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Creating a New Document Envelope

Last updated 2017-05-24 17:43:41 UTC

Creating a new document envelope typically involves 5 basic steps:

  1. Selecting documents to be signed
  2. Defining signers
  3. Designating JotBlocks (areas on the document that need to be signed or require input)
  4. Configuring workflow
  5. Reviewing and sending

1. Selecting documents to be signed

When you start the new document envelope setup process, you'll first be presented with a blank workspace.  Typically the first step involves selecting the documents that will be signed.  You can add documents to your workspace by:

  1. Dragging and dropping a file from your computer into the box shown in the main white area of the page
  2. or by clicking the blue + button.

Documents_1_EmptyWorkspace.png

 

Once your first has been added to the workspace, you'll see it rendered there and you can either proceed to the next step or select additional documents to be signed by dragging them to the workspace or clicking the blue + button.

Documents_2_WorkspaceWithDocument.png

 

2. Defining signers

Once you've selected all of the documents to be signed, the next step is to define the signers that will be signing those documents.

Click the ADD SIGNER button in the blue box on the right-hand side.  This will open a window that will allow you to provide the following details for the signer:

  • Name
  • Email Address And/Or Mobile Phone
    • sending signing invitations by SMS (text) is a a feature add-on: please contact support if you are interested in using this feature
  • Password (optional - the signer will be required to enter this password before they can access the documents for signing

Documents_3_WorkspaceWithDocument.png

If you need the signer to upload any documents or images during signing (such as a copy of a driver's license, etc.), you can indicate that here by clicking on Signer Uploads.  

You'll be able to enter a instructions for the signer so they know what is expected.  You'll also be able to indicate whether or not the upload is required and if the signer can upload more than one file or image.

Documents_4_AddSignerAttachments.png

Once you've clicked SAVE SIGNER you'll see the new signer you've defined listed on the right-hand side.  You can modify or delete the signer by clicking the ellipses (...) that appear to the right of the signers' name when hovering over it.

You can also define additional signers by clicking the + button underneath the signer's name.

Documents_5_Signers.png 

3. Designating JotBlocks

In AssureSign, you can designate JotBlocks to indicate areas on a document that need to be signed or require input. Once you have defined at least one signer, you can designate JotBlocks for that signer by:

  1. Selecting the signer from the list of signers on the right bar (you can confirm this by making sure that the background behind the signer's name and email address is highlighted in a color).
  2. Dragging a JotBlock (Signature, Initials, etc.) from the right-hand side onto a page of the document. You can reposition a JotBlock by simply dragging it to another page or location, and you can resize a JotBlock by selecting the resize handle in its lower left corner after it has been applied to the document.

Documents_6_JotBlocks.png

You'll notice that all of the JotBlocks that require input from a particular signer will show up on the document using matching colors.  This makes it easy to distinguish JotBlocks assigned to one signer from JotBlocks assigned to another.

JotBlocks that are not assignable to a signer, like fixed written signatures you want to apply to a document or fixed text, will be white.

You can modify properties of the JotBlock by clicking on the GEAR button (item 1 in the image below).  You can delete a JotBlock by clicking the GARBAGE CAN (item 2).  Some JotBlocks can be copied by clicking the COPY icon (item 3).  You may resize a JotBlock by holding down the mouse on the resizing handle in the lower right corner of the JotBlock (item 4) and dragging the edges of the JotBlock to an adjusted size.  Note that JotBlocks can generally be classified as "written" (mouse or touch-based input) or "typed" (keyboard/text input).  An indicator of the type of JotBlock may appear in the JotBlock frame (item 5). Depending on that classification, there are a number of different properties you can set for JotBlocks.

Documents_7_JBControls.png

Multiple choice JotBlocks have a PLUS icon instead of COPY, which serves to add a new option location to the multiple choice group.

You may hold down the mouse to select a JotBlock and drag it to a new area of the document.

TIP: To copy a JotBlock and assign it to a different signer, select a signer on the right, and then click the COPY icon.  The copied JotBlock will be assigned to the currently assigned user.

 Written JotBlock Properties

Written JotBlocks have the following properties that can be changed when you click on the GEAR button above the JotBlock:

  • Required - sets whether or not the signer will be required to provide input for the JotBlock
  • Certified - sets whether the JotBlock will be rendered with meta-data in its frame indicating the JotBlock ID, the IP address where signing occurred and a universal time (UTC) timestamp
  • Instructions - the instructions displayed to the signer letting them know what to enter
  • Border - indicates if the JotBlock will be rendered with a border on all sides, a bottom border only, or no border at all
  • Ink Color - indicates if the JotBlock will be rendered using blue or black "ink"

Documents_8_WrittenProperties.png

Properties of  Typed (Text),  Initials,  Date, and  TimeStamp JotBlocks

  • Required - sets whether or not the signer will be required to provide input for the JotBlock
  • Certified - indicates that the JotBlock will be rendered with meta-data in its frame indicating the JotBlock ID, the IP address where signing occurred and a universal time (UTC) timestamp
  • Instructions - the text displayed to the signer letting them know what to enter
  • Font Size - 6, 8, 10, 12, or 14 point
  • Font Name - Courier New, Times New Roman, Arial, Bradley Hand ITC, Brush Script BT, My Handwriting, Otto
  • Font Decoration - Bold, Italic, Underline
  • Horizontal Text Alignment - Left, Center, Right
  • Vertical Text Alignment - Top, Middle, Bottom
  • Border - indicates if the JotBlock will be rendered with a border on all sides, a bottom border only, or no border at all

 Documents_9_TextProperties.png

A DropDown JotBlock allows a signer to select a single item from a list of options.  What you choose to apply will be rendered to a single location on the document.

