Generating and Sending Documents for Signature

This article describes the process of electronically generating and sending documents for signature. It is divided into the following sections:

• Overview
• Prerequisites
• How to Access
• How it Works
  • Generating and Saving a Document
  • Sending Documents via Clixsign
  • View, Download, or Void Clixsign Documents
  • Signing an Electronic Document

Overview

Generating and sending a document template (contract agreement) for electronic signature. The following are the steps to do this.

**Note: For assistance with configuring Clixsign settings, view our Clixsign Settings Article.

Prerequisites

You must have the following:

• User permissions to access the Contacts module and Contact Documents.
• An active Clixsign integration.
• Have a saved enrollment plan in a contact's file.

How to Access

1. Log in to the FORTH CRM and click the Contacts tab. 
2. Select the contact, and click the Docs nested tab found in the Client's Dashboard.

How it Works

Generating and Saving a Document

From the Client Dashboard, click Generate Documents (see image above). This will take you to the Document Generation page (which defaults to a "Send Document via Clixsign" action page). Click Generate and Save Document to generate and save your document.

On this page, determine the document type by clicking the radio button next to either "Template" or Package." NOTE: If you click the "Package" radio button, the dropdown menu will automatically change to "Select Package."

From the dropdown menu, select the template or package you wish to generate. To preview your selection, click the "Preview" link at the bottom right of the page.

Once you have made your selection and are finished, click Generate & Save at the far bottom right of the page.

If the template chosen is viable, the page will refresh and a notice like the one shown below will appear at the bottom of your page:

If you look at the table at the bottom of the page, the document you just generated will be listed as shown in the example highlighted in red below.

Sending Documents via Clixsign

To send your document for signature using Clixsign, click Send Document via Clixsign at the top of the page. The page should appear similar to the image shown below.

In the "Document Configuration" section, select whether you are sending a particular document template or a package of documents by selecting the appropriate radio buttons. In the dropdown menu in that section, choose a template or package. You also have the option to set an "Document Expiration Date".

NOTE: If you click the "Package" radio button, the dropdown menu will automatically change to "Select Package."

Scroll down to the Signers & Delivery Method section. You will see a minimum of one (1) signer shown (see highlight in red below), with a maximum of nine available signers based on the template/package you choose to send for approval. For each signer listed, ensure that you activate that signer by checking that the toggle button for that signer is in the "on" position (see image below).

Also, confirm that the signer type (Contact, Co-Applicant, Assigned User, Me, User, Other, Sponsor, Secondary Roles, Secondary Companies), name, email, and phone listed are accurate via the Signer Type dropdown menu: 

Once you select the signer, the system automatically fills in their name and email address.

Both the PDF and HTML template builders have a Signer Labels section. You can now pre-assign signature fields to specific roles so documents follow the correct signing order every time. Once you map a role (such as “Co-Signer,” “Attorney,” or “Agent”), the system handles the rest.

Just under the signer information, are two checkboxes allowing you to send this approval request via Email, via SMS, or both Email and SMS (see bottom of the image shown below).

NOTE: The "Send via SMS" should be greyed out and unselectable if the phone number subscription status is ‘Unsubscribed’. Upon mouse hover over the button display the text: “Signer must text “Start” to {clixsign_number} in order to resubscribe to SMS notifications”.  This checkbox will also be greyed out and unselectable if the "Mobile Number" is blank. In this case, the following text will appear on mouse hover over : “A mobile number on the contact record is required to send Clixsign requests via SMS”.

You can protect the order of signers you have listed by clicking Enforce Signing Order near the top of this section, just above the list of signers.

If you select sending via Email, please select the email template you wish to use by selecting from the "Email Template" dropdown menu shown below.

Once you select a template, confirm that the subject line and message are correct for your needs. The "Send for Signature" button is no longer grayed out. Click that button to continue.

The page will revert to the Generated Docs subtab, as shown below, with a confirmation message at the bottom.

