Creating and Managing eSignatures

Matt Holmes
Matt Holmes
  • Updated

With OnBoard, you can create an eSignature “Action”, allowing you to capture the signature of any of your OnBoard users. Administrators will upload any official document that needs to be signed, set the users who need to sign it, and manually place the signature blocks anywhere they like on the document. These can then be distributed to your directors or committee members through OnBoard to be electronically signed. Once all signatures are collected, the Admin can export a new copy of the document with everyone’s freshly penned signatures.

Creating a New eSignature

To create a new eSignature, navigate to Actions from the left navigation menu then click on "Create New" at the top right of the screen.

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From here you'll select eSignatures and click on Create eSignature.

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This will generate a new eSignature action to be edited.

 

 

Editing eSignature Details (Dates, Descriptions, Document, and more)

The next step is to fill in the details of your eSignature. Type in a name for this action, such as “Signature for Meeting Minute Approval” or “Board Resolution Signatures”. You can optionally set a start date and an end date for your eSignature. This will be the day that the Action is automatically moved to the Open and Closed status respectively. If you prefer to manually “Open” or “Close” the eSignature, these two fields can be left blank. Type in a description for your eSignature. This can be any information or special instruction for the signers before they add their signatures to this document.

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Clicking on the "Set Open & Close Notifications" dropdown just below the Open Date will allow you to choose whether your users are notified when the eSignature is set to Open or Closed.

 

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We need to attach the document that will be signed by the users in OnBoard. We are able to upload any PDF, Microsoft Word, Excel, or PowerPoint document from our computers, or we can select a document that has already been placed in the Resource Library in OnBoard. You can drag a pdf, doc, excel or powerpoint document into the "Drop file here" area, or click "Add Document" to select a document.

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Once you click on Add Document, you can select either My Computer or Resources. Browse out to the document you wish to insert, and click OK.  

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Once the document has been attached, it can be renamed by clicking the Rename button, or deleted by clicking the Delete button. Only one document can be uploaded into an eSignature. 

 

Additional eSignature Settings

The next step will be to determine two additional configuration options for this eSignature. The two checkboxes indicated in the screenshot below can be enabled or disabled to fit the situation.

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“Allow signing with saved signatures” – Enabling this option will allow signers to apply the signature they have saved in their OnBoard profile. If you would like to require a fresh signature in this eSignature action, be sure to uncheck this option.

“Allow downloading of signed document” – After the eSignature has been marked as “Closed”, Administrators can download a copy of the signed document for their records. This is the case regardless of the status of this checkbox. However, if this option is enabled, anyone who has been marked as a Signer will be able to download a copy as well.

 

When all eSignature Details are configured, don't forget to click SAVE to apply your changes. 

 

Setting eSignature Permissions (Adding Signers)

After the details of the eSignature have been created, the next step will be to add the users who will have permission to sign this document. Adding users can be done by "group" or individual. Like with the other permissions in OnBoard, the individual user permission will override the group permission.  Click “Manage” located in the Permissions panel.

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Click the + icon next to any group or user to add them as a signer, then click the Signer permission in blue to further customize the permission. Signers will receive an email notification that the eSignature is ready for them once it has been marked as Opened. 

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You can find a description of each permission in the Master OnBoard Permissions List section of this guide. 

Important Note: After the eSignature has been placed in the Open state, you will be able to remove signers from the eSignature, but you CANNOT add more.

 

Setting Signature/Initial Blocks

In the last panel on the page, click "Assign Signers" to begin placing the locations where our users will apply their signature.

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A signature block for each Signer must be placed into this document before it can be set to the Open Status. On the left side of the screen, we’ll see all users who have been set as Signers. Click Add Signature, Add Initials, or both, to add that type of block to the document. The signature block can be moved around the page and placed exactly where you need to have that user sign. Once all signatures or initial blocks have been placed, you can either return to the eSignature Details screen, or click Open eSignature to begin capturing signatures.

 

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Opening an eSignature

At this point, we are ready to open our eSignature. This can be done one of two ways:

If we’ve set a Start Date for our eSignature Action, we can simply wait until that time occurs, and our eSignature will automatically open itself and alert the signers of this new item that requires their attention.

However, if you prefer to leave the Start Date field empty and set this eSignature to the Open Status manually, simply change the Status dropdown menu to Open. Doing so will also alert those with the Signer permission, and begin capturing signatures.

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Signing an eSignature as an Administrator

If you have been made both the Admin and Signer of the eSignature, Find and click the Sign Document button near where the Signing Blocks were configured.

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Sending Signature Reminders

The panel shown below can be used to monitor the progress of your signatures. While the eSignature is in the Open Status, the Administrator can send reminders to the Signers who have yet to apply their signature to the document. To do so, you'll just need to click on "Send Reminder" on the eSignature Status panel at the top on the screen.

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From here, you can choose to "Send to all participants" or "Send to those who have not yet signed" and include a custom message.

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You can also click on "View Progress" and remind users from here as well.
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Here you can click on Remind near the top center of the screen to get the same Reminder options.

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Closing an eSignature

When all of the signatures have been applied to the document, the eSignature can be placed in the Closed status. If the End Date has been configured, the eSignature will automatically close itself when that date and time occurs. However, just like how the eSignature can be opened manually, it can also be closed manually by setting the Status dropdown menu to Close. If you have chosen to export your eSignature to a Resource Folder location, the document will be created when the eSignature enters the Closed status.

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Downloading Finalized eSignature

Administrators can receive a copy of the signed document by clicking the Download button after the eSignature has been marked as Closed. This exported document will include the actual signature from all signers, as well as a timestamp next to each.  

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Delete/Copy an eSignature

From the eSignatures list in the Actions list an Administrator can click the 3 vertical dot button next to an eSignature and can Copy or Delete an eSignature. This can be incredibly useful for documents and signatures that need to be repeated periodically. Just click the vertical ellipsis context menu next to any eSignature Action and select Copy to duplicate it, or Delete to remove it from your instance of OnBoard.

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Signing an eSignature as a Signer (Member)

The attached PDF provides instructions you can share with members to help them create a store signature and complete an eSignature request.

 

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