  • Required - sets whether or not the signer will be required to provide input for the JotBlock
  • Instructions - the text displayed to the signer letting them know what to enter
  • Options:
    • DropDown JotBlocks will display a drop down list of options that the signer may choose from. Each option you create will have
      • Display Text - the text that will be shown to the signer
      • Value to Save - the value (text or numeric, whatever you need) that we will save
      • Display As - you may select to apply an image, like a checkmark or X, the Value you set on the option, or nothing at all.  
  • Font Size, Font Name, Font Decoration, Horizontal Text Alignment, Vertical Text Alignment, and Border may be set on multiple choice JotBlocks when you select to display a value.

TIP: Applying nothing may be useful in the case that the options you are presenting are yes/no values, where only one of the selections should check a box and the other should leave it empty.

Documents_10_DropDown.png

 Multiple Choice JotBlock Properties

A Multiple Choice JotBlock allows a signer to select one or more items from a list of options.  What you choose to apply may be rendered to different locations on the document.  Therefore, as you add options, new JotBlocks will be added onto the document next to the previously added option.  You can move the options anywhere in the document (they do not need to be in the same area or even on the same page).

  • Required - sets whether or not the signer will be required to provide input for the JotBlock
  • Instructions - the text displayed to the signer letting them know what to enter
  • Allow Signer to Select Multiple Values - When enabled, the signer will click to select more than one item from a group of checkboxes.  When off, the signer will click to select a single item from a radio button group.
  • Options:
    • Multiple Choice JotBlocks will display a list of options that the signer may choose from. Each option you create will have
      • Display Text - the text that will be shown to the signer
      • Value to Save - the value (text or numeric, whatever you need) that we will save
      • Display As - you may select to apply an image, like a checkmark or X, the Value you set on the option, or nothing at all.  
  • Font Size, Font Name, Font Decoration, Horizontal Text Alignment, Vertical Text Alignment, and Border may be set on multiple choice JotBlocks when you select to display a value.

Documents_11_MultiChoice.png

Tip: You may add new Multiple Choice Options by clicking on the + icon on the JotBlock, or by clicking + from within the properties window.  As you add new options to the group, these JotBlocks will display the value for the option so you can tell options apart.

Documents_12_MultiChoiceOptions.png

 Fixed Written JotBlock Properties

A fixed written JotBlock allows you to apply a signature to the document outside of the signing session.  You draw a signature using your mouse, just as a written signature is filled later by holding your left mouse button down and drawing in the signature box.

  • Apply to Document ... - you may select to apply the JotBlock before signing has occurred or after all signing is done
  • Ink Color - indicates if the JotBlock will be rendered using blue or black "ink"

Documents_13_FixedWritten.png

 Fixed Text JotBlock Properties

A fixed text JotBlock allows you to apply fixed text.  You may select to apply merge field values, fixed text that does not change, or calculated values.

  • Insert Merge Field - you may pick from available merge fields
  • Text Edit Area - picked merge fields and items you type are entered here
  • Apply to Document ... - you may select to apply the JotBlock before signing has occurred or after all signing is done
  • Font Size - 6, 8, 10, 12, or 14 point
  • Font Name - Courier New, Times New Roman, Arial, Bradley Hand ITC, Brush Script BT, My Handwriting, Otto
  • Font Decoration - Bold, Italic, Underline
  • Horizontal Text Alignment - Left, Center, Right
  • Vertical Text Alignment - Top, Middle, Bottom
  • Border - indicates if the JotBlock will be rendered with a border on all sides, a bottom border only, or no border at all

Documents_14_FixedText.png

4. Configuring workflow

Once you've finished designating all of the JotBlocks on the documents in your envelope, you can click the REVIEW AND SEND button to configure additional workflow.

When that button is clicked a window will pop up giving you the opportunity to:

  • customize the Envelope Name,
  • set the Expiration Date,
  • and optionally set a Password to restrict download access.

Documents_14_workflow1.png

If there are any additional recipients to which you'd like to send a copy of the completed document, you can add them by :

  1. Clicking ADDITIONAL RECIPIENTS
  2. Entering a Name and Email Address
  3. Clicking SAVE RECIPIENT

It's also possible to add non-signable addendums to the envelope.  These are typically related documents that you'd like to make available to the signer that don't actually require a signature.  You can add non-signable addendums to the envelope by:

  1. Clicking ADDENDUMS
  2. Clicking the + icon
  3. Selecting a file to upload

 

5. Reviewing and sending

Once you've finished configuring envelope properties, additional recipients, and addendums all that is left is to review your setup and click SEND.

Once your submission has been processed you'll be given the opportunity to:

  • VIEW ENVELOPE DETAILS - view the envelope report
  • SEND ANOTHER ENVELOPE - clear the workspace and begin the setup process for a new document envelope.

Documents_15_done.png

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