By clicking the Clixsign Docs subtab, your newly submitted document will be listed at the top of the table (see example below).

View, Download, or Void Clixsign Documents

From the Client Dashboard, click the Docs tab and then click the Clixsign Docs tab (see item #1 below).

Clicking the ellipses (three dots) to the right of an entry (see item #2 in the image above) provides you with two options Viewing Details or Download. Selecting the "Details" option provides a details page of the recently submitted document (see image below). Some information shown includes the Document name, Document ID, Sender's IP Address, the number of Total Signers, and the Document status.

NOTE: If the document status is listed as "Complete," you can only view or download it (See the "Document Actions" section in the image below).

This details page also allows you to void this document completely under the "Document Actions" section, or you may resend the signature request notification by clicking Resend Notification at the bottom of the page.

If the "Void Document" button is not grayed out, click it to void the Clixsign document. Click OK that appears next to confirm the action. 

When a Clixsign document is voided, the user name, document title, and document ID are displayed in the Contact history log.

If desired, click the down-arrow icon next to the signer's name under Signer Activity to view more details about the document and its recipients (see the example below).

If you select the "SMS" checkbox, the SMS section will change, as seen in the image below.

Once you select a phone number from the "Phone Number" dropdown menu, the "SMS Template" dropdown menu becomes active, and you may then select an SMS template (see red highlighted area below). 

Once you select a template, confirm that the subject line and message are correct for your needs. The "Send for Signature" button is no longer grayed out. Click that button to continue.

The page will revert to the "Docs" subtab, with the newly updated document listed in the table.

Generated Documents

All previously generated documents are listed in the Client Dashboard > Docs subtab > Generated Docs tab.

Clixsign Documents

Any documents sent for electronic signature are listed in the Client Dashboard > Docs tab > Clixsign Docs tab.

The system now automatically updates the date shown on each document card (see the "PDF Secondary Assignment Test" box in the image below as an example) based on the current stage of the signing process.

1. Pending and Sent Documents: If a document has been sent but not yet signed, the card displays the Sent At date.
2. Completed Documents: Once a client signs the document, the card automatically updates to display the Signed At date.
3. Automated Hiding: The system no longer displays the "Created Date" of the original master template in this view, ensuring you only see dates relevant to that specific client's transaction.

Status: This column displays the current status of the Clixsign request.

• Sent: The Clixsign request has been sent.
• Pending: The Clixsign request has been opened and is pending signature(s).
• Voided: The Clixsign request has been voided and will not continue.
• Completed: The Clixsign request has been signed and completed.

# Signers: This column displays the number of signers (applicants) required to sign for the e-signature request to be completed.

Signing an Electronic Document

Outlined below are the steps that a consumer must take to complete a Clixsign request. After completing these steps, the document "Status" will be listed as Completed.

1. Click the emailed link that says "Click Here to Review Documents". This will begin the signing process.

2. The system will first pop open an "Adoption & Terms" window. The Signer must agree to the terms and verify their name and initials, then press "Continue."

3. Now the Signer may scroll through the document manually or check the box for "auto scrolling" and then click "Go to Next Signature Spot". This Signer must now click each signature location until none remain.

4. Once each signature spot is signed, the "You're Almost Done..." window will open, and the Signer must either click Complete Signing or Decline Signing"

5. Once the Signer presses "Complete Signing," the system generates the document. **THE SIGNER MUST WAIT FOR THE DOCUMENT TO FINISH GENERATING**.

6. Once finished generating, the system will pop open the "Thank You, your document is ready to download" window, and the electronic signature is now Completed.

• **If the Signer has a Co-Signer, (dictated by a valid email address in the Co-Applicant Email system field) the document will not be completed yet. Instead, once step 6 is completed by the Signer, the request would then automatically be sent to the Co-Signer, and steps 1-6 would repeat. The request will not be completed until the Co-Signer completes step 6.

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