Internal user
When a Send for E-Signature action is taken, and one or more documents are sent to Unifier users (Internal users), then an entry is made in the E-Signatures node to enable the user to act on the E-Signatures task.
The internal users are able to act on the E-Sign task from the:
- E-Signatures node.
- Email sent out to them from Unifier (if this is configured in the User Preferences > Email Subscription’ settings).
When sending out an E-Signature request, for internal users, the To field in ‘Send for E-Signature’ window enables you to type-ahead user or group. You can select one or more users or groups and send E-signature request.
External user
When a Send for E-Signature action is taken, and one or more documents are sent to non-Unifier users (External users), the entity that provides electronic signature technology (DocuSign or AdobeSign) sends an email to each assignee (one email per document). The non-Unifier users can go to the Document Manger log, select a document, and click the Sign option from the gear menu to sign the document. This action launches the entity that provides electronic signature technology (DocuSign or AdobeSign) and enables you to conduct a self-sign.
The external users are unable to act on the E-Sign task from the email sent out from AdobeSign or DocuSign.
When sending out an E-Signature request, for external users, the question-mark icon in the External field of the Send for E-Signature window informs the external user to enter multiple email addresses separated by commas or semi-colons and click Send for E-Signature.
If the external user enters an invalid email address, then:
Unifier logs the signee's E-Signature status as Failed, in the E-Signature log. Unifier enables the user to hover over the status (Failed) and see the reason for failure, for example: Mailbox unavailable. Alternatively, the user can also click the gear menu Reason for Failure and see the reason, for example: Mailbox unavailable.
- If there are only external signees in an E-Sign request, and all of the email addresses of the external signees are invalid, then the status of the E-Sign request will be set as Failed in:
- Document Manager log
- Attachments tab for BP Upper form, or detail form
- Attachments Review tab
If any of the recipients (external or internal) in the E-Sign request is a valid one, then the status of the E-Sign request is based on the status of the valid signees. Unifier ignores the failed signee.
Proxy user
A proxy user can see all of the E-Signature features (E-Signatures Node, E-Signature Status column in DM, Send for E-Signature/Self-sign actions, etc.) as they can be seen by the original user. If the proxy takes any of the E-Signature actions (Self-sign or Sign an E-Signature request from the E-Signatures node), then:
The grid in the E-Sign Log displays one more column at the very end (Proxy User). The name of the proxy user is captured in the this column (similar to the 'Proxy User' column within the Audit log of a business process log). Note that this column shows up in the grid only if there has been a proxy action by at least one signee within an E-signature request.
The Signee column shows the original signee's name; however, the exclamation-mark icon (at the end of this column) will indicate whether the signature action has been taken by a proxy, or not. Hovering at this icon displays: Signed by Proxy User: <Proxy User Name>
The Proxy User action options are available where E-Sign log can be seen (E-Signatures node, DM, BP attachments tab).
Note: The Proxy users can see the E-Signature count on the Company, Shell, and Project home landing pages.
Project landing page
Similar to the Company and Shell home landing pages, the project landing page shows the count of pending E-Signatures in the Items Requiring Your Attention section. The count can be seen below the Tasks count as: E-Signatures: <xx> Pending.
Note: The count is shown only if the E-Signatures are enabled for the project.
Internationalization
The user's language preferences in Unifier is used when the E-Signature requests are sent out to external users by way of AdobeSign or DocuSign. For example, if a user's preferred language for Unifier is Chinese, then the E-Signature email request that is sent out to an external signee by way of AdobeSign or DocuSign will be in Chinese. The value of the "E-Signature Status" field is translated, and when you export the structure and properties of a DM file, the "E-Signature Status" column displays the translated values for the status.
DocuSign
When an internal or external user opens a document for signing, the document displays the option to reassign the document, for signing, to someone else (Assign to Someone Else) by using the "Other Actions" drop-down menu. Follow the prompts and note that:
- The document E-Signature Status in the DM log, BP attachments, or review attachments window (depending on whether the document was sent for E-signature from DM or BP) continue to reflect as "In-Progress."
- The E-Signature Log tab, in the DM log right-hand pane, or in the right-hand pane of the BP "Attachments" tab, is updated with:
- The original signer's "E-Signature Status" as "Reassigned"
- The "Completion Date" for the original signee with the date when the task was reassigned.
In addition, one more row will be inserted in the E-Signature Log with the:
- New signer's Name
- E-Signature Status (as "Delivered").
- Initiated Date (as the date when the E-Signature task was reassigned to the new signer).
- Completion Date (as the Date when the new signer brings the E-Signature task to a terminal state: Completed, Declined, Reassigned, or Recalled.
When an E-Signature task is reassigned, DocuSign sends two emails to the new signer:
- The first email goes from the first assignee of the E-Signature task (who did the reassigning). Once the new signer clicks "Review Document," DocuSign opens the document with features to electronically sign the document.
- Once the document signing by new signer is complete, the DM log (or the BP attachments tab) from where the document was sent for signature will be updated with the existing row for the new signer in the E-Signature log with appropriate "E-Signature Status" and "Completion Date."
- The second email is sent to the new signer from the original sender of the E-Signature task.
- Once the new signer clicks "Review Document," DocuSign opens the document with features to allow for the document to be signed electronically.
- Once the document signing by new signer is complete, the DM log (or the BP attachments tab) will be updated with row for the new signer in the E-Signature log with appropriate "E-Signature Status" and "Completion Date."
AdobeSign
When an internal or external user opens a document for signing, Unifier displays the option to reassign the document (Delegate this document), for signing, to someone else by using the "Delegate" option. Follow the prompts and note that AdobeSign will send an email to the new signer.
When a signer delegates an E-Signature task to another assignee:
- The "E-Signature Status" in the DM log right-hand pane, or in the right-hand pane of the BP "Attachments" tab for the original signer will be updated as "Reassigned."
- The "Completion Date" will be updated as the date when the signer did the delegation or reassignment.
- A new row will be included in the "E-Signature Log” with the name of the new signer.
When a new signer responds to the E-Signature request email, the signer can select to review and sign, or to delegate.
Reports or Custom Prints
When you create a User-define Report (UDR), a Custom Print, or a Custom Report at any location in Unifier, You can add the E-Signature Status, or the fields, from the E-Signature Log in the report.