EasySign

Article Overview

The following article describes EasySign. It describes the structure of an EasySign transaction and how to create it with or without a Template. The last section describes how to perform troubleshooting. 

What is EasySign?

EasySign enables you to turn any document into a digital experience by automating link sending and form signing while streamlining your data collection and file generation. Using EasySign 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 Options

(See Figure 1 to Figure 3)

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

Figure 1: EasySign Tab

After clicking the tab, two options appear:

• Create New (2) - to create a new EasySign transaction without a template
• Templates (3) - to create an EasySign transaction using a template

Figure 2: EasySign Tab Options

EasySign Transaction Structure

After clicking the Create New option, the Create New screen appears. Figure 3 and Table 1 describe its structure.

Figure 3: Create New Screen

Table 1: Create New Screen

Number	Icon	Name	Description
1		Add Documents Tab	Enables to upload documents 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 documents 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 NOTE The button will not appear while displaying the Add Documents tab content
6		Next Step	Enables to navigate forward NOTE The button will not appear while displaying the Edit Documents tab content
7	-	Discard	Enables to delete the work currently displayed without the possibility to restore it
8		Send	Enables to send the transaction NOTE If a document is not uploaded before clicking the button, an error message will appear.

Add Documents Tab

(See Figure 4 and Figure 5)

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

Figure 4: Add Documents Tab

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

Figure 5: Uploaded Document

Invite Signers Tab

(See Figure 6 to Figure 8)

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 (2) while additional signers can be added by clicking the + Add Signer button (3). 

Figure 6: 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 7: 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 8: Co-browsing and Delete

NOTE

Each signer can be defined as a mandatory participant and/or as a signer by expanding the More details dropdown and checking the boxes.

Edit Documents Tab

(See Figure 9 to Figure 11)

The Edit Documents tab displays the documents that was uploaded using the Add Documents tab. If two or more documents 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 document (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 9: Edit Documents Tab 

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

Figure 10: Deploying a Field Marker

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

Figure 11: Field Marker Properties Example

Text Input Properties

(See Figure 12)

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 12: Text Input Properties

Date Input Properties

(See Figure 13)

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 13: Date Input Properties

Free Text/Text Area Properties

(See Figure 14)

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 14: Free Text/Text Area Properties

Radio Button

(See Figure 15)

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 15: Radio Button Properties

Checkbox/Signature Properties

(See Figure 16)

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
• Add signing date (for Signature only) - adds a field to input the data of the signing
• Required:   
  • When checked - set the field as mandatory
  • When not checked - the field is not mandatory
• Delete - removes the filed marker

Figure 16: Checkbox and Signature Properties

Templates 

(See Figure 17 and Figure 18)

After clicking the Templates option, the Templates screen appears. If no templates were previously created, the screen appears with two Create new template buttons (1).

Figure 17: Create new template Button

If templates were previously created, they will appear in a list with the following information (3):

• Name
• Created By
• Created On
• Last Modified
• Modified By 

Additional actions can be performed on each template (4):

• Use - for creating a new EasySign transaction with the template 

• Edit

• Delete

Figure 18: Existing Transactions

How To Create a New EasySign Transaction (Without a Template)

The following sections describe how to create a new EasySign transaction.

Step 1: Upload a Document

(See Figure 19 to Figure 21)

To upload a document, perform the following steps:

Figure 19: EasySign Tab

1. Click the EasySign tab (1) and then the Create New option.

        Result:

        A new EasySign transaction appears:

Figure 20: Add Documents Tab

2. Click Upload Documents (2) and select the desired file.
3. Provide a document name (3).

        Result:

        The document is added:

Figure 21: Added Document

4. Click Next Step (4).

Step 2: Invite Signers

(See Figure 22 and Figure 23)

To invite signers, perform the following steps:

Figure 22: Invite Signers Tab

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

       Result:

        The signer information is updated:

Figure 23: 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 Document

(See Figure 24 and Figure 25)

To edit the uploaded document, perform the following steps: 

Figure 24: Edit Documents Tab

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

       Result:

        The fields are updated:

Figure 25: Updated 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 26 to Figure 29)

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 26: 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 27: 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 28: Fields for Information Input

Figure 29: Completion Emails Examples

How To Create a New EasySign Template

The following sections describe how to create a new EasySign template.

Step 1: Access the Template Screen

(See Figure 30 to Figure 32)

To access the Templates screen, perform the following steps:

Figure 30: EasySign Tab

1. Click the EasySign tab (1) and then the Templates option.

        Result:

        The Templates screen appears:

Figure 31: Create new template Button

2. Click one of the Create new template buttons (2).

        Result:

        The Create New Template screen appears:

Figure 32: Create New Template Screen

Step 2: Add a Document

(See Figure 33 and Figure 34)

To add a document, perform the following steps:

Figure 33: Adding a Document

1. Provide a template name (must be unique) (3). 
2. Click Upload Documents (4) and select the desired file.

        Result:

        The document is added:

Figure 34: Added Document

4. Click Next (5).

Step 3: Define Roles

(See Figure 35)

To define roles, perform the following steps:

Figure 35: Define Roles

1. Define the role if the sender (6).
2. Define the role of the first signer (7).
3. If necessary, add additional signers (8) and defined their roles.
4. When you are done, click Next (9).

NOTE

Each signer can be defined as a mandatory participant and/or as a signer by expanding the More details dropdown and checking the boxes.

NOTE

Once two or more singers are added the Allow Parallel signing checkbox appears. Checking it means that all recipients receive the document in parallel with no signing order.

Step 4: Edit the Document

(See Figure 36 and Figure 37)

To edit the document, perform the following steps:

Figure 36: Edit Documents

1. Use the Marking fields to define the required fields for providing singer information and signature. For additional information, see the Edit the Document section.
2. Click Save template. 
3. Wait for the saving process to finish.

        Result:

        The following screen appears:

Figure 37: Saved Template

4. Select one of the following options:

• Use this template (11) - use the template in a new EasySign transaction
• Go to Templates screen (12) - navigate to the Templates screen

How To Edit an EasySign Template

(See Figure 38 to Figure 31)

To edit a template, perform the following steps:

Figure 38: EasySign Tab

1. Click the EasySign tab (1) and then the Templates option.

        Result:

        The Templates screen appears:

Figure 39: Edit Button

2. Click the Edit button (2) of the desired template.

        Result:

        The Edit template screen appears:

Figure 40: Edit Template Screen

3. Edit the template as needed. When you are finished, click the Save Changes button located under the Edit documents tab.
4. Wait for the saving process to finish.

        Result:

        The following screen appears:

Figure 41: Saved Changes

5. Select one of the following options:

• Use this template (3) - use the template in a new EasySign transaction
• Go to Templates screen (4) - navigate to the Templates screen

How To Use an EasySign Template

(See Figure 42 to Figure 44)

To use a template, perform the following steps:

Figure 42: EasySign Tab

1. Click the EasySign tab (1) and then the Templates option.

        Result:

        The Templates screen appears:

Figure 43: Edit Button

2. Click the Use button (2) of the desired template.

        Result:

        The Use Template screen appears with the selected template:

Figure 44: Use Template Screen

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