routing order.
After adding a "reviewer" recipient (a recipient assigned to the action of Manage Envelope, Address Recipients, or Manage Recipients), the sender can add recipients without adding the name and email information for those recipients. If the sender leaves a recipient’s name or email address blank, the sender must specify a role name for that recipient.
The Address Recipients action should be used when the identity of the counter-party signer is unknown, but the identity (and email address) of a contact person at the signing company is known. When the individual with the Address Recipients role receives the envelope, he/she can edit the tagged document and provide the email address of the signatory (recipient) so that the envelope is sent to the signatory for electronic signature.