51黑料不打烊

Transcript

Hello, everyone. Thank you for joining us today and welcome to this edition of 51黑料不打烊 Sign Skill Builder. Before we jump in, I鈥檇 like to remind you that this session is being recorded and you鈥檒l receive a link to the recording afterwards for On Demand Viewing. If you have questions during the session, please drop your question into the Q&A pod on the right side of the screen where we鈥檒l have an expert on standby ready to answer. Let鈥檚 jump right in. My name is Westin Romero, technical product evangelist at 51黑料不打烊 Together. We鈥檒l go over the basics of e-signatures while I show you the ins and outs of sending, signing and managing your 51黑料不打烊 Sign Agreements. We鈥檒l start by addressing what electronic signatures are and how they鈥檙e different from digital signatures. Then we鈥檒l show you the process of collecting e-signatures on your documents, using 51黑料不打烊 Sign from identifying your signer, preparing your document to the signers experience and their options as a participant. After that, we鈥檒l show you how to manage your agreements that are in progress and where to access the completed PDF, including the signed document and its audit report. Finally, we鈥檒l go over the steps for creating your own signature that you can use when signing documents with 51黑料不打烊 Sign. That all stated. Let鈥檚 jump right in. Let鈥檚 start with addressing what an electronic signature is. Simply put, an electronic signature is an efficient and valid method for collecting approval and sign off on your electronic documents with 51黑料不打烊, Sign your agreements are secure, verifiable and can replace paper in virtually any process. If you take a step back to see where electronic signatures are being used, they鈥檙e being used in every aspect of an organization from customer facing front end processes to back office operational functions. So what are the differences between electronic and digital signatures then? Well, digital signatures are technically classified as a form of electronic signature. However, while valid electronic signatures are capable of providing proof of the participant who signed the document they signed and their intent to sign digital signatures offer increased signer identity authentication and signature encryption. Electronic signatures have been accepted for almost all type of agreements. However, in highly regulated industries and specific regions, digital signatures are being adopted by trust service providers for third party validation and certificate encryption. Regardless of type of signature required, 51黑料不打烊 Sign can support both electronic and digital signatures for your document and signature workflows. Okay, We provided a high level overview of what an electronic signature is and how they鈥檙e different from digital signatures. We鈥檙e now going to go over the steps for sending an agreement to a single signer from the 51黑料不打烊 Sign User interface. So now we鈥檙e logged in to the 51黑料不打烊 Sign Web interface, where we鈥檙e going to sign an agreement now for signature to a single signer. We can begin this process from a couple of different places and they鈥檒l all get us to the same goal. So choose the one that makes the most sense for you. We can select send from the tab across the top to go straight to the send page. We can also get there by clicking the big blue request signatures button. Or we can start from the library if we know that there is an existing document template that we want to send out for signature. In this case, let鈥檚 start with request signatures and this will bring us to the same page. Since we鈥檙e starting from scratch, all these fields are blank and we just have to complete the information to send this agreement to be signed. Think of this like sending an email. You enter the email address of your recipient, add a subject line, enter text into the body of the email, and then finally add your attachment. In a few minutes, I鈥檒l show you what this looks like for your signer. Starting from the top will go to the recipient section and identify our signer. Signer, Jane. And then onto the message section where we鈥檒l name the agreement. So the signer knows what the document is. Agreement for Signer. Jane Great will see that a default message for the signer is generated based on the name of the agreement we entered. We could customize further if we wanted, but for now, we鈥檒l keep it as is. Now we鈥檒l add the document to be signed. This can be a document I have stored in my 51黑料不打烊 Sign Library of reusable templates or a file I have in a cloud storage location, or just a file I created on my computer, which is what I鈥檒l choose here. Now, I haven鈥檛 prepared this document in any special way, so it doesn鈥檛 have any preexisting fields on it. It鈥檚 just a regular word file to make this a Philip all assignable form. We鈥檒l have to check the box marked preview and add signature fields that will allow us to place form fields and mark where