23 Jun 2022

eSign (Electronic signature with DocuSign)

DocuSign integration allows users to securely sign documents from the Files module.

After the eSign service has been configured, you must authorise the service using your own eSign account credentials. 

The Adobe Sign service is also available to electronically sign documents.

Send one or more documents, or a folder, for signature

If at least one eSign service is enabled, the Send to... Signature or Send to DocuSign option is available. Select one or more files, or a folder, then open the Action menu (either at the top of the page for one or more files or the More actions menu for a single file or folder):

Click Signature or Send to DocuSign to open eSign services. 

If more than one eSign service has been configured, the following screen is displayed. Select DocuSign to continue.

Note that Adobe Sign is not shown if more than one file is selected.

The Send to screen opens:

Enter the recipient's name and email address. Select the task that the recipient is to perform from the drop-down menu next to the Name field.

Select Add recipient to add further recipients and tasks.

You may add a custom message in the Message box.

Confirm the recipient's information and click Send.

  • The recipient of the document does NOT need to be a member of the site or a user of collaborate in order to receive and sign a request.
  • After a document has been sent for signing, that document will be Locked. This means that a new version of the file cannot be added without first revoking the sign request or waiting until the recipient completes the signing process.

As of November 2022, you see either the DocuSign file upload page or jump straight to the DocuSign recipient tagging page. 

The default landing page for DocuSign is set in Files module settings by a site admin.

DocuSign file upload page

If you see the File upload page, check the information:

Make any required changes then click Next to add fields to show recipients where to sign or enter information in the DocuSign tagging interface.

Please refer to DocuSign help for further information.

DocuSign tagging interface

If you see the Tagging interface page, you may add fields for signatures, dates, or other information:

These fields show recipients where to sign or enter information; add fields as required by your signature process, then click Send to send the document.

If you selected multiple files or a folder, you see a list of all the files on the left of the interface. Select each file in turn to areas to be signed in each one:

Once you have added each signature request, click Send to send the documents for signing.

Please note that if the documents in the folder are checked out or locked due to other activity, then you will not be able to send the folder for signing.

Each recipient receives the document and must respond according to the requested action. 

Notifications and status

Once the document is sent, you are notified in the top right corner of the page with a Sent to DocuSign message:

The document is now labelled Sent for signature (if this setting has been enabled by an administrator, see below).

If this is not enabled, you can view the status in the details pane on the right-hand viewer panel.

Sending files and folders from multiple folders via the Index view

As of version 5.6, we have introduced the ability for users to be able to select a folder in the files module to send for signature, or they can select multiple documents within the Index view, from different folders, to include in one eSign envelope.

When viewing the Files module index view, you can select multiple files and folders and also separate files within folders, to send for signing. 

In the Files module, click Index view:

The Files module Index view is displayed. Here you can select multiple files and folders:

Once you have selected all your files and folders, click Actions > Send to... Signature:

The Send to screen will be displayed, showing all of the files you selected, including all of the files within the folders you selected:

Now, continue sending the documents to Docusign, using the help detailed above.

Please note that you may be asked to select a matching template. This is due to the fact that some of your documents may have already been created from an existing template, and this enables you to use that template for your new documents

Document status

Click on a file in the Files module, the following screen is displayed:

You can see the status of the file and, if necessary, revoke a signing request.

To view the status of the file in the Files module, enable the status column in Admin > Files > Files and folder metadata:

You can also view the status of a file from the Files home page and in the details pane on the right-hand viewer panel.

Sent for signature image

Click on the Sent for signature link to open the recipient status window. This will show you who has signed the document, who is awaiting the document and who has auto-responded. Please click here to see the types of statuses that can be displayed, along with their meanings. 

Recipient Status window image

If a document is rejected for signature this will also be displayed alongside the recipient who has declined to sign. 

You may use the Signed status as a filter within the search / filter field in the top-right corner of the Files module: 

Click Sent for Signature to see all documents that have been sent for signature but are not signed: 

As of our 5.7 release, we improved and renamed the Sent for signature section, which is now called eSignature tracking. this update gives users working on a transaction the ability to track the signing status for each document that is part of the transaction. Additionally, we have also added the ability for users to mark documents as 'ready for signature'.

