esign Genie Quick Start Guide

Transcription

1 #1 Easiest and Most Collaborative Esignature Software Solution Highlights 1. Electronic Signature Scenarios and User Processes esign Genie Quick Start Guide 2. Create Reusable Templates and Send 3. Create Document from PDF and Send for Esignature 4. Recipient Esignature Process About esign Genie esign Genie is a robust end-to-end solution that allows businesses to create documents/templates collaboratively and obtain esignatures online. esign Genie is both feature rich and a very user friendly application. Key features include: Contract creation, reusable templates, document creation and collaboration, single or multiple esignatures on document, online web link distribution for esignatures, embedded online forms for website integration, application programming interfaces to get documents electronically signed from your website or application, bulk signatures and more. If you need custom solutions, our team can work with you to fulfill your requirements. For more information on esign Genie software, please contact us at info@esigngenie.com or visit

2 Quick Start Guide The #1 easiest and most affordable esignature solution. You can obtain esignatures online from multiple signers using esign Genie. You can use online link, embedded signing or integrate with the website using the APIs. This guide s first section outlines all the electronic signature use cases enabled by esign Genie and the steps required to achieve core use cases. Additional use cases are outlined in the premium features user guide. Important note before getting started: esign Genie offers PDF and online editor capabilities. We recommend using PDF document upload (95% of our users use this) unless you require multiple version of document tracking during esignature process in which case you will need the online editor. Functionality and User Process Mapping The below table shows the steps required for the associated functionality: Functionality Required Steps Account Management (Optional but recommended for productivity) My Profile: Update your password, notification preference. Account Settings: Default date format and control user signature behavior Account Users: Add users if more than one user in the company Address Book: Add if you want to send documents to the predefined set of users in the address book. Notification Template: Create your default template for your customers/signers. Reusable Templates Save templates to expedite sending of commonly used documents/contracts. Signers can add attachment during filling out and signing. Create Reusable Templates: Create templates with placeholder fields/tags to be filled out and signatures assigned to parties Send One or More Templates for Esignature: Templates are automatically converted into documents during this process. Assign names of parties that need to esign and also assign them privileges such as Fill Fields and Sign, Sign and View only etc. Resend Notification(s) if Required: If document is not signed in a timely manner, you can remind the signers. Esign Documents Online: Fill and sign documents Signed Documents Storage: Create labels and assign documents to labels with esign Genie or transfer your signed documents/contracts to the cloud such as Dropbox and Google Drive (Optional) esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 2 of 28

3 Document Esignatures Flow If document/contract is completely unique each time. Upload/Create Document: Create documents with fields and signatures assigned to specific users. Create new users if not added to address book. Send for Esignatures Resend Notification(s) if required: If document is not signed in a timely manner, you can remind the signers. Recipients Esign Documents Online: Fill and sign documents Signed Documents Storage: Create labels and assign documents to labels with esign Genie or transfer your signed documents/contracts to the cloud such as Dropbox and Google Drive (Optional) Once you establish which steps you need to do in order to enable the functionality for your company, you can navigate to the specific section in this document to understand the process. Settings Account settings are an optional setup for all accounts. Account settings enable you to personalize esign Genie field value such as the default date format, apply your company logo/branding (only Business Premium and Enterprise Plan subscribers), create notification templates and manage your billing information. Important Hint Company Name and date format are important as these settings will be used in all the comunictions and reusable templates/documents. Field Account Settings Navigation: Settings> Account Settings Person who creates account by default becomes a Super Administrator and account owner. Description Account/Organization Name: Name of the company or individual. Used on sent to your signer. Address: Informational purposes Time Zone: Informational Purpose Date Format: This date format defaults while you create the document or reusable template. You can select the date format for your document differently if you are using them for different countries or regions. Document Access Preference: Default is No. If you want to make the document more secure, changing this option to Yes will ensure that your signer creates a login if he/she has not done so already (recipient/signer does not need to sign up or pay for esign Genie) before getting access to the document. This feature is for companies requiring an extra security measure for their documents. Attach Certificate to Document PDF: Select the option based on whether you want a separate certificate or you want to attach the esignature certificate to the end of the document. Company Logo: Company logo upload is displayed only for Business Premium account customers. Logo can be your uploaded branding. Your esign Genie account pages will display your logo. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 3 of 28

4 Account Users Navigation: Settings > Account Users Person who creates account by default becomes a Super Administrator. Super-admin can see all the documents for any account user and create users, assign roles and manager hierarchy. All s will have your logo displayed in place of esign Genie logo on the s also. Document Pre-Defined Fields: This option on setting page are required if you intend using online editor. For all businesses using PDF based documents, this section is not valid. Define the account users, set password, and assign roles and managers to the users. Super Administrator Role: In addition to all the document, template and esignature functions, the Super admin can setup a reporting hierarchy (assign managers to users) while creating users. Those higher up in the hierarchy can view their subordinate s documents and progress. Super admin can perform any function in the account. Contract Admin Role: Can create, edit documents/reusable template and obtain esignatures. Additionally, the contract admin can setup their own account users and setup notification templates. Contract admin can view their subordinates (contract admin and regular users) documents. Address Book Navigation: Settings > Address Book Create address book to add frequent users you send the contract to. Recipients of the document automatically get added to the address book. Notification Templates Navigation: Settings > Notification Templates Regular users can simply create reusable templates, document and obtain esignatures. Address book contains the frequent users. You can download the Excel template and bulk upload the account users. If you are a Premium or bulk user, the group functionality is available to you. You can create group name and bulk assign/upload address to the group. groups can be setup under: Navigation: Settings > Groups Notification templates language can be updated to suit your requirements. You can also create a new template by clicking on Create New under All Invitation Template. Add template name, description, subject, body. You can use pre-defined fields in the template header and body. Select Mark this template as default to make the new template you create as your default template. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 4 of 28