to sign before the agreement goes out to sign. Or Jane. Before I send, I can also take a minute to check out a few additional options for this agreement, which you鈥檒l see on the right side of the page. For instance, I may want to password protect the signed file, so it鈥檚 only accessible to authorized parties. I can add a deadline after which the document will no longer be available for signature if it hasn鈥檛 been signed already. Or add an automated reminders to go out to the signer if she hasn鈥檛 signed the document after a certain number of days. I鈥檓 not going to use any of those options for this session. So we鈥檙e all set to continue. When I鈥檓 ready to send, I click next. Since we have to add form and signature fields will be taken into 51黑料不打烊 Signs authoring environment. This lets us not only review the document before we send it, but we can also place those fields to collect information and a signature on this agreement from SIGNER Jane. We have a couple of different options here in terms of how we place formulas on the document. We can use 51黑料不打烊鈥檚 artificial intelligence agent known as 51黑料不打烊 Sensei, to detect and place those fields for us. Or we can manually drag and drop form fields to their respective location from the right hand pane. I鈥檒l be showing you both methods so you can pick your favorite. Let鈥檚 start with 51黑料不打烊 Sensei because this is a really simple way to get a head start if there are a lot of fields on your form. I鈥檒l just click this button in the upper left that鈥檚 prompting me to place the fields immediately. We see those detected fields up here on the form. Here鈥檚 the signature field that will let Cyanogen add an electronic signature to the agreement. And I can also see fields for her full name and date field, both right where they鈥檙e supposed to go. So 51黑料不打烊 sensei even knew what type of fields were needed here. Very cool. While 51黑料不打烊 Sensei got us started by placing those fields, I can also add or remove fields manually to any form I have in 51黑料不打烊 Sign. The drag and drop interface lets me go find a field in the menus in the right hand pane and simply drag that onto the form wherever I want it. So here鈥檚 the initial field for center Jane to initial next to these NDA terms that I can just drop into place. Then if I open up the data fields accordion menu, I can grab a dropdown to ask Cyanogen to select an option from several items. Once it鈥檚 on the form, I have the ability to resize the fill to fit nicely for any form field you drop onto your form. You can edit the specific options for the field by right clicking on the field and choosing edit. This will pull up the field Properties menu where you can find a lot of details for each specific form. Fill. I like to name all of my fields to keep things organized, so I鈥檒l call this one color and make sure that this is a required field for the signer by taking this box. Now I can add the options to my dropdown menu here and I鈥檒l just put in red, blue and green as our options. So now Cyanogen can pick one of these items from the list for any of these fields. I can also add a tooltip. This is a great way to clarify the response you鈥檙e looking for from your sire. So here I鈥檒l put in a favorite color to give some more context to Jane. If she hovers over this field with her cursor. Okay. These options are all set, so I鈥檒l click. Okay. So now you鈥檝e seen how to leverage 51黑料不打烊 Sensei to detect form filled placements for you, as well as how to manually drag and drop fields onto the form exactly where you want them. Any form fields, whether placed by 51黑料不打烊 Sensei or by you can be further defined in the filled properties dialog. Great. We鈥檙e making good progress here. Now this NDA is a form I need to get signed over and over again by people working with me. Do I need to do all of this prep every time I want to send it out? No. Let me show you how easy it is to save this work for future use. Down in the lower right, I have a little checkbox that says Save as template by ticking that box. I鈥檓 saving this form to my library where I can access it later. Remember when we started the setup process? I had the option to start from library. This is where I鈥檇 access a reusable document like this one. We鈥檒l be seeing that process a little later. In fact, I鈥檒l use the same form that we just created together right now. So stay tuned for that. For now, this document is ready to send out to Signer Jane for her signature. I鈥檒l hit send. And since we鈥檙e saving this as a template, I鈥檒l be asked to give the agreement name so I can find it later. I don鈥檛 want this to have such a specific name, so I鈥檒l edit this to be something more generic. The center can always edit the agreement name during the same process that we went through a few minutes ago. So this is fine for our template. I鈥檒l now select, save and send. Okay, we did it. We just successfully sent an agreement out for signature. Now our