BoardBookit esignatures Usage Guide

Transcription

1 BoardBookit esignatures Usage Guide What is esignatures? BoardBookit s esignatures functionality allows companies to gather signatures from directors on a variety of documents. esignatures was designed for Unanimous Written Consent so that boards can vote on important issues between in-person meetings. esignatures can also be used when individuals are required to sign annual forms or other types of documents.

2 Creating an esignature The process in creating a new esignature is to provide a name for your Approval, add the document(s) to be signed, choose who will be signing, place the signature locations on your documents and publishing. By clicking on the esignatures tab in the left hand navigation, Admins can access the main esignatures page. From this page, Expired, Open, and Completed esignatures are visible. To create a new one, click New esignature. Name and Description The first step is to provide a name for the esignature. A field to enter an optional description is also available. This is a good place to provide directors an overview of what they are being asked to sign. Click Save and Continue. BBI Rev

3 Adding the Components On this screen, Admins can create a deadline for the esignatures, upload supplemental materials necessary for directors to understand the approval, upload the actual document to be signed, and can choose the signers to be added to the approval. esignature Status The top of this page will always show the status of the esignature - Draft, Published, Expired, Completed. BBI Rev

4 Deadline If a deadline is set, the approval will expire on that date even if all users have not signed. At that point, the approval can no longer be signed until the deadline is changed. Only use the deadline option if there is a legal reason that would prohibit the signing of the approval after a specific date. Documents To Be Signed You add the documents you need to have signed in this area by either hitting the Choose Files button or dragging and dropping files into this space from your desktop. If you have multiple documents that require e-signatures, you can add them all at once. *BoardBookit esignatures support Adobe PDF and Microsoft Office (.doc,.xls,.ppt) documents. For Review These documents will not have e-signatures, but may be important for directors to fully understand the approval. Similar to adding documents that need e-signatures, you can hit Choose Files or drag and drop documents into this area to upload into BoardBookit. Signers In this section, you will choose which signers to add to your approval. Click Add Signers and a pop up box will appear. To choose individual signers, begin typing a name in the box on the left. Choosing a group in the box on the right will allow you to choose an entire group or specific members of a group. Once you ve selected your signers and saved. Click the Prepare to Publish button. BBI Rev

5 Adding esignatures From this screen, choose your signer, click Add Signature, and drag to the correct position on the document. Once the signers name is in the correct position, you have many editing options for your e-signatures. If you click on the gear icon and select type, you can choose from multiple e-signature types (click to sign, click to initial, capture signature). By clicking on Add Field, additional types of fields can be added including text, date, checkboxes, radio buttons, and more. You can also resize the signature area if you feel you need a larger space to capture an e-signature by clicking and dragging from the sides of the signature box. When all e-signatures have been added, click Publish at the top of the page. Your approval is now published and the signers have been notified by that their e-signature is requested. BBI Rev

6 esignature Progress The BoardBookit administrator that created the approval will be notified every time an e- signature has been added, and when the entire approval has been signed by everyone and marked as Completed. Completed Approvals Once the documents have been signed by all designated signers, the esignature is marked as complete, and moved under the Completed Approvals section. The completed esignature is now available to download and remains available for all signers to review from their member apps as well. What Platforms Support esignatures esignatures works on all BoardBookit supported devices across all of our platforms, BoardBookit for Web, ipad, iphone and Android. BBI Rev