Documents for In-Person Signing

Ever had a situation where the signer is coming to see you in person but still wanted to use electronic signatures? Or maybe they do not have an email? That’s no problem! This document will go over the steps to set up a document for in-person signing to cover for these scenarios!

Creating a Document for In-Person Signing

Begin by creating a new document as you normally would, by selecting the +New and selecting New Document. The major difference in the preparation work comes during the recipient page. Check out our page on creating electronic signature documents here to learn the other steps.
When you get the Recipient page, things will start to differ from the regular document creation process. Begin by adding a recipient (or yourself if you are going to host the in-person signing) using the Add Recipients button. For the person who will host the in-person signing process, change them from a Signer to a Signing Host using the drop-down menu for the roles. An extra icon of a house will appear.

set up your in person signing process
When you select the In-Person Signing option, a second row will appear below the signing host. Enter the In-Person Signer‘s name and email address. You will also want to authenticate these signers. Since the document is not sent through an email, adding an extra level of authentication allows you to validate the In-Person Signer even further.
Click on the lock icon next to the In-Person Signer, and when prompted, select the ID Authentication and specify the type of ID you want to use for validation, such as Driver’s License or Passport.
If you need to add more than one in-person signer, you can do so by clicking on the house icon again next to the signing host.
When you’re done, click Save
authenticate your in person signing by requesting ID information

With the recipient list set, finish up any recipient settings you might want and then move to the next step. On the Editor page, drag and drop the tags from the left into place within the document. Assign the tags to the correct signer by clicking on a tag and using the drop down menu to change the recipient. Tags assigned to the in-person signer will have a house icon.
assigning tags for in-person signing
When you’re finished, click Next to finish preparing the document. When it’s time to sign, go to your email and open the invitation email to access the signing page or access the document from your Inbox from the dashboard in the Navigator bar.
Alternatively, you can publish a template link for online signing and save the link in your browser.

Hosting the In-Person Signing

When it’s time to sign a document with In-Person Signers, how you sign documents online is a bit different than for a normal document. The in-person signers will need to authenticate themselves in order to add their signature. The process is very similar to the witness signer authentication process.
The first thing signers should do is to fill out all the information except for the signature tag. When the remaining tags are filled, select the Signature tag to begin the authentication process.
In-Person Signing Authentication Process
They’ll need to first acknowledge that they are doing an in-person signing and then agree to the terms of service. They’ll also need to put in their email to receive the finalized document. 
In-Person Signing Email Confirmation
If you’ve set up any ID authentication here, the in-person signer will need to enter the information of the specified ID. This information will be captured in the audit trail as a way of validating the in-person signer’s identity.
In-Person Signing ID Authentication
Once they’ve added their ID authentication details (if applicable), they can complete the authentication process. Simply click Finish when you arrive to the last step.
In-person signing authentication complete

When this is done, they will be able to sign and fill in the tags. Repeat this process for each of the in-person signers (if there are more than one) and then complete the rest of the document. Submit the document when it is completed. If there are other non-in-person signers, the document will be completed once all parties have submitted their portion.
The final document will be received by all signers, including the in-person signer, as well as the sender.

Further Readings

Setting Up Documents with Witness Signers
Electronic Signature Authentication using Email and SMS Authentication
Using Page View Evidence for Sensitive Documents

Copy Notification Emails to Record All Signer Interactions

Some deals and workflows need to keep a record of all interactions and communications between you and your client. This can be easy to miss with automated reminder and notification emails. But rest assured, with Signority, you can copy notification emails sent for any document to a specific email of your choice and easily keep a tab.

Preparing Documents with Copy Settings

You’ll need to begin by starting a new document. You can learn the step by step process for creating electronic signature documents here.
Create a New Document using the +New button from the Dashboard. Upload a document and on the Recipients page, add the required number of signers for the document. Continue on to the Editor page to set the document settings.
On the Editor page:

  1. Click Settings on the top left next to the Document Title
  2. Click the Notifications tab
  3. Checkmark the “Send a copy of all email notifications to the follow address” option and enter the CC email.
  4. Click Save

Select the send copy option and enter email address
When you’re finished, add Tags to the document and assign them to the correct signers. When you’re finished, send the document off.

Results for the Copy Notification Emails to CC Email Address

When you send the document off, you’ll notice in the CC email address there are forwarded copy notification emails, like the invitation for signing. In these emails, you’ll see a message letting you know that it’s a copy sent to which recipient email address. You can save these emails for your record.
Please note that for these emails, the links and attachments are stripped for security reasons. They will not work. These emails are simply just a way to record your interactions and contacts with your signers if it’s necessary for your business.
Copy notification emails
If you’re using the same options often, learn how to set your default notification settings and include a default copy email here.