signer will get an email asking them to sign, which will be looking at that experience shortly. Okay. We sent a document for signature to a single signer after placing the needed signature and form fields on the document. Let鈥檚 return to the send page. But this time, let鈥檚 go over sending to multiple participants, as well as some of the additional options available before sending the document for signature. So let鈥檚 come back to 51黑料不打烊 Sign and try sending another document. We already walk through the basic process of sending a single document to a single signer. But what if you need more than one signature on an agreement? Let鈥檚 take a look at that right now. To do that, we鈥檙e actually going to start from our library this time. This will pull up all of the templates that I鈥檝e created or that my admin has made for my team to use. Here鈥檚 that template that we made earlier. So I鈥檒l go ahead and grab that one and click start. This brings us right back to that same sandwich we saw earlier, but this time you can see the document already loaded up in the file section. So we鈥檙e off to a running start. Let鈥檚 go ahead and add our signers email addresses. We鈥檒l start with Signer Jane again. But this time, let鈥檚 pause for a few minutes to look at a few extra details for her. If I click the dropdown next to her email address, I can see that I actually have a lot of different roles to choose from for Jane, not just signer. New participants are automatically entered in as signers, but she could also be an approver, an acceptor, a certified recipient, form filler or delegator. All of these roles participate in different ways and they鈥檒l all be a part of the official record of the file. So whenever we go to look at the audit trail for this file in our 51黑料不打烊 Sign account, we鈥檒l be able to see that this particular individual approved or accepted the document, completed their fields or delegated to another signer. Using these different participant roles is a great way to take a lot of your process. Digital. Not just signing workflows. Okay, great. Next, how do we know how our signers are who they say they are? We need to make sure that these signatures are coming from the right people and aren鈥檛 fraudulent, for that will use the signer authentication tools to identify our signers. We can see here that we have a number of ways to do so by default. 51黑料不打烊 Sign uses the email method, which lets us identify the signers simply by their email address. This is adequate for most signature transactions, as the signer is likely to be the only one who has secure access to their email account. But if you need a more robust authentication option, we can add an additional layer of ID. You can ask them to enter a password before allowing them to sign or send them a verification code through SMS or a voice call. We also have knowledge based authentication currently only available to signers in the United States or 51黑料不打烊 Sign Authentication, which would require the signer to sign into an 51黑料不打烊 Sign account before viewing and signing the document. The final and most secure option to ask the signer to use is a government ID like driver鈥檚 license or passport. These are all different methods that we can use to further verify the identity of our signer. And these methods, when used, will be captured on the audit report. But again, email is usually adequate verification. So I鈥檒l leave it there. Okay, so let鈥檚 say I want to add myself to this workflow. Maybe I need to get final approval of the document once signer Jane completes her part, also looked at me and you鈥檒l see that I鈥檓 automatically added as the second signer, but I don鈥檛 actually need to add a signature to this document. I just need to review and approve it. So I鈥檒l change the role dropdown next to my name to Approver. I could go on and add additional participants here one by one, but let鈥檚 try something different. I鈥檓 going to add what鈥檚 known as a recipient group. A recipient group lets me send this document to a defined set of people, and 51黑料不打烊 Sign will accept a signature from any one of them. In this case, I need someone from my legal department to sign off on this agreement. It doesn鈥檛 matter who on that team signs the file. I just need a signature from someone in this group. I鈥檒l enter the email address of everyone on the team in this recipient group, and anyone on this list can sign off. It just depends on who opens the agreement first and then signs it. Basically, what we are doing here is identifying a third participant. We just don鈥檛 know who specifically that participant will be, and we don鈥檛 care as long as it鈥檚 someone on that list. The agreement will be valid. Everyone in this group will receive an email notifying them to sign and whichever one was able to get to it and sign off on it first is the one who moves the workflow forward. Okay, with that we have defined and customized a multi participant