5 How to Create Reusable Templates by Uploading a PDF All the steps below assume you are logged in with an active account on esigngenie.com. 1. Log in to the application and click on `Template` under Create a New box on the homepage. 2. You can now choose the required PDF file from your computer to create a template. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 5 of 28

6 3. Click on the `Add party` icon to add the total number of parties or recipients that will be involved in reviewing, filling out field values and esigning. You will assign the name to each party later when sending the document for esignature. 4. Drag and drop the fields to be filled out during sending and esignature process. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 6 of 28

7 5. Click on the field to assign properties. 6. Create name, format, mandatory or not, and the responsible party based on the sequence of routing the document for esignature. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 7 of 28

8 7. Similarly drag and drop the esignature and other fields to be filled out and assign properties. You can adjust the length and height of the field by dragging the tip on the bottom right corner of the field tag. 8. Complete the exercise of dragging and dropping the field tags on your template. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 8 of 28

9 9. You can select multiple fields using the CTRL key + clicking on multiple fields. 10. Multiple selected fields can be assigned to one party. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 9 of 28

10 11. You can edit the template name by clicking on the template on the top left corner. 12. Save your template by clicking on Save or Save and Close. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 10 of 28

11 13. One or more saved templates can be sent for esignatures by simply selecting and clicking on the send button from the Template or Home tab. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 11 of 28

12 Create a new Document by uploading PDF 1. After logging into the application, upload the file from your computer when you click on Upload a File under the Create New section and select the PDF file. 2. Once the PDF loads, select the tags from the left side toolbar and drag and drop at the places where you want the sender or recipient to fill out the information. Please note that you can add more PDF documents to this folder using the add tab. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 12 of 28

13 3. Click on the field to select and enter its properties. 4. In the field properties, enter the name and optional description, select format as required and assign to the recipient. You can add the recipient before starting the drag and drop operation or during it. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 13 of 28

14 5. Since there are no recipient parties created so far, we need to add the parties that will be signing this document in the next few slides and even you can add yourself as a party by clicking Add me. 6. You can assign each party access to view only, fill fields only, or fill fields and sign document. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 14 of 28

15 7. Click on Add New to add a new party. If you have sent the document to any party previously, the name will appear in the recipient parties dropdown as you start typing. 8. Enter the party details it will look like the below image. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 15 of 28

16 9. Select the fillable field and select the party responsible for providing the value in the field properties section on the right. 10. Drag and drop the additional fields and signature box to be filled out during the sending and esignature process. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 16 of 28

17 11. You can adjust the length and height of any field by dragging the tip on the bottom right corner of the field tag. 12. Drag and drop other fields similarly and assign them properties. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 17 of 28

18 13. You can select multiple fields holding down the Control key while clicking on multiple fields. 14. Multiple selected fields can be assigned to one party. Similarly add additional fields and assign the party responsible for filling those fields. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 18 of 28

19 15. You can save your template by selecting Save from More Actions dropdown. Alternately, you can send the document for esignatures. 16. You can send using the default template, choose a different template or simply edit the language while sending. You can create as many notification templates as required in the Notification Template section and assign one as default. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 19 of 28

20 Esignature by Recipient 1. Each recipient receives the and link to the document as shown below. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 20 of 28

21 2. Clicking on the View Folder link takes the recipient to the folder detailed instructions page. 3. Each recipient will fill out the highlighted field values in the document. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 21 of 28

22 4. The text box which is highlighted in Red is the mandatory field to be filled by the recipient. 5. The same name fields take on the same value across all documents. For example, if the textbox has the value Name 1 if the recipient fills the name, the Name 1 textboxes throughout the document get auto-filled in the document. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 22 of 28

23 6. The user can choose one of the signature options to esign and also select the esignature font style. 7. If the recipient wants to change the signature, they can click on Change Sign option as shown below. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 23 of 28

24 8. Confirm that the user understands that esigned documents are legally binding. 9. In the comments section, you can post your comments for the other recipients. Comments are delivered via and also remain on the document. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 24 of 28

25 10. You can view the document history anytime or resend the document to other parties if they have not reviewed it yet. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 25 of 28

26 11. All parties can download the esignature certificate or themselves a PDF copy of the signed document by selecting the download option under More Actions drop down menu. Once you click on download PDF, the certificate will look as shown below and you can save on your computer. Signed Documents Storage 1. Once the documents are signed (executed), you can create labels, select the document and assign document to labels/folders within esign Genie. Screenshots below show the process: esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 26 of 28

27 2. Alternately you can transfer your signed documents/contracts to the cloud such as Dropbox and Google Drive (Optional). Open any signed (executed) document and select click on the appropriate icon to upload to Dropbox or Google drive. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 27 of 28

28 This concludes the PDF document creation to esignature process in esign Genie. To learn more about features on esign Genie esignatures, please review instructions after logging in at: Click on Knowledge Base on the home page and review details esign Genie. All rights reserved. Contact Us For more information about esign Genie, visit esigngenie.com or call (408) to speak to an esign Genie representative. esign Genie is made by the team who brought you AccountSight time tracking and invoicing software. Copyright esign Genie. All rights reserved. This document is provided for information purposes only and the contents hereof are subject to change without notice. We specifically disclaim any liability with respect to this document and no contractual obligations are formed either directly or indirectly by this document. This document may not be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without our prior written permission. esign Genie The #1 Easiest and Most Collaborative Esignature Software Page 28 of 28