 Further Readings

Personalize the Invitation Email with Custom Messaging and Subject Lines
Customize Company Branding for Emails and Signing Pages
Creating a Default Automatic Reminder Schedule

Creating A Signing Order for Your Documents

By default, Signority sends the document to everyone all at once, and they can sign as soon as you send the document. However, if your document has a specific workflow that people need to sign in, you can create a Signing Order to send out signing invitations in a specific sequence.

Setting Up a Signing Order

Begin by creating a New Document using the +New button. The process for sending the document out is the same as how you create electronic signature documents, just with a few changes.

  1. Upload the document that has a specific signing order.
  2. On the Recipients page, add the appropriate number of signers needed.
  3. Click Signing Order to create a sequence.
  4. Drag & sort the recipients in the correct order, or set their signing order number manually.

Setting Signing Order

  1. When you’re done, move to the Editor page and add the Tags needed. Assign tags to the right signers. Once completed, click Next to send the document.

In the example above, the workflow goes in the following sequence:

  • Alison Wonderland receives the invitation first. When she completes the signing process, John Hancock will receive their invitation. When he submits the document, Kevin from Signority will be the last signer and receive their email.

When a sequence is created, invitation emails will only send after the previous person in the sequence completes their signing.
Note: You can allow multiple people to sign at the same step, just give them the same signing order number. For e.g. if Kevin from Signority, in the example above, was set to the 2nd signer as well as John Hancock, but John and Kevin will receive the invitation email simultaneously after Alison Wonderland submits her signature.
When a signing order is used, recipients who aren’t able to sign yet will be listed as “Invitation not Sent” in the Recipient List Page.

Further Reading

Switch Signer Responsibility to Another Person as a Recipient
Sign Documents Online as a Recipient
Change Signers and Resend Invitation Emails

Rejecting Documents As The Signer

As a signer, there can be a multitude of reasons for rejecting documents. The tags could be wrongly assigned or in the wrong location. You could notice an issue with the document itself and some of its content. Signers have the option to reject documents and give reasons for rejection to help improve the next document.

Steps for Rejecting Documents As The Signer

Access your document by using the invitation email in your email inbox. Use the Review Documents button to access the signing page. From the signing page, use the following steps:

  1. Click the More button in the top right and select the Reject option.

Rejecting Documents as Signer from Signing Page

  1. In the window, enter a rejection reason to notify and let the sender know why you don’t approve of the document’s contents. This is important, as the reason will help improve the next document if the document needs to be amended. The reason will be shown in the notification email to the sender.

Reasons for Rejecting Documents
Once the document has been rejected, you should have the document reloaded and no longer have access to tags and fields.

Confirmation for Rejected Document

After a document has been rejected, the sender can go to their Signority account and check the document history and status. In the Recipient List page, you can see the E-Sign Status as Rejected next to the signer rejecting the document.
Recipient Status After Rejecting Document
Alternatively, in the Document History page, there will be an entry with the reason for rejection listed under the Notes column and the Action column will have Document rejected by.
Document History Entry Post Rejecting Document
As the sender, you will also get an email notification confirming the rejected document and information for the reason of rejection. The subject line will also indicate the document has been rejected, in order to quickly determine which document needs attention.
Email confirmation for rejected document
With the reason for rejection, you can resend the document with any changes or create a new document from scratch.

Further Readings

Change Signer Responsibility as a Recipient
Create and Manage a Document Deadline
Copy Notification Emails to Specified Email Address

Switch Signer Responsibilities to Another Person

As a Recipient, there may be times when you need to switch signer responsibility from yourself to another person. Maybe the sender sent the document to the wrong person, or you do not have the authority to sign the document. This can easily be remedied if you access the document and switch signer responsibility by entering the information of the new signer.

How to Switch Signer Responsibility

As the signer, you will need to first access the document by opening your inbox and finding the invitation email from the sender. It should look something like this.
Invitation Email to Access Signing Page
When you access the signing page, go to the top left and under More, select Change Signer.
Switch Signer Responsibility from Signing Page
In the prompted window, switch the name and email to the new signer and then click Change Signer. The page will reload with the document open, but there will be no tags visible to you.
Switch Signer Name and Email
The new signer will now receive an invitation email in their inbox, and your original invitation will no longer be valid. You can click on the Review Document button and view the document itself, but you will not have signing capabilities anymore. The new signer can complete the document and they will receive the finalized document.
If you’re the sender, you can find more information on how to do this process for the signers here. As the sender, you’re able to change the signer responsibilities and information directly from your account.

Further Readings

Rejecting Documents as a Signer
Electronically Signing a Document for Yourself
Customizing Company Branding for Invitation Emails

Changing Signers and Resending Invitation Emails

Mistakes can happen. You may have noticed the document was sent to the wrong signer or entered the wrong email address after you’ve sent the document. Or the signer is unavailable and you need to resend the document to someone else. But don’t worry, changing signers with Signority is easy!
Even if you don’t need to change signers, there are times where the invitation email can get lost. The process to resend an invitation email to a signer is also the same!

