Your CRM provides you with the ability to send PDF agreements to clients for E-Signature directly from the lead page.
An E-Signature document generated from the lead is automatically filled in with lead data based on the PDF field mappings configured for that document.
Additionally, the data collected from the signed document can be imported back into the lead page automatically, completely removing the need for any repetitive data entry.
The E-Signature feature is powered by Adobe Sign.
Sending the Agreement for E-Signature
To send an E-Signature agreement, first ensure that all information is saved on the lead.
Then open the E-Sign tab, select the e-sign document you wish to send, and click Generate Document:
A popup window now appears where you can edit the recipient's name and email address:
By default, the recipient's email address and name are pulled from the email special field and the contact name field linked to the email special.
Note: If your e-sign document is set up for multiple signers, you can click the Add Signer button to add an additional signer. Otherwise the Add Signer button is greyed out.
To generate the E-Signature document click the Preview Email button now.
A new email is launched which you can send to the client. The email contains a link to Adobe's E-Signature page:
Your new E-Sign document is now saved on the E-Sign tab with the 'Generated' status, and you can manage it further using the shortcuts in the Actions column. The shortcuts allow you to:
- Resend the E-Signature email if needed
- Download a copy of the generated PDF file
- Archive/disable the E-Signature document
- Preview the document on the E-Signature page
Below is an example of the document as seen by the client on the E-Signature page. The document is pre-filled with lead information based on the document's field mappings:
If the document includes required fields, then your client will need to fill in all such required fields before being able to submit the document.
The Next Required button at the top of the page helps the client to jump to each required field faster:
Changes made by the client on the e-sign page are saved automatically, allowing the client return to the document at a later point to complete it.
Once the client signs the agreement and submits it, a copy of the completed document will be sent to the client by email and also saved on the E-Sign tab with the 'Signed' status:
The original (unsigned) and the completed document are also saved on the lead Attachments tab for reference:
To view the IP addresses of the application sender and signer, hover your mouse over the signed document icon on the E-Sign tab:
Here are a few additional notes on the e-signature process:
- An E-Signature application does not expire, but it remains active until it's signed by the client, or archived by the CRM user from the E-Sign tab.
- Once the document is signed, Adobe appends an audit trail page at the end of the document.
- E-Signature documents can also be generated from the Merchant Details page (on the Profile tab).
- New information entered by the signer in the e-sign document can be imported back to the lead automatically, or the data import can be paused until a sales rep reviews the incoming data. More info: Transferring Data From E-Signature Page To Lead
- CRM users can preview an e-signature document from the E-Sign tab and make changes in it if needed. The changes are saved automatically and they are visible to the client. When the CRM user opens the document preview the following warning message is displayed:
E-sign notifications
While an agreement is in the process of being signed, the CRM system sends out automatic notifications for the following events:
- E-Sign Email Opened: When the email is opened by your client, the sales rep receives an automatic pop-up notification (if enabled on the email template used to send the email).
- E-Sign Link Clicked: When the E-Sign link is clicked, the sales rep will receive an email notifying the rep that the prospect is viewing the document.
- E-Sign Document Completed: When all of the required fields are completed and the agreement is signed, both the sender and the client will receive an email containing a copy of the PDF agreement.
- E-Sign Data Edited: f the recipient modified any of the pre-filled information on the e-sign document before submitting it, then the sales will be notified of those changes both by email and pop-up notification..
Multiple Signers
If you send an E-Signature agreement to multiple signers, then each signer will need to sign the agreement in order to complete the document and submit it.
While the document is waiting for the additional signatures it is shown in the 'Pending' status on the E-Sign tab:
The system automatically detects how many signers there are in a document based on the signature fields that have been set up for each signer. More info: Adobe Signer Fields
After the E-Sign agreement is sent out to the client initially, only the first signer will be able to sign the document in the field provided for the first signer.
Once signed, a new notification is sent automatically to the next signer, and so forth until all the signers have added their signatures to the agreement.
In a multi-signer scenario, all required fields not assigned to a specific signer need to be filled in by the first signer.
Optional fields not completed by the first signer will be available for editing to the next signer. On the other hand the fields filled in by a previous signer will be locked to any subsequent signers.
After all of the signers have added their signatures and submitted the agreement, a copy of the agreement will be emailed to each signer (in addition to being saved on the lead).
Additional E-Signature Features
The E-Signature functionality comes with numerous other advanced features and settings.
For example you can bundle multiple PDF documents in a single e-sign envelope, password protect PDF files while in transit, enable file uploads on the e-sign page, and more.
For more information please take a look at our E-Signature FAQ.