Esignatures - Documents

Document templates can be emailed to your Stakeholders to be electronically signed within InTouch.

There are 2 ways Esignatures can be generated from a workflow:

  • From a task set within your matter template
  • From a manual task added to the matter

Matter Template Task

Adding Esignature tasks to your matter templates means every matter will include the task by default.

This is a great way to ensure no important milestones are missed in the matters journey.

It also means you can create a bespoke email template to be used for the Esignature request.

To add an Esignature task to a matter template:

  1. Navigate to Settings > Matters
  2. Choose the relevant Matter Template
  3. Navigate to the Tasks tab
  4. Add a new milestone task
  5. Select Esignature from the left hand menu
    1. Provide a name for the task
    2. Select the email template which should be used to send the document with
      1. The email template requires the data marker {{signature.request.url}} to be linked to allow for the document to be signed
        Emails generated from an Esignature task will automatically use the subject line "Request to sign [document name]".
    3. Choose whether to require two step authentication
      1. To use this, stakeholders will need to have their mobile number provided on their contact card, as it's used to verify they are the intended recipient
    For further information on configuring your matter template tasks, please see our Tasks documentation.

Manual Task

An Esignature task can be added to an individual matter at any point of its journey, even if it's not pre-defined on your matter template.

This is great if you have a one off document to be signed on a matter.

To add an Esignature task to a matter:

  1. Navigate to the tasks tab of the matter
  2. Select '+ Add'
  3. Choose to add a 'Document Esignature Request'
  4. Provide a name for the task
  5. Choose where in the workflow you'd like for the task to be added
  6. Add Task

A Esignature task will be added to the defined place within the workflow.

When generated, a default email template will be used which can be edited as needed.

The template used in this scenario can be edited within your Email Templates > 'Default Esignature Request'.

Requesting a Signature

To request a signature on a matter:

For further guidance on requesting a document Esignature, watch our short training video.
  1. Navigate to the Esignature task on the matter
  2. Select 'Create Signature Request'
  3. Choose which document template you'd like to be signed
    The document will need to be already saved to the matter.
    To remind your team which document needs signing, add a child task which generates the relevant document template.
    Choose where you would like the signature to be added in the document by using Signature Position Markers.
  4. Choose which stakeholders you would like to send the signature request to
    If more than one stakeholder is selected, email templates will be generated for each of them.
  5. Review the email content
  6. Send
Esignature requests must be sent directly from the workflow, they cannot be saved as a draft and sent at a later date.

Once the email's been sent:

  • An audit trail is created on the matter showing the status of the signature request.
  • Once signed, it will show the name of who signed it, their location, the date and time.
  • A copy of the signed document is saved within the Folder tab and sent to to the signee.
  • A copy of the audit trail is saved within the Folder tab as a PDF.
  • If a signature hasn't been returned, prompt your stakeholders by selecting 'Resend Email' or 'Cancel the Signature Request' if required.

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