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 the Actions menu from the navigation tree, then click eSignatures at the top of the page. From here, click Add in the upper right. This will generate a new eSignature action to be edited.
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 the adhere their signatures to this document.
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 “Edit Permissions” located in the middle of the eSignature setup screen. Click and Drag groups or individual Members from the right column into the left column. Signers will receive an email notification that the eSignature is ready for them once it has been marked as Opened. You can find a description of each permission in the Master OnBoard Permissions List section of this guide.
After the eSignature has been placed in the Open status, you will be able to remove signers from the eSignature, but you cannot add more.
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.
“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.
Attaching a Document to be Signed
We now 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. Click Add New, then select either My Computer or Resources. Browse out to the document you wish to insert, and click OK. Once the document has been attached, it can be renamed by clicking the Rename button, or deletedby clicking the Delete button. Only one document can be uploaded into an eSignature.
Setting Signature/Initial Blocks
After a document has been added, a new button will appear. Click Edit Signature Blocks to begin placing the locations where our users will apply their signature. 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 Finish and Open to begin capturing signatures.
Setting Signed Document Export Location
We have the option to choose a Resource Library location for our completed eSignature action to be exported to. This can only be configured before the eSignature reaches the Closed status. Click the Select Folder Path link, and then choose a Resource Folder (or sub folder) from the list. Now, when the eSignature action is switched to the Closed status, your signed document will automatically be exported to this location!
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.
Signing an eSignature as an Administrator
If you have been made both the Admin and Signer of the eSignature, you’ll find a quick way to switch between the two different perspectives in the upper right corner of the screen. Click Switch to Signer to transition to the Signer’s view, and click Switch to Admin to return to the administration controls.
Sending Signature Reminders
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, click the View Signature Blocks button. From here, each signer who has not yet signed the document will be indicated on the left. Click Send Reminder to trigger an alert to that user, reminding them of their needed action.
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.
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. The timestamp represented here is in the format chosen by the Administrator on the Organization Information settings screen.
Delete/Copy an eSignature
From the eSignatures list in the Actions Menu, Administrators can choose to either 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.