Overview of the Signing Process

nThe signing process is the process recipients will experience when they are sent a document. This article provides an overview of that process.

The signing process can be broken down into five major events; Routing, Invitation, Authentication, Field completion and Actions.

Routing

When a document is created, the creator can choose to send it to all recipients at one time. Or, apply a signing order. When a signing order is applied, the document will go to one recipient and then the next once the previous recipient has completed their part.

Example: Routing order

A recruiting coordinator is sending out an offer letter to a potential new employee. Prior to going to the recipient, the company requires approval from the Director and Manager who the new employee will report to. When creating the document, the coordinator adds 3 recipients in the following order:

Director
Manager
Prospective employee

The document will first route to the Director to approve. Once approved by the director, it will go to the Manager. Once the manager has approved, it will send to the prospective employee for review and signature.
Each recipient will participate in their own version of the signing process and are notified when it is their turn to take action. The sender is notified throughout the process as recipients take action.

Invitation

When a document is sent, recipients will be notified by email. The notification includes a request to take action on the document and can include a general or private message to recipients. All recipients will receive these notifications since the invitation is the entry to completing a document.

Authentication

When a recipient clicks the Review & Sign button in the invitation email, they are taken to the document. They are automatically authenticated by their email. There's no need for the recipient to have an Upsign account to complete the document. However, the sender can also apply an added layer of security by requiring the recipient to enter an access code. After authentication, the recipient is taken to the document to complete their part.

Field completion

All fields available to the recipient will display on the document. The recipient can click the start action to have Upsign navigate them to each of the required fields. They can also navigate the pages and fields manually. Clicking on the fields will allow them to enter information in fields or load information for them to complete (e.g., clicking the Signature field will load a dialog where they can add their signature). Once all fields have been completed, the final action would be to complete the document.

Actions

In addition to completing the fields requested by the sender, the recipient has additional options accessible through the more action button on the document. These actions include:

Decline to sign
Send the document to someone else to sign
Save for later
Print & Sign on paper

If a recipient Declines to sign or sends to someone else, the sender is notified.

Completion

Once the document has been completed by all recipients, the status of the document is automatically changed to completed. All recipients are notified and receive a copy of the completed document.