OnBoard eSignatures allow administrators to collect electronic signatures on documents directly within OnBoard. An eSignature “Action” lets you upload a document, assign signers, place signature fields, and track progress until all signatures are complete.

Once all signatures are collected, administrators can export a finalized version of the document that includes all signatures and timestamps.

Create an eSignature Action

How Do You Create a New eSignature?

To create a new eSignature action, follow these steps:

1. Navigate to Actions from the left navigation menu.
2. Click Create New in the top-right corner.

3. Select eSignatures.
4. Click Create eSignature.

This creates a new draft eSignature that you can configure.

Configure eSignature Details

How Do You Edit eSignature Details Like Name, Dates, and Description?

To edit the details of your eSignature:

1. Enter a Name (e.g., “Board Resolution Signatures”).
2. (Optional) Set:
   • Open Date – Automatically sets the eSignature to Open.
   • Closed Date – Automatically sets the eSignature to Closed.
   • Leave blank if you prefer manual control.
3. Add a Description with instructions for signers.

How Do You Configure Open and Close Notifications?

To manage notifications:

1. Click Set Open & Close Notifications.
2. Select whether users are notified when:
   • The eSignature opens (On eSignature Open)
   • The eSignature closes (On eSignature Close)

How Do You Upload a Document for Signing?

To attach a document:

1. Drag and drop a file into the upload area or click Add Document.

2. If selecting Add Document, choose:
   • My Computer or
   • OnBoard Resources (Resource Library)
3. Select your file and click OK.

Supported file types:

• PDF (Portable Document Format)
• Microsoft Word
• Excel
• PowerPoint

Configure Additional eSignature Settings

What Additional Settings Can you Enable?

You can enable or disable these options:

• Allow signing with saved signatures
  • Lets users sign with their saved signature from their profile.
• Allow downloading of signed document
  • Allows signers to download the final document once closed.
• Add timestamps below signature
  • Adds date and time using ISO 8601 format.

Click Save Changes after configuring settings.

Assign Signers and Permissions

How Do You Add Users as Signers?

To assign signers:

1. In the Permissions panel, click Manage.

2. Click the + icon next to a user or group.
3. Select Signer permission.

Permission Types

Understanding how permissions work in Onboard is critical to allowing you and your organization to access and edit your eSignatures. Below is the list of different permissions types for the eSignature Action.

Permission Behavior to Remember

• You can assign users individually or by group.
• Individual permissions override group permissions.
• Signers receive an email notification when the eSignature opens.

Place Signature and Initial Blocks

How Do You Place Signature Fields in the Document?

To assign signature blocks:

1. Click Assign Signers.

2. Next to a signer's name in the left panel, click:
   • Add Signature or
   • Add Initials
3. Drag and place the block that appears anywhere on the document.
   • Resize blocks if desired

Open an eSignature

How Do You Open an eSignature for Signing?

You can open an eSignature in three ways:

1. Automatic:
   • If a Start Date is set, it opens automatically.
2. Manual:
   • Change the Status dropdown in the top right of the eSignature details page to Open.

3. Open eSignature from the Assign Signers page
   • After placing signature and initials blocks, select the Open eSignature button in the top right
   • Select Open from the resulting pop-up window

Sign as an Administrator

How Can an Administrator Sign the Document?

If you are both an Admin and a Signer:

1. Click Sign Document.
2. Apply your signature in the assigned location.

Send Signature Reminders

How Do You Remind Users to Sign?

While the eSignature is in the Open Status, the Administrator can send individual reminders, or reminders to all the Signers. 

To send reminders to individuals:

1. Select View Progress.
2. Select Remind next to individual signers.

To send reminders to all Signers:

1. Select View Progress.
2. Select Remind next to eSignature Signers.

1. OR, In the eSignature Status panel, click Send Reminder.

When the Remind Signers pop-up appears, choose between:

• Send to all participants
• Send to those who have not yet signed
• Then add an optional custom message and select Send Reminder.

Close an eSignature

How Do You Close an eSignature?

An eSignature can be closed in two ways:

• Automatic:
  • Closes at the Close Date.
• Manual:
  • Change the Status to Closed.

Download the Final Signed Document

How Do You Download the Completed Document?

After closing:

1. Click Download Document.

The downloaded file includes:

• All signatures
• Timestamps (if enabled)

Duplicate or Delete an eSignature

How Do You Duplicate or Delete an eSignature Action?

From the eSignature list:

1. Click the three-dot (ellipsis) menu.
2. Select:
   • Duplicate to copy the eSignature
   • Delete to remove

This is useful for recurring documents.

Plan Information

eSignatures are included in OnBoard's Premium Plan, Ultimate Plan or available as an add-on. To add eSignatures for your organization contact your Account Manager today. 

FAQs

Can I upload more than one document to an eSignature?

• No. Each eSignature action allows only one document.

Can I add signers after opening the eSignature?

• No. Once the eSignature is Open, you cannot add new signers, but you can remove existing ones.

Do administrators receive open/close notifications?

• No. Administrators do not receive open or close notifications.

Can signers download the document after signing?

• Yes, but only if:
  • The Allow downloading of signed document option is enabled
  • The eSignature is Closed

What happens if I don’t set start or end dates?

• If no dates are set:
  • You must manually open and close the eSignature.

Are timestamps included in signatures?

• Yes, if the Add timestamps below signature option is enabled. These follow ISO 8601 format.

Can I reuse an eSignature setup?

• Yes. Use the Copy feature to duplicate an existing eSignature action.

Where can I learn more about permissions?

• See the OnBoard Help Center for the Master OnBoard Permissions List:
  https://help.passageways.com/hc/en-us 

• OnBoard eSignatures.pdf1 MB