Operation and Management

Operation

eSign offers 3 types of signing packages

  • Single PDF document package
  • Multiple PDF document package, including one or more signing documents
  • Ad Hoc/Combined document package

Single PDF Document Package (prepared for eSign)

The most common eSign process uses a single standardized PDF-Form document, individualized at the time of creation, using folder index data such as company name address, etc. Any repetitively used forms, such as a Non-Disclosure, are great candidates for this method. eSign documents support common PDF form field features such as built in calculations, pull downs, and auto population of fields using a PDF-Forms template in PSIsafe. Additionally, the PDF-Form must contain the correct number of signature fields having specific field names that the e-Sign Live service recognizes.

For information about setting up eSign fields, see the Document Preparation for eSign guide.

The following is how a user would process a Single PDF-Form signing document. Create a new document using the appropriate PDF-Form template



Verify auto-populated information and enter any additional information the form requires. Then, Save and close the document.

Use the Tools dropdown and click “eSign – Send” in the middle of the menu. Alternatively, right click on the document and select “eSign – Send”.



The Send to eSign panel will pop up. Other documents can be added to the package by dragging and dropping them into this panel. In this case, since there is only one document, click the Send button.



eSign will review the document(s) for required information and determine how many signers are listed. Once the data is verified, the Package Name and Message screen will appear. The default Pack name and Message can be edited as necessary by overwriting the words in the text box. Modify as necessary, and click Next.



The next step is to assign Signers to their Role. The Role description is contained in the title of the signature field, e.g. Cust1 & Cab1 (designating the customer’s and PSIGEN’s signature field respectfully).

When the “Enable Signer Order” box is unchecked, all Signers will be notified simultaneously. When checked, they will be notified in sequence as each Signer signs the document.

To assign a Signer, double click the item and a list of Signers will appear.

Select the desired Signer and click the Assign button. Continue this process until all roles have an assigned Signer. Changes to the list of available Signers is accomplished using the New, Remove, and Edit buttons.

When creating a new or editing a Signer a First / Last Name and Email address are required.

Two Factor Authentication (2FA) is an enhanced security option.

When 2FA is enabled, a text message will be sent to the precipitant’s mobile phone number. This text message contains the passcode the user must enter to access and sign the document.



2FA gives the user three attempts at entering a correct passcode. The  package will be automatically canceled and checked back into PSIsafe after three failed attempts. Any signatures captured prior to the package being canceled and checked back into PSIsafe will be discarded. A notification will also be sent to the PSIsafe user who initiated the signing process, at which time they can resend the package to all signers.

If the item contains multiple signatures the singing order can be set by clicking the Enable Signer Order box. If unchecked, the item is sent to all signers simultaneously and signing can take place in any order.

Once all Roles have a Signer, the Next and Send buttons will be enable. Clicking the Send button will send the package out for signature.  Workflow and/or a review of the package is desired, click Next.

When a package is returned from signing, the document(s) can be sent automatically to Workflow by clicking the “Enable SAFE Workflow” box. Once enabled, set the appropriate options and enter a note. Then click Next.

The Summary display provides a consolidated view of the entire Package. After reviewing, click Send.

Confirmation the package was sent is also provided. Should there be a problem, the user will be notified with an appropriate message indicating the package was not sent successfully.

Sent items will be marked as checked out. Performing a Trace shows the document is with eSign. The package name, message, and all signers email addresses are also included in the Trace.

Multiple PDF document package

A multiple PDF document package follows the same steps as the Single PDF document package with the following additions:

There are two methods for sending multiple documents in a signing package.

  • Users can select multiple documents using the control/shift keys before sending to eSign
  • Users can drag and drop additional PDF documents into the Send to eSign panel.

When the first option, eSign will give the user the option of adding a signature field to PDFs that do not contain a signature field. When using drag and drop option, eSign will not add signatures to PDFs that do not already have a properly configured signature field. These PDFs will be processed as a review document.

Only PDF documents are allowed. Documents must also be idle (not in Workflow, being edited, or checked out by another user, etc.). Otherwise the following type of message will appear:

After assigning Signers, the order documents are presented for signing can be controlled.

Ad Hoc Signature process

The Ad Hoc signature process is an easy and efficient method of adding a signature page to documents in a package or allowing a document to be included in the package without any signatures.

Ad Hoc is only activated when a document does not contain at least one properly formatted signature field.Ad Hoc will also convert a DOC or DOCX document into a pdf before sending to the e-SignLive service.

When eSign detects a document is a Word file, or a PDF without proper signature fields, the Ad Hoc signature panel is displayed. The user is prompted to select the desired number of signatures to appear on the signature page for that document. If 0 signatures is selected, no signature page is added. NOTE: At least one document in the package must have one or more signatures.

eSign preserves the original document. When the Ad Hoc process adds a signature page to a document (and/or a word document is converted to PDF), the resulting PDF will be added in SAFE as a parent document.

Combined Document Package (Manual method)

A Combined document package incorporates the “Combine Images” feature in PSIsafe to combine multiple documents into a single document prior to sending to eSign. Document(s), without proper signature fields, can be added to document with signature fields and Word documents to be converted into PDF for signing.

Drag documents into the Combine Images panel. Verify the Output file type is set to PDF. If the original documents are to be deleted, select “Delete Originals”. Click Combine and then File to PSIsafe. Filer will open and be used to file the combined document into PSIsafe.

Send the Combined document to eSign using the Single PDF Document Package method.

Importing Signers

eSign supports two import sources, Outlook and CSV/text. Signers can be imported from the Role assignment screen by clicking the Import button and then selecting Outlook or CSV:

Importing from Outlook

When Outlook is selected, eSign will attempt to connect to the Outlook’s address information. Depending on the version of Outlook being used, the user may need to allow access. If required, select the “Allow access box for” and set a timeframe, and then click the Allow button.

Once allowed, a preload staging list if Signers is displayed. Edits are allowed to fields and Signers can be added and removed from the list.

Click Import a second time to add the preloaded items to the Signers already in the address list.

Importing from a CSV/TXT file

Signers can be imported from CSV or TXT files. Select the CSV radius button and click Load file


Select TXT or CSV as the file type. Navigate to the desired file and click Open

A preload staging list is displayed. Edits are allowed to fields and Signers can be added and removed
from the list.

Click Import a second time to add the preloaded items to the Signers already in the address list.

Error Messages

Most PDFs can be signed using eSign. However there are certain exceptions. eSign performs a number of checks to determine if the PDF can be signed.

  1. The most common exception is no signature. Packages without any signature fields (all documents marked as a review) or previously signed documents cannot be signed.
  2. Not all PDFs are equal. Some PDF contain properties that are not compatible with eSign and will produce a generic error.
    1. Known incompatible properties/conditions include:
    2. PDF documents with hidden attachments
    3. PDF documents produced with using Gnostice PDFOne .NET
    4. PDF documents with the “NeedAppearances” Flag Set

MANAGEMENT

eSign requires very little configuration in PSIsafe Management.

  1. Add default signature pages used for Ad Hoc operation
  2. Select the eSign URL

Use the Add, Edit, and Delete buttons to build a list of signature options displayed in the Ad Hoc signature process. The Add and Edit buttons are used to add, replace or rename signature pages. Refer to “Document preparation for eSIGN” for signature field requirements used for Ad Hoc signature pages.

The eSign URL option should be set to Paid to use the service. The Demo option is used for customer demonstrations by PSIGEN personnel or its VARs.

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