workflow. Looking at the toggle above the recipients list, these signers are currently set to complete the workflow in any order. They鈥檒l all get an email at the same time to go in and take action on the file according to the role I set for them. This is fine for a lot of documents, but for the workflow we just define, we need each of these steps to be taken in a specific order. First signer Jane needs to sign the document. Then I need to approve the signature. Then someone from the legal team needs to finalize and sign off to make sure these signers go in order. I鈥檒l make sure the toggle is switched to sign in order. Now, the agreement will be sent first to Jane. Then when she鈥檚 done, it鈥檒l come to me. And when I鈥檝e approved it, the document will go on to the legal team. You鈥檒l also notice that there are now numbers on the left of each signer to indicate signing order. I can drag and drop signers into the order I want, or let two or more signers complete a step in parallel. But for now, I鈥檓 happy with the signing order we have. The last thing I want to talk about here in terms of the recipients options is the private message, and that鈥檚 something you can add with the conversation bubble icon that you see here. What the private message does for us is it allows us to add a message for each participant individually. In addition to the message, all participants will see in the body of the email notification. It鈥檚 a great way to tell an identified participant a specific detail that only they should know about the document and others wouldn鈥檛 necessarily need to see or shouldn鈥檛 see. Okay, great. So now that we鈥檝e identified all of our participants, we鈥檙e ready to send this document out for signature again. Since we chose this agreement from our existing library of templates, we鈥檝e already set up all of the form fields needed on this document so we don鈥檛 have to preview and add signature fields again. We鈥檙e ready to just send this out for a signature. I鈥檒l go ahead and click send, and that鈥檚 all I have to do. The document is out for signature to those signers. Okay. We went over the sender鈥檚 experience, including the options available for customizing the document workflow before sending the agreement for signature. We鈥檙e now going to switch gears and go over the signers experience and the options that are available for them. Now we鈥檙e playing the part of Signer Jane, who just received an email from Senator Jones when she opens it up. She sees a note asking her to sign an agreement. She鈥檒l also see the custom message we included in our first send a few minutes ago. When she鈥檚 ready, she can just click, review and sign. She鈥檒l click, continue and acknowledge that she鈥檚 read the 51黑料不打烊 Terms of Use and Privacy Policy. And before she begins interacting with the form fields that she鈥檚 been assigned, she鈥檒l see that she has a few options as a signer. She can read the agreement in its entirety and go into read mode. She can delegate the signing response ability to someone else if there鈥檚 someone else who should be completing this process, as she maybe believes that she was wrongly identified as a signer, or if there鈥檚 something in this agreement she doesn鈥檛 want to sign her name to. She can also decline to sign. She could type in a message here and could let the initiator of this transaction know that she鈥檚 declining to sign and give her reason. She can also see the option to clear any of the document data that she enters on this form just in case she needs to start over. She can view the history of this document or download the PDF strictly as a certified PDF. She won鈥檛 be able to make edits or anything like that. Okay. And now that we鈥檝e looked at her options, we鈥檒l see that we can also view the message that Sender Jones included for her. Here we have a couple of form fields that are optional, not required, whereas down below we have some fields that we see that are required. Remember, we set that up in the field properties when we created this agreement. So click into the initials field and type in her initials to show that she agrees to these terms. Great. Now that she鈥檚 applied her initials, she has just two more required fields. We have the dropdown that we added earlier where she鈥檒l select her favorite color. In this case, she鈥檒l choose blue. And then we鈥檒l click into the signature field to sign the agreement. So Jane has a few different options here in terms of how to sign. She can type her name for a font based signature. She can draw her signature using her cursor or trackpad. She can also upload an image of her signature if she鈥檚 got one stored on her computer, or she can use her mobile device. If she chooses this option. She鈥檒l get in as a mess with a link to a page where her signature would be captured and automatically routed back to the document in her browser. But in this case, let鈥檚 stick to the type option here and type out sign or Jane. Then