Additional Cost Feature
The Electronic Signature feature in intelligentcontract.com allows you to securely sign and manage your contract documents.
Our partnership with Xodo will allow any document uploaded into intelligentcontract to be sent via email to nominated parties for signing. A person will receive an email notification and will be able to add their signature electronically to a document. Once complete, a copy of the signed document will be uploaded back into intelligentcontract for your records.
If you have an account with Xodo, then you first need to install the Xodo Plugin into your account.
Navigate to: Configuration => Plugins = > Manage Plugins
Here you will see the option for Xodo, just click the [Install] button
The remainder of this article explains how to send a document for electronic signature via Xodo.
Step 1 - Send a Document for Electronic Signature
As the Signature process requires a Document, you must have uploaded documents that require signatures to the Contract Document tab before starting the signing process. The system will offer you documents that have been attached to the Documents, Notes, or Amendments tab. You could also add the relevant signature People to the Contract People tab before you start the process.
- Open a Contract record that has the documents attached that require signing
- Click on the More Action [...] button and select the [Submit for Digital Signing - Xodo] option
Note: If you have installed Plugins for multiple Electronic Signature providers, they they will all be displayed in the list. Choose the correct option by the relevant icon; if you hover over the options in the list, a pop up will identify them.
Fig 1- Activating the Electronic Signature Process
Tip: If you have the Approvals feature option of 'Only Approved Contracts can be sent for Electronic Signature' switched on, then the Electronic Signature option will only appear when an Approved contract has been selected
Step 2 - Selecting Documents
Select the document or documents that you want to send for signature using the checkbox. The system will display a list of all the documents that you have already uploaded to the Contract Document tab. If you select more than one document, the system will join them together as a single PDF. You will have a chance later to change the order in which the documents are joined.
Fig 2 - Selecting Documents for Signing
Step 3 - Selecting Signer(s)
Select the People who are required to sign the document. The system will display a list of all the People that you have already assigned in the Contract People tab. You can select one or more using the checkbox's.
Here you are also able to determine the order in which the people sign the contract by using the 'Order' drag and drop functions.
Fig 3 - Selecting Signers
If you wish to send your document out for parallel signatures then tick the 'Enable parallel signing tickbox and then select the people who are required for sign the document.
Fig 4 - Parallel Signatures
Step 4 - Title & Message
Enter an email Tile and a Message to appear to the recipient.
Fig 5 - Email Title & Message
Step 5 - Xodo Sign Login
Log into your Xodo account; before you can use this feature of intelligentcontract you will need to obtain a Xodo account.
Tip: You can a create a new Xodo Account by clicking on the 'Sign Up Free' option. Any of the Xodo account types will work with intelligentcontract.com
Sign in at the prompts using your Xodo Username and Password and authorise the account to be used.
Fig 6 - DocuSign Sign in Pages
Step 5 - Placing signature and other data fields
This step allows you to place Signatory boxes and other relevant data fields on your document. The first signer name will default, drag and drop the relevant fields required onto your document.
- Switch between all the people required to sign the document by clicking on each coloured box. You will need to add Signature box's to each recipient in turn.
- Select a box and drag it onto the document.
- Once you have placed a box, click away and then select the next coloured Signature box and repeat. Each field placed on the document will correspond with the Signature colour.
- Click the [Send] button once your signature and other data fields have been put in place for each signer. Once send is pressed, the screen will display an acknowledgement of sending the message.
Fig 7 - Placing Signature fields
Each contract has a signatures tab. The Signatures tab will display the status of the document in the signing process. Please note that this will be either 'Awaiting Signature' or 'Signed'.
Fig 8 - Contract Signature record
Tip: If you have more than one Electronic Signature provider installed, then you can Edit your Signature tab View to include the 'Service' field. This will identify which service you have used to send the document out for signing.
When the document is signed by each of the signers specified, the status will be updated to 'Signed'. You are then able to download the signed document from the signature tab. This download will show the documents sent for signature and the signatures obtained.
Fig 9 - Completed signed document
TIP: You can log into your Xodo account to perform advanced operations on your "in process" documents. You can, for example, cancel a document for signature or replace the signer or send manual reminders, if required.