Configure the Sending of the Signed Document

When all parties have completed their signatures on a document, it is possible to send an email to the desired recipient containing a copy of the completed document as well as the electronic proof of signature.

Here is an example of the email that will be sent:

Configure the Sending of the Signed Document

• From the left menu >> Administration >> Folder Types.

• If you are adding a folder type, click on New Folder Type.

• If you are editing an existing folder type, select the desired folder type and click on Edit Folder Type.

• Send Signed Document

  • External Signatories : One of the signers of a document in this folder. To receive the signed document, the signer must be authenticated by email.

  • Users : The folder creator, the document creator, a document signer, or a system user.

  • External Recipient : A person who is not a signer of a document in this folder but is added to the sending list using their email address.

  • Others : Additional sendings.

External Signatories

• Send to signatories (external) : If this option is disabled, the external signatory of the document will not receive the signed document.
• Sending options

  • Access signed documents using a login link : The signed documents will be accessible by clicking on a link in the received email. External signatories will need to authenticate to access the document. By default, external signers will be able to download the signed document.

  • Access signed documents from the attachments : The signed documents will be available as attachments in the received email.

  • Include electronic proof : The electronic proof of the signed document will be accessible to users.

  • Include the attachments : External signers will receive the attached PDF files in the email.

• Download allowed for signatories (external) : If this option is disabled, the external signer will not be able to download the signed document. By default, the sending option “Include files as attachments” will be checked.
• Download options
  • I****nclude electronic proof : The external signer will be able to download the electronic proof.
  • Include the attachments : The external signer will be able to download the attachments.

Users

• Send to document creator : The signed document will be sent to the person who created the document, even if they are not a signer.
• Send to folder creator : The signed document will be sent to the person who created the folder, even if they are not a signer.
• Send to signatories (users) : The signed document will be sent to signers who are system users.
• Send to recipients’ colleagues : Mainly applies in real estate.
• Send to all group members with access to all folders : The signed document will be sent to all users in the group.
• Send to selected users : From the drop-down list, select the desired user, whether they are a signer or not.
• Sending Options
  • Access signed documents using a login link : The signed documents will be accessible by clicking on a link in the received email.
  • Access signed documents from the attachments : The signed documents will be available as attachments in the received email.
  • Include electronic proof : The user will be able to download the electronic proof.
  • Include the attachments : The user will be able to download the attachments.

External Recipient

• Send to an email address : Enter the desired email address. The completed documents will automatically be sent to this recipient
• Sending options
  • Attached file : The external recipient will receive the PDF files in the email.
  • Include electronic proof : The recipient will be able to download the electronic proof.
  • Include the attachments : The recipient will be able to download the attachments.

Other

• You will have the option to Include electronic proof for signatories having the option to receive all documents.

• You will also have the option to Include the attachments for signers who have the option to receive all documents.