Eclipse eSign for Eclipse DMS

Intro

The below details will outline setting up, sending and checking Eclipse eSign document for digital signing. Customers will require this service to be activated and Ultimate Business System to configure the customers DocuSign account first.

The term "Envelope" is used in relation to create a new digital signing request or package. As part of a single Envelope, it can include multiple documents and multiple recipients such as purchaser, salesperson and witness. If documents need to be updated and/or resent for resigning, this will be in a new Envelope and charged in addition to the first Envelope sent.

Setup

UBS admin is required to configure the DocuSign account number in System Options.

Account ID is the DocuSign user ID which needs to be created from UBS' DocuSign portal (existing customer DocuSign accounts cannot be used). Please note - users need to be created separately for Production and Test environments as these will have different user IDs.

The mode selected can be:

• Submit to Production - only use this once the customer is happy to proceed. Any Envelopes created will be charged to the customer.
• Submit to Test Environment - this will use the customer's user ID created in the test environment and will allow sending of Envelopes that are water marked as testing and will not charge the customer for sending.
• Use Demonstration Account - this is similar to the test environment above but will override to use the UBS test user. (which allows for quick testing without the need to create another customer user in the test environment as well as the production environment).

Sending

Sending Envelopes can be done from the sales paperwork screen.

1. Select which documents you wish to send (in the same manner you would if you were to print or email these documents instead).
2. Click the "eSign Selected" button.
3. This will then present a new screen to configure options in how to send (email or email/SMS) and who to send to.
4. This will pre-fill roles depending on the documents selected to send. Complete any missing data for name, email address and mobile number if using SMS.
5. You can optionally include a message that will display to each stakeholder which will replace the default message outlining the documents included.

By default, the documents will be sent out in order as listed in the table. You can resort the order by using the up and down areas on the right.

If any paperwork requires to be pre-filled - such as extra conditions on sales paperwork that are not populate from data in Eclipse, these will be sent first before being sent to customers. 

Before sending, you can hover over "See Document List" to display which documents have been selected to be sent.

Checking Status

After an Envelope has been created and sent, the status can be check for which stakeholders have signed, to download the signed documents, and/or void the envelope (charges will still apply).

To check the status:

1. Open the sales paperwork screen for the sale required.
2. Click the paperwork menu option, then click "eSign Signature Status".

This will open a new screen that will display the status of the envelope and actions to take by clicking on the appropriate icons.

You may need to expand the window to see full details.