Filling In a Form as an External Signatory

Filling In a Form as an External Signatory

When you need to fill in a form as an external signatory, i.e. you are not the user who added the fields and sent the document, you will receive an e-mail with the following information:

To start the signing process, click on View and/or Sign Document.

NOTE: Below the phrase "... has sent you a document to consult and sign," you will be able to see the message written by the sender when the documents were sent, if applicable. In this example: "Please sign the document...".

Click on Begin the Process and you will be redirected to the authentication page.

NOTE: Authentication depends on what the sender of the documents has configured. For more information, please see the article Types of Signatory Authentication.

Authentication Types

Authentication: E-mail and Secret Question

Enter the secret question’s answer in the Answer field.

Click on Validate my answer and the agreement page will appear.

Authentication: E-mail and Phone or SMS

Select the sending method of the unique code: Send code by SMS or Validation by phone.

In both cases, click on Send Code.

Validation by SMS

When you receive the unique code on your cell phone, enter it in the field Your code.

Click on Validate your code and the agreement page will appear.

Validation by Phone

The phone number on file will ring. When you answer, a message will provide you with a 5-digit code that you must enter in the Your code field.

Click on Validate your code and the terms and conditions acceptance page will appear.

Read the terms and conditions for using the electronic signature system and click I have read and agree to these terms of use.

The document to be signed will open automatically after accepting the terms.

Signature Progression

The next steps may vary depending on the type of fields contained in the document, form fields or electronic signature fields.

NOTE: Form fields must be completed before electronic signature fields.

To track the progress of the signatures, simply refer to the List of Documents on the left side of the contract to be signed. You will be able to see the current stage of the document.

NOTE: It is possible that one of the signers may not be able to sign the document right away, as they must first wait for the signatures of the other signers. Once the others have signed, the signer will be able to proceed in the same way.

Field Types

Form Field Types

For more information on each form field type, please refer to the article Types of Form Fields (eZsign Web).

Fill in the desired form fields.

By clicking the

icon in the top right corner, you will be able to:

• Download Original Document

• Save as Draft : The fields you have filled in will be saved. You can complete the document later by clicking View and sign the document again in the email you received and repeating the steps until the form appears.

• Reassign the Signatory : If you do not wish to sign the document, you will be able to assign the signature to another user.

• Edit my Signature : You will be able to change the format of your signature.

• Refuse to Perform the Actions in this Document

Once all form fields have been filled out, click Submit Form.

The following message will appear:

If the next step for this document is to add your signature, the following message will appear:

Click on Add your signature .

Once the form fields are filled out and before adding your signature, you can click Actions in the top right corner. This will allow you to:

• Download Original Document

• Reassign the Signatory : If you do not wish to sign the document, you will be able to assign the signature to another user.

• Edit my Signature : You will be able to change the format of your signature.

• Refuse to Perform the Actions in this Document

If the document contains electronic signature fields and you are the signer, sign the document in the indicated areas by clicking Signature.

If you have completed all required fields on your part, but other signers still have fields to fill out or signatures to add, this message will appear to indicate that the electronic signing process is complete for you.

NOTE: You can refer to the List of Documents to see the current stage of the documents.

You can click Close to return to the document or Logout to end your session.

You will receive an email once all parties have completed their signatures on the document.

In this email, you will find either a copy of the completed document in PDF format or a link to the filled document, depending on the configuration set by the account administrator. Additionally, you will receive an electronic signature certificate that you can keep for your records.

NOTE: To view the signatures and verify their validity, you will need to open the documents in Adobe Reader. If you don’t have this (free) software, you can download it from the address provided in the e-mail. For more information, please see the article Validity of an Electronic Signature.

How to Fill a Form in the New eZsign

When you need to fill a form as an external signatory, meaning that you are not the user who added the fields and sent the document, you will receive an email containing the following information:

To begin the signing process, click View and sign the document.

NOTE: Below the sentence “… sent you a document to review and sign,” you may see the message entered by the sender when the documents were sent, if applicable. In this example: “Hello John...”.

Click Begin the process and you will be redirected to the authentication page.

Before accessing the documents, you must accept the terms of use. To download the documents, simply click on the PDF file.

Once this step is completed, you will be redirected to the home page, where all documents requiring your signature will be displayed.

Click View and sign to access the first document.

To begin signing the document, click Start. You will automatically be directed to the first field to complete.

For more information about each form field type, please refer to the article Types of Form Fields (eZsign Web).

NOTE: Signature fields will remain grayed out until all required form fields have been completed. Before signing, make sure that all necessary fields have been filled out.

NOTE: Required fields that have not been completed will appear in red.

Complete all required form fields, if applicable, then click Proceed to signing.

You can then sign the document by simply clicking on the signature field.

By clicking Next document , you will automatically be prompted to proceed to the next document in the folder.

Available options during the signing process

During the signing process, you can access various options by clicking the Action button located in the upper-right corner of the page.

Among the available options, you may find:

• Download Original Document , which allows you to download a copy of the unsigned document to your device;

• Save as Draft , which allows you to save your signatures and complete the document later;

• Refuse to Perform the Actions on this Document , which allows you to reject the signature request if you do not wish to sign the document.

NOTE: When you refuse to sign a document, all signatures already obtained from other signatories will be cancelled and the document will be invalidated. If you have any questions regarding the document, it is recommended to contact the person who sent the signature request before proceeding with the refusal.

By clicking on your profile icon, you also have access to the following options:

• Edit My Signature , which allows you to change the appearance of your signature when this option has been enabled by the sender;
• Reassign the Signatory , which allows you to delegate the signature request to another person if this feature has been authorized by the sender.

Viewing document status

Throughout the signing process, you can return to the home page by clicking the icon to view the status of the documents in the file. You will be able to see whether a document is completed, pending other signatures, or still requires your action.