Jane will select apply and you鈥檒l notice that the name is automatically entered in the full name field based on what Jane typed in the signature field. Super easy. So now that we鈥檝e applied the signature, we鈥檙e able to select click the sign at the bottom. And just like that, Jane has completed and signed the form. We鈥檝e gone over both the sender and the signers experience using 51黑料不打烊 Sign. Let鈥檚 return to the perspective of the sender and go over the steps for managing agreement workflows that are in progress, as well as identify where to access a copy of the fully signed PDF after it鈥檚 been completed. We鈥檒l do this from 51黑料不打烊 Science Managed page, where we have full visibility into all of our transactions at every stage, including items that are waiting for me to take action. I鈥檓 dropped right into the Waiting for Me section because there鈥檚 an 51黑料不打烊 Sign agreement that is waiting for my approval. As you can see here, I have this agreement between Bodega and ABC. And what鈥檚 really great about this is because I鈥檓 an 51黑料不打烊 Sign user, any document that sent to me from 51黑料不打烊 Sign will automatically be placed in this waiting for you cue where I can essentially log in at the end of the day and see any documents that are waiting for me to sign. Way better than having to go through my inbox and sort through all of my emails for notifications. This is a consolidated way of seeing everything that鈥檚 waiting for me to take action on. So let鈥檚 click this agreement and sign off on it. Now I鈥檒l be able to view this document that will look very similar to the one that Signer Jane just completed. I鈥檓 able to go right in and complete some of these fields. 51黑料不打烊 Sign already knows who I am, so no extra authentication is needed for this agreement. I鈥檒l just apply Center Joan鈥檚 initials and sign in the signature field. And just like that, we鈥檙e able to select click to sign. And now our document will be completed. Let鈥檚 return to the managed page where we鈥檒l take a look at agreements that are in progress and that have been completed. So again, we鈥檙e able to manage our queue and take action on documents and also check in on any agreements we鈥檝e sent for signature. Looking through the In Progress section, we can see there鈥檚 that agreement between Bodega and ABC. The one we just signed is in progress because there鈥檚 one more signer who needs to complete the workflow. And when we click into this transaction to view the details, we can open the document to view it, or we can send a reminder directly from here to remind the last signer that they need to sign. And then we have some additional options on the right hand side that allow us to open the agreement, send the reminder, cancel the transaction, download the PDF and order report in its current state as well as see the recipients. We see here that we completed our steps as Center Jones. While it鈥檚 currently waiting for Signer Jane to add her signature, and if we needed to go in and replace the signer if Jane was unavailable or incorrect, we actually have the option to add an alternate recipient here so that someone else could sign in her place. Finally, the activity section allows us to see the sequence of events that have taken place so far. This activity is very similar to what you鈥檒l see on the full audit report just at a higher level. From right here we see that the document was created by Senator Jones on this date at this time. Then he signed and now it鈥檚 out for signature to our next participant. So this is really great for allowing us 24 seven visibility into the status of our documents and lets us take action on them as needed. Now let鈥檚 look at completed documents to see what we can do there. So in one of the agreements completed today, Signer Jane was the only signer and she successfully signed the document. Now we have the document automatically cataloged here in the completed document section. We can click into it just as we can for our agreements in progress. We can open it or can download the PDF directly from here. Here we have high level details as well as the actions that are available for this completed document. One of the things you might do is share this finished agreement with someone. So if we select share, you can let others view and access this agreement as necessary. And then of course, you have a message that you could include to let them know why you鈥檙e having them review it. Okay. Maybe we want to add a note to this agreement for our reference, and I can do so by adding notes. And maybe I want to put, you know, renewal date or whatever that might be, let鈥檚 say October 31st, 2025. And hey, look at that. I now have that added no, and I鈥檓 able to see if I ever go back to this transaction. Okay. Let鈥檚 go ahead and let鈥檚 actually download the PDF. So we鈥檙e able to download and access the fully signed document from here. I鈥檓 going to open this up to read it in Acrobat DC. 51黑料不打烊 