E-Signature Flow/Groups Overview

E-Signature Flow/Groups Overview   

E-Signature Flow/Groups: Overview
The E-Signature Flow/Groups Management page is where the processing of signatures can be defined. Signatures are broken down into Signatures Groups and their assigned Participants. The Signature Groups manage the structure of the processing of signatures in a top-down sequential order (Group 1 goes, then Group 2, etc.).

Note: The setup for E-Approval Flow/Group applies only to organizations with the Document Authoring add-on module.

Signatures Settings 
The first item to be configured on this screen is the Signatures Settings. Click Signature Settings to modify. 

For Electronic Signatures, there are two settings that must be configured.
 
1. Enable Electronic Signing 
     a. Denotes if electronic signatures are enabled or disabled for this template document package. 
     b. If set to Yes, all document packages generated based off of this template have the electronic signatures section enabled. If set to No, then all document packages generated based off of this template have the electronic signatures section disabled. 

2. Allow Direct to Signing 
     a. Denotes if an Electronic Signature Processes can be started without a completed Approval Process.
     b. If set to Yes, then when a document package is generated from this template, the processing of electronic signatures is automatically opened to the generated documents. If set to No, processing of electronic signatures are not allowed except from a completed approval process for the generated document package. 
     c. This setting helps to ensure that if a specific template needs to go through approvals prior to signatures, then the system will ensure that it follows that route.

Notes:

Modifying these settings only affects document packages generated in the future. Document Packages generated in the past remain how they were.
 
If the Enable Electronic Signing setting is enabled (set to Yes), there must be at least one (1) signature group created and one (1) participant assigned to that group in order for this template document package to be available to be generated. 

Signature Groups Grid 
This grid displays all of the signature groups created for this template (shown in sequential order) along with the participants assigned to each group.

The signature groups’ area is broken down into two grids, the primary group grid and then sub/details participants grid for each group. To view the participants assigned to a group, click the caret next to each group. 
 
The primary grid for signature groups provides the following information and columns: 

• Delete Group: This button will delete/remove the group and all of its participants. 

• Actions: Has five (5) options:

  • Group Details - Modify the group fields.

  • Group Rules - Create rules for the group that will apply when the approval process is started after merging the template.

  • Copy Group - This will copy the approval group with participants and settings.

  • Add Participant - This will add a participant to the E-Signature Flow/Groups grid.

  • Delete - This will delete the group from the grid.

• Name: Displays the Name of this Signature Group

• Rules: Shows a red X if there are no rules & conditions for the group or a green check mark if there are

• Sequence: Displays the Sequence Number of the group

• Auto Complete: This field is currently not used within Document Authoring

The sub/details grid for each signature groups participants provides the following information and columns:

• Actions: Has two (2) options:

  • Rules - Set the rules for participant when merged onto a template.

  • Delete Participant - Delete / Remove the participant from the signature group.

• Participant: The display name of the participant selected 

• Rules: The rules associated with the participant when starting the signature process.

• Title: The title of the participant.

• Reason: Details/information on why the participant is associated with the signature group (if any)

• From: Denotes where the participant is from. Participants can be from:

  • Internal Employees

  • External Customer Contacts

  • Employee Roles & Groups

• Is Locked: Denotes if the participant can be removed on a generated document package from the template