EasySign Portal

Article Overview

The following article describes the EasySign portal. It describes the structure of the portal and how to use it. The last section describes how to perform troubleshooting. 

What is EasySign Portal?

The EasySign portal enables you to turn any PDF into a digital experience by automating link sending and form signing while streamlining your data collection and file generation. Using the portal you can:

• Assign roles for each step by detecting text and signature fields
• Add as many signees as needed 
• Choose if they sign at the same time or one after the other 
• Launch your digital journey by email

EasySign Portal Structure

(See Figure 1)

To access the EasySign portal, click the EasySign tab (1) located in the navigation bar.

Figure 1: EasySign Tab

After clicking the tab, the portal appears. Figure 2 and Table 1 describe its structure.

Figure 2: EasySign Portal

Table 1: EasySign Portal

Number	Icon	Name	Description
1		Add Documents Tab	Enables to upload PDFs to the signing process  NOTE For a detailed description, see the Add Documents Tab section
2		Invite Signers	Enables to invite signers to the process NOTE For a detailed description, see the Invite Signers Tab section
3		Edit Documents	Enables to Edit the PDFs that were uploaded using the Add Documents tab NOTE For a detailed description, see the Edit Documents Tab section
4	-	Display Area	Displays content according to the selected tab
5		Back	Enables to navigate back within the portal NOTE The button will not appear while displaying the Add Documents tab content
6		Next Step	Enables to navigate forward within the portal NOTE The button will not appear while displaying the Edit Documents tab content
7	-	Discard	Enables to delete the work currently displayed in the portal without the possibility to restore it
8		Send	Enables to navigate forward within the portal NOTE If a PDF document is not uploaded before clicking the button, an error message will appear.

Add Documents Tab

(See Figure 3 and Figure 4)

The Add Documents tab content will appear in the display area by default when accessing the portal. It contains a field to input a form name (1) that later will be used in tracking reports and a button (2) to upload PDFs.

Figure 3: Add Documents Tab

Once a PDF is uploaded it will appear under the Add Documents section (3) with the option to remove it (4).

Figure 4: Uploaded PDF

Invite Signers Tab

(See Figure 5 to Figure 7)

The Invite Signers tab content is used to add users who will participate in the signing process. By default, it displays the full name/department name and email address of the form creator (1). fields to input information about the first signer will appear automatically when clicking the tab (2) while additional signers can be added by clicking the + Add signer button (3). 

Figure 5: Invite Signers Tab

When adding more than one signer it is possible to drag and drop their information (4), using the left click, to rearrange their order. This will determine the order in which the singers will receive the document for filling out information and signing. In addition, when multiple signers are added, a checkbox to allow parallel signing appears (5). When the checkbox is checked, the signers will receive the document at the same time with no particular signing order. When the checkbox is not checked the signers will receive the document in the order they were arranged. 

Figure 6: Multiple Signers

The tab also contains the Enable co-browsing checkbox (6). When the checkbox is checked, it allows the form creator to collaborate with a singer on screen in real time to provide online assistance during the singing process. when the checkbox is not checked, the co-browsing feature is disabled for the entire process. Clicking the three dots (7) of signer information will display an option to delete it (8).  

Figure 7: Co-browsing and Delete

Edit Documents Tab

(See Figure 5 to Figure 7)

The Edit Documents tab displays the PDF that was uploaded using the Add Documents tab. If two or more PDFs were added, they will be displayed in the order in which they were uploaded. 

The tab contains field markers used to define fields on top of a PDF (1):

• Text Input - used to define fields for text input such as first name, last name, and address.
• Date Input - used to define fields for date input such as birthdate or signature date.
• Free Text/Text Area - used to define fields such as notes and descriptions.
  NOTE

  The Text Area field marker enables the usage of multiline.
• Radio Button - used to define single selection fields such as radio question options. 
• Checkbox - used to define single selection fields such as checkboxes. 
• Signature - used to define fields for signature input.

Figure 8: Edit Documents Tab 

Each field marker will be deployed on the of a PDF by clicking it (2) and deploying it using the left click (3).

Figure 9: Deploying a Field Marker

When clicking a deployed filed marker (4), its properties section appears (5).

