Do you need to send the same document to a large list of recipients and request that each sign his own instance of the document? Do you know that doing so is now easier than ever with eOriginal SmartSign?
Let’s walk through a very simple example for requesting that all 333 employees at Acme Organization sign the new Acme HR Policy Guide. We are going to define a single transaction with a single instance of the Acme HR Policy Guide, and magically, all 333 Acme employees will receive an email requesting they review and sign the guide…
In the SmartSign Setup application, choose to create a New Transaction. Give the transaction a name to be used as the base transaction ID (let’s use “Acme HR Policy Guide”) and fill in the rest of the transaction properties (status, expiration date, etc.) as you normally do. Click on the ‘Additional Information’ link to expand that section. In the ‘Generate Multiple Copies’ field, type “333″.
Now go through the steps to add a document and define the signature template as if you were creating a single transaction for a single employee.
When you get to the role mapping page you will be prompted to upload a .csv file containing the name, email address, and security codes for each employee.
.csv files can be easily generated via various spreadsheet and database applications. The .csv file should not include any column headings and should list each recipient in the following format:
First Name, Middle Name, Last Name, Email Address, Security Code
(note if no Middle Name is available, a place-holder for its value must still be defined.)
Craft your email text and click to ‘Send’…all 333 Acme employees have just received your email with the link to review and sign the new HR Policy Guide. Now wasn’t that easy!
Additional Tips:
The number of entries in the .csv file must match the number of transaction copies requested.
Multiple roles may participate in ‘bulk mail’ transactions. The actual signers playing each role may be defined by either uploading a separate .csv file for each role or by defining a specific individual to play that role across all transactions. When uploading multiple .csv files, be sure the signers are listed in the order they should be ‘paired up’.
Clients that use the SmartSign Web application to create transaction are always looking for a way to cut down the number to steps it takes their employees to create the document(s) for e-signing.
Transaction Types are a great tool in cutting down the time to create a transaction and ensure the right document(s) and signature action are used for each. Transaction Types allow the user to pre-define document packages. Then by choosing the Transaction Type in the SmartSign Web application, the user can create the entire document package in one single step.
The signature action on these documents can vary from needs a signature, must be reviewed, user must attach a document or user must print for wet-ink signature.
How to setup Transaction Types:
Command Center – Administration – Settings
Document Types – create the Document Type and update all necessary field(s)
Note – if a signature template is needed for the Document Type first create the Document Type then in the SmartSign application create the signature template and save it against the Document Type previously created. This also updates the Command Center Document Type with the signature template.
Transaction Types – create the Transaction Type and drag desired Document Types under the ‘Include These Documents’ heading.
To create a transaction using a Transaction Type use the ‘Create a new transaction of type’ dropdown to choose that Transaction Type value.
For more information on eOriginal Command Center and SmartSign Web application please contact us anytime.
Wells Fargo Funding has approved eOriginal as an Authorized eSignature and eDelivery Vendor. eOriginal’s SmartSign Web can be used by brokers, real estate companies and correspondent lenders to manage borrower’s electronic disclosure statements. Using eOriginal’s eCore® platform, lenders can have borrowers electronically review, sign and return disclosure documents from the eOriginal hosted signature service or from eCore embedded within their own website. SmartSign Web® can be integrated with existing loan origination systems to automate the eDisclosure process. This ESIGN and UETA compliant delivery capability not only eliminates paper from the process, it speeds the closing cycle while eliminating costly rework and improving regulatory compliance.
In recent years, having documents signed electronically and moving to a fully automated process has not just become extremely popular; it has become a necessity for most businesses to efficiently operate. I have had the privilege of speaking with many businesses, large and small, who are ready to create a simple straight-through process that not only cuts overhead cost, but creates an easy, efficient, user friendly experience. eOriginal SmartSign® not only meets these expectations, it exceeds them, time and time again.
One common misconception that I often run into is once documents have been signed electronically in a secure, legally compliant manner, the process is complete. Well guess what, Ladies and Gentlemen, that’s not exactly correct! I am notoriously known for being short, simple and straight to the point, so here are a few questions to consider when making your decision to go paperless;
Are my electronic documents secured at all times?