Changing Signers for In Progress Documents

Go to the Documents page using the Navigator. Find the document requiring the changing signers and follow these steps:

  1. Click on the name of the recipient on the list to open up the Recipient List page.
  2. In the Recipient List window, click the Change Recipient button. You can also Resend the invitation email to your signers, in case they deleted the original by accident.

Changing Signer or Resending Invitation from Recipient List

  1. Change the name and email of the recipient and click Save & Resend to complete the process. You can also simply resend the invitation by clicking the Save & Resend button without making any changes to the signer’s information.

Changing Signers Info
The document will be sent to the new recipient, and the invitation email to the previous recipient will be invalidated. This allows you to continue with workflows, even with any hiccups or signer issues. After making the changes or resending the invitation, you’ll notice the E-Sign Status turn to Waiting to Open, making it easier for you to track the new workflow.
If you’re not sure how to check and monitor the status of a document, check out our post here.

Further Readings

Resend Documents to Signers
Switch Signer Responsibilities as a Recipient
Rejecting Documents as a Signer

Cancelling & Resending a Document

 

Sometimes after you have sent a document out for signing and you realize that something was missed.  Either a file wasn’t added, a tag may have been assigned to the wrong signer, or information needs updating. 

With Signority you can Cancel & Resend this document – as long as it is still In Progress. 

If you need to cancel and resend a document that is in progress:

  1. Click on Documents at the left hand side of the user dashboard.
  2. On the next screen find the document that you want to cancel to resend and check the box beside it (1) and then click Cancel Signing (2).

  3. In the modal window that pops up enter the reason you are cancelling the document in the text area. This reason will be documented in the audit trail.
  4. Click on the dropdown menu, the last two options of the four are used for resending a document.  In both instances the document package will be copied with the workflow, recipients, and all tags as you have placed them in the original document package. 
    Your options, seen in the image below enclosed by a red box, allow you to: 

    1. Copy the document package with content entered by a signer already 
    2. Copy the document package without content that has already been entered by a signer.

      Note:
      Any signatures and/or dates completed will not be copied even if you choose to copy the document package with added content.
  5. Once you have made your selection click Okay.
  6. Once you have selected the okay button you will notice that the original copy of the document package now sits at the top of the list of documents and has a status of ‘Cancelled’. (1) And your new copy of the document package will be the second document listed, with a status of ‘Draft’. (2)
  7. Click on the document that you want to resend. Once it opens you will see that the copy has:
    1. All the same files in the same order (1)
    2. The same workflow and recipients (2)
    3. All your tags placed and assigned as in the original document. (3)
    4. You can now update the document package in any way that you need. Once you have completed the corrections click Send in the upper right. (4)

Note: Your Audit Trail will reflect the  path from the creation of the first document package to the final signature applied to the second copy of the document package.
Notice that the audit trail of both documents is combined into one as shown below:

  1. The creation date/time of the first document sent.
  2. In the second box:
    1. The signature that was applied, 
    2. the time / date the document was cancelled and duplicated, and 
    3. the time/date it was sent out for signature again.

Further Readings

Changing Signers as a Recipient
Rejecting a Document as a Signer
Track and Monitor Document Status & Workflow

Customizing the Invitation Email

Customizing your invitation email is a great way to increase the likelihood your email doesn’t get lost in the avalanche of spam and junk emails you get on any given day.
You can personalize the email subject line and edit the content of the message to ensure the signing process goes even smoother for you and your invitation email gets opened and read.

Setting Up Documents with Custom Messages and Subject Lines

You can set up custom invitation emails for newly created electronic signature documents.
Begin by creating a New Document using the +New button from the Dashboard.

  1. Upload your document
  2. On the Recipients page, under Messages change the subject line and message to your liking.

Customize your invitation email messaging and subject line

  1. You can also create private messages for specific signers. Click the Message Bubble icon next to the signer you want to change messages for to bring up the Private Message option. This message will overwrite any message you wrote in the Email Note to Signers section under the Message option below.

Further personalize invitation emails with private messaging

  1. On the Editor page, if you want to make any changes, click on Settings in the header. In the pop-up window, you’ll see the Title and Email tab where you can make the changes you want.

Edit your invitation email in the Editor page
Once you’re happy with everything, continue the document creation process and send the document out. You can test it out by sending a document to yourself and see the difference in the subject line and message compared to the invitation email!

What the Invitation Email Will Look Like

Here is the invitation email if you had a custom message for all signers. Note the personalized subject line and the content of the email note.
Invitation email for signers with general message
If you have a private message set for a specific signer, the invitation email will be different from the general message above. Notice how the content of the message has changed specifically for Alison.
invitation email with private messaging
Once you’ve tested out the invitation emails, you can begin making templates and documents with this in mind. Make sure your invitation email doesn’t get lost in the mountains of emails and get your documents signed on time!

Further Readings

Setting Up Automated Reminders and Notifications
Custom Company Branding for Your Invitation Emails and Signing Page
Streamline Documents by Creating Templates