Sending and Managing Signature Requests

Egnyte Sign makes it easy to send a set of documents for electronic signature and automatically save back the signed document to your Egnyte account.  Follow the steps in this guide to send and manage signature requests.

Sending Signature Requests

Users with permission to send signature requests can send a request by following these steps:

1. Select the file or right-click on any supported file.

2. Click Egnyte Sign -> Send for signature in the context menu.

   
3. Users can also open the file and click on the Send for signature button to get redirected to the document preparation interface.
   

4. User can add more documents by clicking on Add document which will open the Egnyte file explorer and supported file can be selected. Documents can be deleted and re-ordered. Maximum 10 documents can be added in a signature request.
   

5. The user can create a new signature request or choose from the templates available:
   • Click on New Signature Request to create a signature request from scratch as described in the steps ahead.
   • Choose a template from a pre-determined list or search for one to create signature request using templates by clicking on Apply Template. 
     
     
6. If New Signature Request is selected, click Continue to add signer(s), choose the formatting, and select the desired fields.  If a template was selected, click Apply and skip to step 11.
   
7. Add one or more signers. User can send requests to both domain users and anyone else with an email address.  When adding multiple signers, choose whether they should sign in parallel (the default) or sequentially. To sign sequentially, enable the Sequential Signing toggle and then drag and drop the signers in the desired order.
   
8. Click on Formatting to choose one of the following signature styles and its size:
   • Light
   • Regular
   • Bold
   • Italic
     
9. Add fields for each of the signers. Select the signer's name from the dropdown menu and then drag fields to the document at the desired location.  Double-click a field to edit the signer or to mark it as optional.
   
   
   • • The user has the option to add fields such as Signature, Initials, Name, Company, Date Signed, Title, and Text field to the document. 
       
     • Once selected, each field is displayed at the chosen location, and there are edit and delete options available for each field added. For instance, on adding name, title, date and signature, the fields will appear as shown in the screenshot below. The users can easily adjust the size of these fields.
       
     • Adding the Dropdown field additionally shows the Edit Dropdown field option. It enables the requester to add a Field label and Dropdown options. The user can choose a default option by selecting Show this as selected radio button.
       
10. Add one or more CC’s. User can add CC for both domain users and anyone else with an email address.  When adding CC’s, add them like any other signer, go to their settings and change them to CC. A CC user gets the final signed copy after the request is completed.
    
11. Click Send Signature Request in the top-right corner of the screen.
    
12. The user will be able to verify all the details filled in the signature request through the request verification screen. Click on Send to create the request and send it to all signers. All signers will receive an email with a link to sign the document and all CC’s will get the final signed copy after the request is completed.
    

Optional Steps

1. Add a customized message for the email notification sent to signers.
   
2. Change the expiration date (defaulted to 30 days) and the destination folder for the signed document (defaulted to the current folder).
   
3. Requesters can choose to turn on the ability to forward the signature requests. By default, the option is turned off. 
   
4. Requesters can turn on reminders by going to Settings tab. The reminders can be configured based on a timetable, with two specific configurations:
   a. First reminder after - The initial reminder will be sent out 'x' days following the submission of the request.

   b. Subsequent reminder frequency – This determines the interval between subsequent reminders after the initial one has been issued.

   

Manage Signature Requests

The Signatures dashboard allows you to track the status of your active and completed signature requests.

Viewing Sent Requests

• Click Workflows & Signatures in the left navigation. 
• Click the Signatures tab.
• Click Sent Requests section to see the signatures requests sent.

By default, Sent Requests shows In Progress requests. To see already completed or canceled requests, change the Status filter.

Users can also filter the sent requests using the other column-level filters.

By default, requests assigned to anyone are displayed. These can be filtered to display the requests assigned to a particular user.

Similarly, users can filter the requests based on Templates used. The options are All (default), No template used (custom), Any template used, or a Specific template.

Requests can also be filtered as per the Bulk ID to display All (default), All Non-bulk Requests, or All Bulk Requests.

Details of each signer and their status can be seen by expanding each row. 

Replace Signer(s)

• Navigate to Workflows & Signatures -> Signatures -> Sent Requests and click on the three-dot menu for requests in-progress. Click on Replace a Signer.
  
• Enter the username or email address of the existing and new signers. Click on Replace.
  
• A UI notification will appear confirming the replacement of the signer.
  

The existing signer who has been replaced with a new signer will receive an email notification informing them about the reassignment.

Similarly, the new signer will also receive an email notification.

 

Forward a Request 

If the requestor turned on the Signature Forwarding option at the time of the request, the signer can forward the request to another signer.  

To forward a request, 

• Navigate to Workflows & Signatures -> Signatures -> My requests and hover over on the request to forward. Click on Forward. 
  
  
• Alternatively, the user can click on Review & Sign from the email notification or Sign it on a particular signature request listed under Workflows & Signatures -> Signatures -> My requests and click on Forward.
  
  
• They can also view the signature document and click on the Forward option at the top.
  
  

In either of the above scenarios, the user will get the option to forward the document. Enter the email and an optional message for the new signer and click on Forward.

Once forwarded, the previous signer cannot access the request again as the signing rights are taken from them and passed on to the new signer. Also, the requester gets notification that the request is forwarded by the signer to another person.

The same option is applicable if a signature request is created using a template. 

Canceling a Request

If a signature request is no longer needed, the user can also cancel the request. To cancel the request, click on the three-dots menu of an In Progress request and click the Cancel Request option.

In the cancel dialog, you can add a message for the signers and then click the Cancel Signature Request button. All signers will receive an email notifying them of the cancellation.

Viewing All Requests

The All Requests dashboard allows administrators to view and manage all signature requests created in the account, regardless of who sent them. From this view, admins can track request status, open individual requests, and perform the same actions available to the original requestor, such as sending reminders, canceling requests, replacing signers, & downloading documents.

1. Navigate to Workflows & Signatures -> Signatures tab.
   
2. Click All Requests section to see all signatures requests sent.
   
3. By default, All Requests show the In Progress requests.  To see completed or canceled requests, change the Status filter.
   
4. Admins can click on the three-dots menu on any of the requests and take actions such as Replace Signer, Send Reminder, and Cancel Request.
   

Supported File Types

Egnyte Sign supports a number of file types including:

• Pdf 
• Docx 
• Doc 
• Pptx 
• Ppt 
• Xlsx 
• Xls 
• Gdoc 
• Gsheet 
• Gslides 
• Rtf 
• Jpg 
• Jpeg 
• Png

Additional Resources 

• Sending and Managing Signature Requests
• Create Signature Requests using Templates