Who has access to my documents and personal or proprietary information within?
Will my documents hold up in the court of law?
If my documents are challenged legally, how can I produce legally enforceable and admissible documents that have not been compromised?
If my electronically signed digital assets hold any monetary value, will I be able to offer those documents in the secondary market?
If I am working with a company or an individual who require paper originals, does my system meet all requirements to create an Authoritative Copy?
For fifteen years eOriginal and our eCore® platform have helped businesses to answer these questions, not only through the front-end signing process, but through our trusted repository which allows businesses to securely manage their documents throughout their entire lifecycle. eOriginal’s electronic signatures processes have been tried and tested, taking the burden of trying to answer these questions off of your shoulders.
Accompanying the recent feature updates we have made to SmartSign we have also added a few really great improvements to eCore. The eOriginal eCore® platform is already the most complete and secure document repository in the industry. eCore is the hub of our electronic signing solution. It allows our customers to control and track access, status, and retention policies of eSigned documents providing the most protection and complying with most strict regulatory standards.
Along with the recent enhancements we made to SmartSign our electronic signature solution, the updates we have made to eCore are all part of continued effort to provide our customers the most complete end to end eSigning solution. So to provide you with a better picture of how we are doing this, we wanted to provide you with a list of a few new changes.
Enhanced document watermark options to allow you to apply blackout settings to text fields, change the color of signature and text obscure blocks, and add custom text/labels to obscure blocks.
Extended document retention policies to allow multiple retention rules based on status.
Extended the document versioning policies to allow you to retain all versions, signature versions, executable and signature versions, executable and last signature version, or only the latest version.
Added new Document Library, which enables you to upload source documents and signature templates to auto-load and prepare documents for signature when adding a document profile to a transaction.
Added new Transaction Types. Enables you to define a template for transactions. All transactions created from this template will inherit the same initial set of documents, status values and permission sets. When combined with our new Document Library feature, Transaction Types enable you to create a transaction, auto-load documents and prepare them for signature in a single step.
These updates only highlight a few of the changes we have made over the last few weeks to make eCore even more robust and user friendly. We are dedicated to continually developing solutions that will easily integrate and complement your existing business processes and systems, so keep an eye out for even more developments in the coming new year and please don’t hesitate to reach out and ask any questions about how we may be able to help your business.
As summer is upon us, we look forward to baseball games and barbeques and working through our product enhancement projects in anxious anticipation of the days ahead…and so the story of the 2009 eOriginal product roadmap continues….
This year, we are looking to improve a few of our internal processes to better enable quality support and quick product delivery. Our efforts will offer our current and future customers shorter implementation cycles and greater product capability and flexibility.
Early releases this year have already:
Introduced an out-of-the-box signing experience, eOriginal SmartSign® Web, making custom-branded eSignature solutions available without IT resource involvement.
Enabled signed packages to be prepared, reviewed, signed, and managed through a zero-footprint, zero-implementation web service. Simply upload your documents and configure your signing scenario and you are on your way to having completely and accurately signed documents as quickly as your signers can access them.
Refreshed the Command Center™ user experience, providing improved ease-of-use and greater flexibility in transaction and document management.
Improved searching capabilities, in-line document access, and the ability to act upon multiple transactions or documents with a single action. This allows document managers to more readily identify and maintain the contents of their secure repository.
Among our targeted efforts for the remainder of the year are:
Continuing our refresh of the Command CenterTM user experience, providing improved ease-of-use and greater flexibility in transaction and document management.
Enhancing our out-of-the-box signing experience, simplifying the package creation and offering new package management capabilities.
Improving our PDF-processing abilities, offering enhanced electronic signature capabilities and providing support for new PDF features and specifications.
Introducing a complete set of web services, enabling rapid integration of full eCore feature-set capabilities and simplifying integrated application deployments.
Streamlining our internal processing, improving performance and facilitating our ability to rapidly deliver feature enhancements.
