| Doc. Number | Article Title | Effective Date | Version |
| FHC-XX | Generating and Sending Documents for Signature | July 22, 2024 | 2.1 |
This article was developed to describe the process of electronically generating and sending documents for signature. It is divided into the following sections:
- Overview
- Generating and Saving a Document
- Sending Documents via Clixsign
- View, Download or Void Clixsign Documents
- Signing an Electronic Document
Overview
By now, you will have collected data and saved an enrollment plan in a contact file. You should then be ready to generate and send a document template (contract agreement) for electronic signature. The following are steps to generate and send a document template for electronic signature.
**Note: For assistance with configuring Clixsign settings, view our Clixsign Settings Article.
Generating and Saving a Document
1. Log in to the CRM and click the Contacts tab. Select the contact, and click the "Docs" Nested Tab found in the Client's Dashboard. From there, click Generate Documents.
This will take you to the Document Generation page (which defaults to a "Send Document via Clixsign" action page. Click the "Generate and Save Document" button 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 the "Generate & Save" button 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 the "Send Document via Clixsign" button 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 within that section, choose your template or package. NOTE: If you click the "Package" radio button, the dropdown menu will automatically change to "Select Package."
Scroll down to the "Assign Document Signers" 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, name, email, and phone listed are accurate. You can protect the order of signers you have listed by clicking the "Enforce Signing Order" button near the top of this section (above the list of signers).
The "Signer Type" dropdown menu contains the following options:
Scroll down to the Delivery & Expiration Settings section. You may send this approval request via Email or both Email and SMS in this section.If you wish to only send via email, 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. You will notice that the "Send for Signature" button is no longer grayed out. Click that button to continue.
The page will revert to the "Docs" subtab, as shown below, with a confirmation message at the bottom.
By clicking on 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.
Clicking the ellipses (three dots) to the right of an entry provides you two options. Selecting the first open provides a details page of the recently submitted document (see image below). Some of the 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 on the "Resend Notification" button at the bottom of the page.
If the button titled "Void Document" is not grayed out, click it to void the Clixsign document. Click the OK button that appears next to confirm the action.
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 the appropriate SMS template, which include but are not limited to:
Once you select a template, confirm that the subject line and message are correct for your needs. You will notice that 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 shown in the image below.
Generated Documents
All previously generated documents can be found in the Client Dashboard > Docs subtab > Generated Docs tab.
Clixsign Documents
Any documents sent for electronic signature can be found in the Client Dashboard > Docs tab > Clixsign Docs tab
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. Open 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.
Article Version History:
| Version | Effective Date | Description |
| Basic | 12/26/2016 | Initial Release |
| 0.1 | 06/01/2022 | Minor Editorial Updates |
| 0.2 | 02/27/2023 | Added header and version control footer; |
| 1.0 | 09/14/2023 | Updated four screenshots and updated accompanying text to reflect the updated screenshots; |
| 2.0 | 06/21/2024 | Updated the first three sections of this article to reflect recent updates to the Clixsign Electronic Signature feature, including new screenshots and language. |
| 2.1 | 07/22/2024 | Added a screenshot to reflect the existing language and performed minor grammatical updates. |