Egnyte Sign makes it easy to send a document 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.
Egnyte Sign is available as part of the PDF File Handler Add-On. Contact the account manager or Egnyte Sales team for more details on how to get access to this feature.
Sending Signature Requests
Users with permission to send signature requests can send a request by following these steps:
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Select the file or right-click on any supported file.
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Click Send for signature in the context menu.
- Users can also open the file and click on the Send for signature button to get redirected to the document preparation interface.
- 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 a signature request using templates.
- 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 Continue and skip to step 11.
- 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.
- Click on Formatting to choose one of the following signature styles and its size:
- Light
- Regular
- Bold
- Italic
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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.
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- 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.
- The user has the option to add fields such as Signature, Initials, Name, Company, Date Signed, Title, and Text field to the document.
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- 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.
- Click Send Signature Request in the top-right corner of the screen.
- 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
- Add a customized message for the email notification sent to signers.
- Change the expiration date (defaulted to 30 days) and the destination folder for the signed document (defaulted to the current folder).
- Requesters can choose to turn on the ability to forward the signature requests. By default, the option is turned off.
- 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.
Signature requests are automatically canceled in the following scenarios:
- The document you sent for signature has been deleted
- The sender of the request no longer has permission to access the document.
- The sender of the request is either deactivated or deleted.
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 Request Status filter.
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.
- For signature requests sent using templates with ‘Recipients and Fields’ section locked, the ‘Replace signer’ option will be disabled.
- For sequential signing, if the signer is replaced before their turn to sign is due, they will not receive any email notification informing them about the reassignment.
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, you can also cancel the request. To cancel the request, hover over a row of an In Progress request and click the Cancel request button.
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.
Supported File Types
Egnyte Sign supports a number of file types including:
- Docx
- Doc
- Pptx
- Ppt
- Xlsx
- Xls
- Gdoc
- Gsheet
- Gslides
- Rtf
- Jpg
- Jpeg
- Png