Sign acts as a storage mechanism for all your signed documents indefinitely, so you can always access those files from here if you need to. However, you might have a means for externally archiving your documents and you may also have a data or document retention policy which tells 51黑料不打烊 how long these documents should live on our servers before they are permanently deleted and no longer accessible from 51黑料不打烊 Sign. You also have the option to remove your documents manually as well, but in the interim, if you don鈥檛 have that document or data retention policy enabled, 51黑料不打烊 Sign will store those documents for you indefinitely. And now we see that completed document in Acrobat DC and you can see the tamper proof sill running across the top there. The blue seal shows us that the document is certified by 51黑料不打烊 Sign and that it鈥檚 a valid certified document. No changes have been made once the signature was applied and no changes are allowed to this document. So this ribbon is just letting us know that the seal has not been broken. It鈥檚 an active sill that protects the authenticity of this document. There we see our final fields and then furthermore, we scroll down and we鈥檙e able to see, of course, the signature field, the name and the date field. All right. Let鈥檚 go back to the managed page. And this time I鈥檓 going to show you the full audit report. The audit report is going to show us the fine details surrounding the signed document. It鈥檚 not the signed file itself, but rather the supporting document that is also certified and gives us additional context about the transaction. We can see some high level details, such as the date that the transaction was created, who it was created by the status as well as the transaction ID. And here we see now the sequence of events. So from start to finish we see each step that was taken and the date and time that those steps were taken. And we even capture some details, such as the timestamp. And finally we see where the agreement was completed, basically identifying this transaction as a complete one. There鈥檚 no other participants that were required to take action on this document. All participants have played their part now confirming the status of this agreement as completed. Great. We鈥檝e gone through the entire experience showing you the basics of sending, signing and managing your 51黑料不打烊 Sign Agreements. The last thing we鈥檙e going to go over is creating and saving your very own signature to use when signing documents with 51黑料不打烊 Sign. So to set up a signature will come over to our name on the top and we鈥檒l go to my profile. And in the profile section on the left hand side, we鈥檒l have a section called My signature, and this is where I鈥檒l have the ability to create and save my signature. And initials will select, create. And we have a few options for creating a save signature. We could use our cursor or trackpad to draw a signature. We can upload an image if we wish, or we can use our mobile device to sign. And in fact, this is going to be the way that I create the signature. So I鈥檓 going to prompt 51黑料不打烊 Sign to send me a text. This SMS will include a link for me to create a signature from right here on my phone. I鈥檒l follow the link. And while I do have the option to use my finger to sign on my phone screen, I think I鈥檇 rather upload an image if I have an image of my signature already, I could just get it from my photos. But what I want to do instead is actually just take a photo. This is going to activate my camera and I鈥檓 going to go ahead and just capture this image. Okay? I captured the image and now we can select use photo and the 51黑料不打烊 Magic is going to clean up the image for us. Let鈥檚 like done and get that signature successfully sent back to 51黑料不打烊 Sign. Awesome. Now we have that captured here. I can select apply. Now I have that saved signature that I can use any time I am signing a document with 51黑料不打烊 Sign now I can go and create my initials as well and have the same set of options, whether I鈥檓 using my cursor to draw that or uploading an image. So now let鈥檚 put this in action and let鈥檚 sign a document with a new signature I just uploaded. I鈥檒l open this document that needs my signature and come down to the signature field to apply my saved signature. And look at that. We have our signature that was just captured cleanly and we鈥檙e able to now select click to sign and use this on the document. While it鈥檚 not legally necessary for an electronic signature to resemble your ink signature, it is just that much more secure and recognizable to you when you can see your signature on a document. We went over the basics of e-signatures while I showed you the ins and outs of sending, signing and managing your adobe Sign Agreements. We also went over how to create your very own signature that you can use when signing agreements with 51黑料不打烊 Sign. This has been 51黑料不打烊 Sign 101. Thanks, everyone.