Figure 10: Field Marker Properties Example

Text Input Properties

(See Figure 11)

The Text Input field marker contains the following properties:

• Type:
  • First name
  • Last name
  • Cellphone
  • Number
  • Email
  • Percentage 
• Display placeholder:
  • When checked - displays a placeholder
  • When not checked - a placeholder is not displayed  
• Font size - sets the font size of the input information (from 6 to 30)
• Can be completed by - assigns the field to a specific signer from a list, the rest of the signers will view the field as read-only.
• Required:   
  • When checked - set the field as mandatory
  • When not checked - the field is not mandatory
• Delete - removes the filed marker

Figure 11: Text Input Properties

Date Input Properties

(See Figure 12)

The Date Input field marker contains the following properties: 

• Font size - sets the font size of the input information (from 6 to 30)
• Can be completed by - assigns the field to a specific signer from a list, the rest of the signers will view the field as read-only.
• Required:   
  • When checked - set the field as mandatory
  • When not checked - the field is not mandatory
• Delete - removes the filed marker

Figure 12: Date Input Properties

Free Text/Text Area Properties

(See Figure 13)

The Free Text/Text Area field markers contain the following properties: 

• Font size - sets the font size of the input information (from 6 to 30)
• Can be completed by - assigns the field to a specific signer from a list, the rest of the signers will view the field as read-only.
• Required:   
  • When checked - set the field as mandatory
  • When not checked - the field is not mandatory
• Delete - removes the filed marker

Figure 13: Free Text/Text Area Properties

Radio Button

(See Figure 14)

The Radio Button field marker contains the following properties: 

• Options - adds additional Radio Button field markers

NOTE

The additional field markers are added horizontally but can be dragged and arranged vertically

• Can be completed by - assigns the field to a specific signer from a list, the rest of the signers will view the field as read-only.
• Required:   
  • When checked - set the field as mandatory
  • When not checked - the field is not mandatory
• Delete - removes the filed marker

Figure 14: Radio Button Properties

Checkbox/Signature Properties

(See Figure 15)

The Checkbox and Signature field markers contain the following properties: 

• Font size - sets the font size of the input information (from 6 to 30)
• Can be completed by - assigns the field to a specific signer from a list, the rest of the signers will view the field as read-only.
• Required:   
  • When checked - set the field as mandatory
  • When not checked - the field is not mandatory
• Delete - removes the filed marker

Figure 15: Checkbox and Signature Properties

How to use EasySign 

The following sections describe how to use EasySign.

Step1: Upload a PDF Document

(See Figure 16 to Figure 18)

To upload a document, perform the following steps:

Figure 16: EasySign Tab

1. Click the EasySign tab (1).

        Result:

        The EasySign Portal appears:

Figure 17: Add Documents Tab

2. Click Upload files (2) and select the desired PDF.
3. Provide a Form Name (3).

        Result:

        The information is updated:

Figure 18: Added Document

4. Click Next Step (4).

Step 2: Invite Signers

(See Figure 19 to Figure 20)

To invite signers, perform the following steps:

Figure 19: Invite Signers Tab

1. Enter the details of the first signer (5).

       Result:

        The signer information is updated:

Figure 20: Added Signer

2. If required, add another signer (6) and repeat step 5. 
3. When you are done, click Next Step (7).

Step 3: Edit the PDF

(See Figure 21 and Figure 22)

To edit the uploaded PDF document, perform the following steps:

Figure 21: Edit Documents Tab

1. Use the Marking fields (8) to define the required fields for providing singer information and signature (9). 

       Result:

        The PDF fields are updated:

Figure 22: Updated PDF Fields

2. Click Send (10).

NOTE

After clicking send you have an option to enter co-browsing or create another form.

Step 4: Initiate the Signing Process

(See Figure 23 to Figure 26)

After clicking Send, the form creator receives an email with a link to the process for co-browsing purposes (if co-browsing was enabled). 

Figure 23: Form Creator's Email Example

The rest of the signers receive their emails in the order in which they were invited (unless parallel singing was allowed). 

Figure 24: Signer Email Example

Once the link is clicked, the document appears and the defined fields are marked and stating the information such as:

• Type of information to provide.
• If required or not.
• Which signer is assigned to the field.  

Figure 25: Fields for Information Input

When the process is completed the From creator and the signer/s will receive completion emails.

Figure 26: Completion Emails Examples

Troubleshooting 

Table 1 describes malfunctions that may occur when trying to use EasySign. The table also describes the reason/s for the malfunctions and provides possible solutions.

Table 1: Troubleshooting