For documents such as board responsibility statements, code of conduct and ethics statements, and conflict of interest policies, you may need to have each member sign their own document that can be kept on file.
To accomplish this with the eSignature tool located in the Actions menu, you will need to create one eSignature action for each individual.
As a time saver, you can create a template and then duplicate it as many times as you have members.
When creating a template, follow these tips:
- Include the member's name in the title to help with searching and managing multiple eSignatures. As we're creating a template, your title might be something like: "[Template] 2023 Board Statement of Understanding - Name".
- Leave the Open Date and Close Date fields empty.
- Add an eSignature Description that includes elements such as the due date and who to contact with any questions. Think of this as the body of your email.
- Before you upload the document to be signed, you'll want to preview it. You will likely be able to make some minor adjustments to simplify the signature area. OnBoard will automatically include the printed name of the signer on the completed document when they apply their signature. Unless you disable the timestamp checkbox when creating the eSignature template, it will also automatically be added so you no longer need a separate line for the date on your document.
- Take advantage of the option to select a destination for your signed documents to be saved automatically to in your resources. You may already have a policies folder in Resources but you may wish to create a subfolder. Navigate to Resources to create a new folder or subfolder and don't forget to set or check your permissions on the parent folder.
- You most likely won't be managing the permissions on your template and you won't need to place any signature block.
Once your template is saved, return to the main Action List.
If this is the first time you are using eSignatures, we strongly encourage you to perform a test. Use the 3 dots on your template and duplicate it. Manage the permissions and click on your "Admin" permission to set it to "Admin & Signer". Move down to the "Assign Signers" button and once you're viewing your document, proceed to scroll to the location where the signature is needed. Use the "Add Signature" button and drag the box to place it above the signature line, resizing the box as necessary. Finally, open the eSignature and test out the notification with a custom message before you then experience signing the document. Made adjustments to your template as needed and delete any test eSignature actions once your template is perfected.
You are now ready to make duplicates of your template that will be opened for members to sign!
Once you make a copy, you'll need to set that specific eSignature action for the desired member.
- Update the title to remove "template" and change the name placeholder to be the actual name of the member.
- If you want OnBoard to automatically open the action at a future date and time, you can apply an Open Date. Otherwise, leave it blank and we recommend you do not set a Close Date. Once an action is opened, it cannot be set back to draft and once it is closed, it cannot be re-opened.
- Save Changes and proceed down to permission the signer using the "Manage" button.
- Select the "+" for the member who you titled this action for. They are now designated as a signer and you can Save Changes.
- Finally, use the "Assign signers" step to apply the signature block in the right location on the document.
- If you set an Open Date, you'll need to click "Back" and let OnBoard open the action at the time you indicated. If you are ready to deliver this to the member, you're now ready to use the "Open Signature" button and notify the signer.
The admin of the action will not be copied on the email notification to the member. When the signer completes the action, an email is sent to the admin so that the action can be updated from its open state to be closed. This is when the admin will see the signature and be able to download the final executed document.
Reach out if you have a slightly different use case that you would like us to create an article about.