Please note that an eSign service must be enabled within your site for these features to be available

eSignature tracking in the files module

To view the eSignature tracking section, within the Files module, navigate to the eSignature tracking option in the left-hand panel and click:

The eSignature tracking screen will be displayed:

Here, you can now easily see at a glance, which files and what status they are currently at. Additionally, this view shows you when the file was sent, who by and the recipient(s) of the file. 

The following statuses are available:

  • Draft - This is a draft document, that has not been sent or received
  • Sent for signature - This document has been sent for signature
  • Voided - This document has been voided
  • Signed - This document has been received and signed
  • Declined - This document has been declined and sent back to the sender

Managing documents sent for eSigning

Within this screen, you can also manage the documents here. Clicking Envelope details:

Will display the Envelope details -  screen:

Which shows easily digestible information relating to the file and its process.

Please note that any changes made to the envelope in DocuSign, are updated and reflected within HighQ. 

Additionally, you can click More actions:

On a single file, or select multiple files and click Actions:

In order to complete a multitude of actions.

Send

Selecting a file and clicking Send will display the Send to screen:

Where you can select one of the eSigning services. The following screen will be displayed:

Here, you can enter the name, email addresses and a message for the recipient:

You can also select what the recipient needs to do with the document:

Click Send to send the document.

Please note that if the document has already been sent before and declined or voided, the option will say Resend instead of Send.

Remind

Clicking Remind will display the following screen:

Where you can choose to send a reminder to the original recipients.

Please note that for certain files, you will not be able to send a reminder and will see the following screen:

Revoke

Clicking Revoke will display the following screen:

Where you can revoke the request sent for the document. 

Please note that for certain files, you will not be able to revoke the request, and will see the following screen:

Edit status

Clicking Edit status will display the following screen:

Where you can change the signature status of the file.

Please note that each status that you can change a file to is restricted dependent on what its current status is. E.g. a document that is 'Voided' cannot be changed to 'Signed' etc.

View certificate

Via More actions View certificate:

You can view the certificate of a Signed document.

Please note that you can perform bulk actions for multiple documents via the check boxes next to each document. But, if the documents have different statuses, the action will only be performed on the document(s) with the relevant status. 

Also, please note that you cannot view the certificate of an unsigned document.

The Sent for Signature screen also displays the same link in the status column along with the document Name, Version, when it was sent for signing, Sender and Recipient information:

Please note that signature tracking capability is only available for DocuSign and not for Adobe Sign. 

Signing a document

The recipient will receive an email from the selected eSign service and they will follow the signing process for that service.

For more information on this process, please refer to the documentation for the eSign service.

During the signing process, the status of the document is tracked within Collaborate and will be updated in all locations where it is displayed.

Once the document has been signed, it is then sent back, added as a new version and unlocked. The sender will also receive an email to confirm that the document has been signed.

DocuSign Certificate of Completion

In addition to the signed document being added as a new version, the DocuSign Certificate of Completion will be downloaded and stored in Collaborate. The Certificate of Completion can be accessed via the file's Audit History > Audits tab > Signed in DocuSign link in the Action column.

Revoking and reminders

You can revoke an individual file or send a reminder to the recipient. From the Sent for Signature page, select More Actions > Revoke or Remind:

Revoking

Click Revoke to revoke the request to sign the document that was sent to the recipient. The document will be unlocked.

Reminders

Click Send to send a reminder email to the recipient.

Audit history

In the file's Audit History > Audits tab there are audit entries for Sent to [service name], Signed in [service name], Sign request revoked and Sign lock removed.

'Sent for signature' system audit

A system admin can access a reporting interface to show which documents have been sent for signing across the whole system. To access this panel, navigate to your profile dropdown > System admin:

Navigate to System audits/reports:

Then click Sent for signature system audit:

The Sent for signature system audit screen is displayed:

You can filter the results or search for the desired result.

You can see the site, who the recipient is, the name of the document and the status of the document. Additionally, you can Revoke the request or Remind a user that you still require an action via More actions > Revoke or Remind:

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