Sending Attachments for E-Signature

If your administrator has configured and activated DocuSign or Acrobat Sign using the Integration node, you can send attachments for electronic signature (e-signature) from the Attachments tab. To start the signature process, open the Upper Form or Detail Form of your BP record, and use the Attachments tab in the Properties pane.

Depending on how DocuSign and Acrobat Sign are configured, and which requirements are optional or required, you can define where signature-related fields appear before you send eligible documents for e-signature. In the Document Manager and supported business process (BP) flows, after you select documents and recipients, you can select Assign Signature Block to open the DocuSign or Acrobat Sign embedded tab-placement option, add the supported tabs, save the placement, and return to Unifier to send the e-signature request.

Note:

The embedded experience and available tab types are controlled by the configured e-signature provider. Provider behavior differs between DocuSign and Acrobat Sign.

Attachments Tab Options

The toolbar options and column headings for the Attachments tab are:

Item  
Attach Files ("")

Lets you select a file by using Browse, Document Manager, or Custom Print.

Publish to Document Manager Displays the hierarchy and the location of the attachment.
Name Displays the name of the attachment.
Comments Displays comments associated with the attachment.
Revise Displays revision information about the attachment.
Envelope Code If you use envelopes in DocuSign or Acrobat Sign and a document or group of documents has been submitted for an E-signature request, displays the code assigned to the envelope that contains the applicable documents. If an envelope is resubmitted for signatures, the code is overwritten with a new code.
Upload Date Displays the date that the attachment was uploaded.
Title Displays the title of the attachment.
Other information about the attachment Display other information related to the attachment, such as Pub. No. and Rev. No.

When you select an attachment in the Attachments tab, you can select the gear menu ("") to perform the following operations:

  • Review
  • AutoVue Review
  • Open in Office for the web
  • Download
  • Revise
  • Rename
  • Remove

If DocuSign or Acrobat Sign is enabled, the gear menu also includes Self-sign, Send for E-Signature, and Recall E-Sign Request. The availability of these options depends on the attachment status.

Send Attachments for E-Signature

In the Document Manager and business processes (BPs), you can select one or more documents and send them to one or more assignees for an electronic signature (e-signature). If you use envelopes in DocuSign or Acrobat Sign, you can group multiple documents into one envelope. When Unifier receives the signed documents in an envelope, Unifier consolidates them into a single PDF instead of individual attachments.

You can also select a document in the Document Manager or a BP and sign it by using Self-sign. This option is available for BP Upper Forms and line item attachments. When you select Self-sign, the file opens in DocuSign or Acrobat Sign.

The E-signatures column in the Attachments tab log displays the signature status. After the e-signature status changes to Completed, Unifier adds the signed PDF as a revision of the original file. The signed file name includes _signed and indicates the number of times the file was sent for e-signature.

Business Process (BP) Records

In the Attachments tab for a BP Upper Form or Detail Form, the Send for E-Signature option appears when you select multiple attachments for which the e-signature process has not started or is complete.

After you select Send for E-Signature, the Request eSignature dialog box opens. You can specify individual users or select a predefined group. (For more information about groups, see Using Contact Lists). To specify the order in which signatures must be completed, specify individual users.

  1. In the Internal recipients field, enter the names of the Unifier users who must review and sign the documents, or select a group. You can also use the pick list to select individual recipients or groups. For non-Unifier users, enter their email addresses in the External recipients field.
  2. To require individual recipients to complete their signatures in a specific order, select Sequential Order, and then select Change the order of signers ("").
  3. In Subject , enter a subject.

    This field is required.

  4. In Message, enter an optional message of fewer than 1000 characters.

    The attached documents appear below the Message field. To remove a document, select the corresponding Remove (X) option.

  5. To define where signature-related fields appear on the attachment, select Assign Signature Block, and then complete the following steps:
    1. In the window that appears, add, update, or remove signature-related tabs, such as signature, initials, and date fields, for the selected recipients.
    2. If you use DocuSign, select Save or Send when you finish, and then select X to close the window. If you select Send on the window that appears, you must still select Send again when you return to the Unifier dialog box.
    3. If you use Acrobat Sign, select X to close the window.
  6. Select Send.

    If the number or size of the selected files exceeds the limits defined by DocuSign or Acrobat Sign, the system displays an error message. Adjust the files as needed and try again.

If the E-Signature process of any selected attachment is In Progress, the system hides the Send for E-Signature option.

If you select multiple attachments and the E-Signature process for at least one attachment is In Progress, the system displays Recall E-Sign Request when you right-click the selection. When you select this option, a confirmation message states that all files associated with the selected envelope or envelopes are recalled. If you select Yes, the system recalls the files and sets the E-Signature status to Recalled in the Document log in the Document Manager, the E-Signatures node, the Attachments tab, and File Viewer.

Note:

  • You can add an attachment as a custom print regardless of whether E-signatures have been configured for the company.
  • During the Creation Step for a workflow BP, a user can prepare an e-signature request without sending it to recipients. Unifier creates a provider draft request. When the BP record advances beyond the Creation Step, Unifier creates the record and begins sending the linked request in the background. This helps prevent orphaned provider requests when a draft BP is deleted. This behavior applies only to the BP Creation Step. In later workflow steps, Send for E-Signature sends the request immediately.

Review Recalled E-Signature Requests

In the Attachments Review tab for recalled requests:

  • The E-Signature status in the Review window is set to Recalled.
  • For each selected attachment with an E-Signature status of Complete or Not Started, the system ignores the recall request.

The Review window, which is similar to the Attachments tab for BP Upper Form or Detail Form, displays Send for E-Signature and Recall E-Sign Request through the following options:

  • Gear menu ("")
  • Right-click

    The availability of the right-click options depends on the E-Sign Status of the selected attachments. Use the right-click options to send or recall multiple attachments for E-signatures.

Recall E-Sign Request is only available to

  • The E-Signature request sender
  • The Document Owner

    Note:

    Other users cannot view or act on the request even when all other conditions are met.

Review Declined E-signature Requests

If a signee declines an E-signature request, the E-signature Requests log records the E-Signature Status as Declined. When the status is Declined, the tooltip that appears when you place the pointer over the status and the gear menus ("" displays the reason for the decline.

Review E- E-Signature Requests

When you select an E-Signature request in the E-Signatures node, the right pane displays the E-Sign Log tab. The tab contains the message sent with the E-signature request and a log of all signature request statuses.

When you expand the Attachments tab for a BP Upper Form or Detail Form, the right pane displays the E-Sign Log tab next to the Preview tab if a file has an associated E-Signature request.

Publish Files from a BP to the Document Manager

If you attach a file from the Document Manager to a BP record and send the file for E-Signature from the BP record, Unifier publishes the revised, signed file to the same location in the Document Manager where the original file was attached. The publish path for the BP record does not affect this location.

When a Republish option for Publish to Document Manager is selected in uDesigner, you can republish a revised Document Manager attachment by moving or copying the file. In this case, Unifier publishes the signed file according to the configured Publish Path.