Leveraging new infrastructure technologies, allowing our customers to take advantage of capabilities offered by the newer infrastructure versions.
‘Simplify, simplify, simplify!’ is our motto for 2009. Everyone is looking to do more with less. Our goal is to deliver our eCore®, eCore® On Demand, and eOriginal SmartSign® Web products as tools that will enable you to do so. Whether you are new to electronic signing or a seasoned veteran, eOriginal® aims to make, and keep, your path to electronic signing success simple.
As one of the few vendors in the electronic signature solutions space to provide customers with the option to utilize our technology in a SAS-70 hosted environment, or to deploy and operate the software within your own data center, I’m often asked what is the “right” solution. Of course, the answer to that question spawns new questions back to the customer. What is your timeline for deployment? Do you have a network operations center in place to operate and manage the software? Do you have low, moderate or high transaction volumes? And many others.
A good rule of thumb that I go by is that if you…
Need to deploy a signature solution quickly
Want to minimize upfront expenses
Have low-to-moderate monthly transaction volumes
Are challenged by IT’s workload to deploy new applications
Specialize in Microsoft .Net or other non-Java development platforms
Then the eCore On Demand (EOD) solution is probably right for you.
However, if you…
Have a good business case supporting the implementation of electronic signatures
Have a mature data center in place to deploy and manage our Java-based software
Have or anticipate high monthly transaction volumes
Have security or business requirements that require in-house control over the electronically signed documents
Then deploying eCore in your own data center is probably right for you.
When it comes down to it, there is no one size fits all answer for everyone. We work closely with each customer to determine the right deployment to meet your business and technical requirements.
Regardless of your deployment scenario, eOriginal’s technology will ensure that your electronic signature solution produces legally admissible and enforceable electronic documents.
If you have any comments, suggestions or thoughts on how to select the right deployment solution, write back here.
We are excited to announce the release of our latest version of the eCore product suite, which includes a completely redesigned user interface (Command Center) to interact with your signed Electronic Original documents. Also included in this release is a new version of our SmartSign electronic signature software.
Some of the highlights of the release include:
Sophisticated transaction and document searching. Command Center now allows users to locate information faster through new search screens. These screens allow users to locate their transactions or documents by name, creation date, status, or the customers own unique identifier. Users are also provided with customized search parameters that can be mapped to their internal systems. Users also have access to a directed search function to upload lists for rapidly finding items within the secure repository.
Batch system processing. Command Center has been enhanced to enable batch processing of any collection of transactions and documents managed within eCore. Users can now easily perform actions such as transfer, edit, update status, print, export, and destruction of collections of transactions or documents. All pending batch actions are easily identified within the user interface, and the role-based permission system enables organizations to easily delegate responsibilities across user groups within their company.
Enhanced Control of Transferable Records Transactions. eOriginal has enhanced the eCore contract lifecycle management and transferable records automation functionality. Customers may now define complex business rules to be used during a transfer of ownership. eCore offers unparalleled flexibility to controllers of documents during the transfer process. Users can select individual documents, or sets of documents, within a transaction and assign individual retention policies on each document to be transferred. Assignment of documents has been greatly simplified, whether using the Command Center user interface or through embedding eCore in the user’s application using our published web services interfaces.
Integrated Electronic Signatures. The eOriginal SmartSign® electronic signature component of eCore has been enhanced to enable rapid integration and deployment within web applications. SmartSign™ signature templates automatically create executable, “ready for signature” documents. The system enables users to upload documents from a local or networked file system, set or change document sort orders, sent email invitations and track progress throughout the process.
SmartSign captures the entire signature process from document generation through the capture of all signatures. The solution complies with the rules of state and federal statues for consent and signature capture, logging each step in a detailed audit trail. Our server-side signing process ensures a trusted “closed system” that has been approved by customer internal and third-party legal counsel. Signed documents are automatically tamper-sealed by eCore in the integrated document compliance repository. Signers are able to save or print a copy of their signed documents, and customers can receive a notification email with a watermarked electronic copy of the signed document – which can be also be routed for inclusion in existing imaging, back-office archival or servicing systems.
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