Creating and Managing a Document Deadline

Part of what simplifies an eSignature workflow is the ability to set a document deadline and improve the odds of completing deals on time! This page gives you a step-by-step on how to set up a document deadline, as well as monitoring the deadlines as it reaches expiration.

Setting Up a Document Deadline

When you’re creating electronic signature documents, adding a document deadline is very simple. Begin by starting a New Document using the +New button in the Dashboard.
Begin by Uploading a document for signature, and then edit your Recipients. Set any Recipient settings you may want and edit your invitation email message.
Now, on the Editor page, click Settings in the top left next to the Document Title and go to the Notification page.
Edit Document Settings to set Document Deadline
Here, you can set reminder emails, what the final email looks like, copy someone for all the notification emails, and most importantly (for this article), set Document Deadlines. Make sure you also indicate when to warn the signer of the expiration.


By default, documents in Signority expire after 180 days, but you can change this as well. You can learn how to change the default expiration and automatic reminder schedule here.

Monitoring a Document Deadline

After you send out a document, you can view documents that will soon expire in the Document page. Click on the Status header and filter by Documents Expiring Within a Week. Documents shown will be listed as In Progress.
We strongly recommend resending documents and making sure you sent it to the right email if it ever gets to that point. You can also directly contact the signers to remind them in case the automatic reminders are being ignored or lost.

Further Readings

Creating Your Default Signature Design
Customizing Company Branding Settings
Using Page View Evidence for Sensitive Documents

Creating and Using Electronic Signature Templates

You can save a great deal of time with Signority’s electronic signature templates. Whenever you need it, you can easily send pre-prepared documents to your signers with just a few clicks! Here’s a step-by-step guide to creating and using a template.

Creating and Using Electronic Signature Templates

To create a template, click +New and then New Template.
When prompted, click on the Regular Template icon.

Create new electronic signature templates
Creating a template is the same as creating a Document, but there are few things to keep in mind. First, is that you are taken directly to the Editor page, unlike a document, where you start on the Upload page.

Step by step to create electronic signature templates

  1. Begin by using the Add Files button in the middle to upload the document you wish to use for making the Template
  2. Click on Edit in the Recipients section to edit the Roles of your signers. Since this is a template, you will not be specifying the signer’s name and email like you did with a document. That will be added when you use the Template. Instead, create roles so you know whose name and email goes where, such as Client, Supervisor, or CEO. Add a signing order if you want to sequence your signers.

Setting up roles for your template

  1. Once you’ve created the roles for your template, go to the Settings in the top left and edit any email messages or notifications settings you want. This will become the default settings for your template, so whenever you use it, the document will have those settings as well.
  2. Finally, drag and drop Tags from the left and assign the tags to the correct roles by using the drop-down menu after selecting the tag. Continue through the rest of the template document.

Learn to assign tags to signers in your Template

  1. Once you’re done tagging, click on the More option in the top right next to the Use Template button. Select the Save File option to make sure all your changes are saved. When you’re finished, you can close the window or go back to the Dashboard.

Template options and how to use it
You’ve now finished creating the first of many electronic signature templates! For all your commonly used documents, try creating templates to save time!

Using Electronic Signature Templates

There are two ways to use a template you’ve created.

  1. From the Editor page where you were setting up the template. Where you clicked More>Save File, instead click the Use Template button; or
  2. Go to the Templates page from the Dashboard and then click the Use Template button to the right

Use electronic signature templates from template page

  1. After you click on the Use Template button, you’ll be prompted with the following message. Just confirm the creation of a New Document and you will be redirected to the Editor page to prepare for signatures. If you need to combine multiple templates into one document, check the “Use multiple templates” checkbox. To learn more about combining templates, read this article.

  1. Since the template has already set up the document with the tags, the only thing you need to do is click Edit next to the recipients, and then replace the Role names with the signer’s actual name and email.Please make sure that the roles are replaced with the names and emails of the signer to automatically assign the tags to them. If you add new signers (i.e using the Add Recipients or Add Me buttons), make sure to add new tags that are assigned to them.

learning how to change the roles to specified signers
When you’re happy with the document, you can just click  Go to the next step to send your document in the top right to send the document for electronic signatures! And you’re finished!

Further Readings

Track and Monitor Document Status & Workflow
Publishing Template Links for Online Signing
Setting Up Documents with Witness Signers

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 DashboardUpload 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