Send 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.

Depending on the e-signature provider configuration and which requirements are optional or required, you can define where signature-related fields appear before you send eligible documents for e-signature. In Document Manager and supported business process (BP) flows, after you select documents and recipients, you can select Assign Signature Block to open the embedded DocuSign or Acrobat Sign 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.

To send one or more documents to another Unifier user or to an external user for e-signature:

  1. Go to the project/shell tab, and switch to User mode.
  2. In the left Navigator, select Document Manager, and then select Documents.
  3. In the Documents log, locate and select the applicable documents.
  4. From the toolbar, select Actions, and then select Send for E-Signature.
  5. In the Request eSignature dialog box, enter the names of the recipients.
    • In the Internal recipients field, enter a user or group name, or select Request eSignature "" to open the Add users and groups window.
    • In the External recipients field, enter email addresses separated by commas or semicolons.
  6. In the External recipients field, enter email addresses separated by commas or semicolons.
  7. To require signers to complete signatures in a specific order, select Sequential Order, and then select Change the order of signers ("" ) to set the signing order.
  8. In Subject, enter a subject.
  9. 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.

  10. To define where signature-related fields appear on the attachments, 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 are done, and then select X to close the window. If you select Send in the embedded window, 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.
  11. 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.

Alternatively, select a single document, select the gear menu (""), and select Self-sign or Send for E-Signature.

View the E-Sign Log

When the recipient selects the document in the Documents log in the Document Manager, the E-Sign Log tab appears with the existing tabs on the right side. The E-Sign Log tab contains the following information:

  • The message that was sent when the sender selected Send in the Request eSignature window
  • A list of all users who received the document for signature
  • A list of all users who self-signed the document
  • A Print option
  • A Download option
  • The Signee, Status, Initiated Date, Completion Date, and Signer Number columns

View E-Signature Status

Unifier displays the E-Signature Status column in the Documents log in the Document Manager. To display the column, select View, and then select All.

When you create a view, you can include the E-Signature Status column and place it in the order that you want.

The E-Signature Status column displays the following values:

  • In Progress: At least one signer or assignee must complete the signing task with a Terminal status of Completed, Declined, or Reassigned.
  • Complete: The status is marked Completed or Reassigned.
  • Declined: At least one signer or assignee has marked the status Declined.

    If a document has more than one signer, Declined takes precedence over the status of the other signers.

    Note:

    The status values are represented by yellow, green, and red icons.

In the E-Signature Status column, status values are sorted by Completed, In-Progress, and Declined.

Supported File Types

You can use the following file types if you select DocuSign:

Format Extension
Document .doc, .docm, .docx, .dot, .dotm, .dotx, .htm, .html, .msg, .pdf, .rtf, .txt, .wpd, .xps
Image

.bmp, .gif, .jpg, .jpeg, .png, .tif, .tiff

.dwg: If DocuSign does not support a .dwg file, the system converts the file to a .pdf before sending it for e-signature.
Presentation .pot, .potx, .pps, .ppt, .pptm, .pptx
Spreadsheet .csv, .xls, .xlsm, .xlsx

You can use the following file types if you select Acrobat Sign:

Format Extension
Document .doc, .docx, .txt, .rtf, .odt
Image

.jpg, .png, .gif, .tif

.dwg: If Acrobat Sign does not support a .dwg file, the system converts the file to a .pdf before sending it for e-signature.
Presentation .ppt, .pptx
Spreadsheet .xls, .xlsx

Actions for Documents Sent for E-Signature

If a document has been sent for E-signature and the signing process is not complete, you cannot check out, lock, or revise the document. If you try to check out, lock, or revise the document, the system displays the following message: This action cannot be performed on documents whose E-Signature process is not yet complete.

Sign Documents from an E-Signature Email

When you receive an E-Signature email notification as a Unifier user, select Login in the email, and enter your sign-in credentials. The system opens the document in DocuSign or Acrobat Sign, where you can sign the document.

Note:

To receive E-signature task notification emails, ensure that you have opted to receive emails with E-Signature tasks in your Preferences.

Exceptions

The following exceptions apply:

  • If the E-signatures node is not deployed from the User Mode Navigator for the project/shell where the task resides, the system takes you to the home tab of the E-Signature Tasks node after you sign in. You can access the E-signature task from this log.
  • If the E-signatures node is not deployed for the Home tab, the system takes you to the project/shell landing page and displays the message: You do not have permission to view E-Signature tasks. Contact your Company Administrator.

These conditions apply only when the status of the E-Signature Task is In Progress. When the status is not In Progress, the task window does not appear. Instead, the system navigates you to the E-signatures node in the respective project/shell or home tab. If the node is not deployed, the system navigates you to the shell landing page and displays the following message: You do not have permission to view E-Signature tasks. Contact your Company Administrator.