Workflows - Document signing component
Note
This option pertains to the Hyperproof TPRM product line.
The document signing component streamlines the secure and efficient signing of documents. It guides users through a three-step process: uploading the document, adding signature and form fields, and reviewing the signing summary. This ensures that all necessary parties can sign documents accurately and promptly. See Configuring workflow components.
Uploading a document in the document signing component
When a user goes through the workflow in a project, if a document signing component has been included, the user is asked to upload a document for collaboration. To upload the document:
Upload document - Click the Upload Document button to start the upload process for the PDF you want to sign.
Selecting a file - Choose the desired PDF document from your computer and confirm the upload. The document name and path are displayed upon successful upload.
Alternate file source - The system can retrieve documents from existing project components, such as form inputs, that were configured during workflow setup.
After uploading the document, locate the Email Preferences section and customize the Email Subject and Email Message that will be sent to all participants. To edit fields, click the Edit Email Preferences button and modify the Subject and Message fields as needed.
Adding signature fields
In the Document builder editing interface, drag and drop signature fields onto the document where signatures are required.
Click each signature field to configure properties such as signer name and filed name.
Ensure that at least one signature field is included in the document before proceeding.
Adding form fields
Alongside signature fields, use the right-side pane to add additional fields, such as text boxes, checkboxes, and date selectors.
Place form fields in the desired locations within the document.
Configure each field's properties to suit the information required from signers.
Appending or replacing files
Append file - To add more documents to the existing file, click the Append File button. Then, select the additional file from your computer and confirm the upload.
Replace file - To replace the current document, click the Replace File button. Upload the new file, which will overwrite the existing one.
Confirmation - After appending or replacing, the new file details will be displayed to confirm the action.
Submitting for signing
Add participants to the document by entering an email address for each one and clicking Submit. This sends an email to each participant to start the signing process.
Viewing and awaiting signatures
A list displays all participants who have completed their signatures. The same list shows participants who have not yet signed along with their email addresses.
Resending email for signing
For participants who have not yet signed, click the Resend Invitation button next to their name. Confirm that you want to resend the invitation, and a new email is sent to the participant.
Deleting participants from signing
Click the Delete button next to the participant you wish to remove from the signing process. Confirm that you want to delete the participant. Once the participant is removed from the list, they can no longer sign the document, even if they access the signing link.
Editing participants and resubmitting for signing
Click the Edit Parties button and modify the list of signers as needed. Then, click the Submit for Signing button to send updated signing requests to participants. This invalidates the previous signing link. Make sure that ll required fields and signature fields are in place before resubmitting.
Receiving email links for signing documents
Email notification - Each participant receives an email containing a unique link to access the signing page.
Accessing the signing page - Participants click a link in the email notification to navigate to the signing interface.
Signing the document - Participants can review the document, fill in form fields, and add their signature as required.
Submission - After completing form fields and signing the document, participants click the Submit button to finalize their part of the process.
Troubleshooting document signing issues
Participants not receiving emails
Verify that the correct email addresses are entered for participants.
Ask participants to check their spam or junk folders.
Confirm that your email service is functioning correctly.
Can't add signature fields
Ensure that the document is in PDF format.
Check that at least one signature field is present; the system requires a minimum of one to proceed.
Error while sending documents for signing - Confirm that all required fields, including signature and form fields, are filled out.
Participants unable to sign
Ensure that the participant has not been deleted from the signing process.
Confirm that the participant's email link is active and has not expired.