E-Signature Documents are the way to go if you need legally binding and court-admissible signatures for any of your documents. Upload a PDF version of your document and have it pre-filled with data previously collected during the Customer's enrollment process. This pre-filled document will be sent to customers to sign on their computer or smartphone.
TIPS
The data collected during enrollment will be autofilled into your e-sign document. If you have not collected some information that is required for this e-sign document, you have two options:
Add the needed information to your Enrollment Form
Require signers to fill in this missing information before signing
Unlock the Feature
First, make sure that Enrollsy has unlocked this feature for you. If you want this feature and it’s not already unlocked, let us know via chat, and we’ll unlock it for you!
NOTE: E-signatures cost $2.50 per signature request. A signature request is when someone prepares a document, sends it out for someone to sign, and collects it back. Whether the request has been fully signed or partially signed, it will still be counted as one signature request transaction.
Admin Role Permission
Be sure the Admins you want access to this feature have the setting to Manage E-Signature Documents checked. To accomplish that, follow these steps:
Go to My Company > Users > Admin and click on the pencil icon beside the Admin user.
Click on the Role field (you may have named your permissions something other than Admin).
Click the cog icon. Next, click the pencil icon to see the Permission list.
Scroll down until you see Manage E-signature Documents and check the box.
Now you’re ready to add your Document!
Add Document
Head over to My Company > Forms > Documents.
Under E-Signature Documents, if you haven't created an E-signature Document yet, you will see an "Add E-signature Document" button.
If you have already added one, just click on the plus sign. This takes you to the Field IDs section.
Four steps will pop up across the top of the screen. We'll walk you through them!
Verify Field IDs
Under Field IDs, you will see the fields from the Enroll Form Editor (where you edit your Enroll Form) on the left side. On the right are the words as you will see them in the Designer (where you place fields on the Document). This makes it easier to drop fields into your E-signature document for autofilling.
Review and change any field nicknames that are not unique so that you can identify them in the Design step. If you want the exact wording as is on the left, click the Fill button, and the wording will be added to the right (you’ll see a checkmark with a circle appear). Once you have the fields as you want them, click Next.
For example, if you have “Cell Number” under Emergency Contact, it may show up on the right as “Cell Number.” Change it to "Emergency Contact 1 Cell Number" to improve your ability to identify it.
This will make designing the form so much easier for you, even if you will not use all of these fields in your document.
Setup Document
Now you’re at the place where you can upload a PDF document (the Document you want to be signed). Click on Upload Document to upload the Document from your computer.
NOTE: All E-signature Documents must be in PDF form and should be 8.5x11 in size. Print the Document to a PDF to save a Word or Google Document.
Under the Setup section, enter the following information:
Title - On the right, put your Title (you can change this later).
Required At - Select whether this Document is required at the Primary Account Holder, Enrollee, or Enrollment level.
A Document at the Primary Account Holder level will only be required once per Primary Account Holder, regardless of how many Enrollees or Enrollments, they have in an Enrollment Period.
A Document at the Enrollee level will only be required once per Enrollee, regardless of how many Enrollments they have in an Enrollment Period.
A Document at the Enrollment level will be required each time an Enrollment happens into any program that requires it, even if they have already signed that Document.
It’s important to note that the rules above apply per Enrollment Period. Find out more details about each of these here.
Expiration - If applicable, you can put an expiration date (i.e., 12 months). Expirations are tracked for you and allow you to filter Documents by soon-to-expire or expired.
Redirect URL - You can also add a custom URL (website) to which you want those who sign to be directed when the signing process is over. The default is the Customer App home page.
Signers - The signer type usually stays at “Primary Account Holder/Parent.” The other options are Secondary Account Holder, Enroll Form Field, or Typed Email:
The Secondary Account Holder field is used when you want to have more than one signer on the Document, and the second signer is the Secondary Account Holder.
The Enroll form field is used if you want a second or third signer. You can choose an email field from the Enroll Form to be the email that receives the E-signature document.
A Typed Email field is used if you need a director or other admin to sign the document.
NOTE: Multiple signers CANNOT use the same email address per Dropbox Sign!
Click here for more information on this.
Design Document
You can design your document exactly how you want it to be, pre-filled. Here's really all that you need to know:
Pink fields (boxes) - Fields you want to have pre-filled using the information collected during enrollment.
Blue fields (boxes) - Fields the signer will fill in during the time of signing and will not be pre-filled.
Grey Fields (boxes) - Fields that you add to the document right now.
Now select the "Open Design Tool" to begin placing Pink fields and Blue fields in the correct fields on your document. On the left side, you will see the following information:
Signers - Me(now), Sender, and the Signer(s)
Signature Fields - Signature, Initials
Auto-Fill Fields - Date signed, Full name, Email address, Company, Title
Standard Fields - Textbox, Checkbox, Dropdown, Radio group
These are further explained below. On the right are other settings for each element clicked on the left.
Me (now) Fields
The "Me (now)" field is typically used if you have to fill in a blank with the company name, contact info, or anything else that is static and will not be editable by the Signer or pre-filled by Enrollsy.
Sender Fields (Pink Fields)
A Sender Field is any field you want PRE-FILLED through Enrollsy's Enroll Form. These fields are pink and automatically pre-fill with the first available text (Email Address-Primary Account).
Standard Fields
The only available fields for autofill are "Textbox" or "Checkbox."
Textbox - Use this field for all Sender text fields.
Checkbox - This field is not compatible with our Enroll Form setup. These boxes will have to be filled out by the Signer at the time of enrollment (see Signer Fields/Standard Fields below).
Drag and drop the preferred field to where it goes in the document. A new menu will appear on the right. Under "What Text Goes Here?" on the right side, scroll down until you find the correct text for that field.
NOTE: These options will NOT be in the order they are on your Enroll Form. The options that show up here are the Field Nicknames under the Field IDs section.
The following is an example of how to add the fields to be mapped automatically:
Text box Standard Field Settings
When clicking within a particular text box, settings will appear on the right that includes the following:
Text Options - Here, you can put in a Placeholder Text, i.e., "Hospital Name," that will show up in the text field to the customer. This is optional.
Formatting - This is the font type and size of the text in the text field. You can make the text smaller to fit into smaller blanks/lines in your document.
What Text Goes Here? - As described above, this is the text from the Enroll Form that you added nicknames to under "Field IDs."
Metadata Fields
Metadata on programs now shows up as merged fields under "What Text Goes Here?" to pre-fill with. It uses the key to list it here, and the value will be pre-filled.
Signer Fields (Blue Fields)
A Signer Field is a person signing the form. These fields will turn blue and must be filled in by the Signer. NOTE: A signature field MUST be on the document for it to save the first time.
Signature Fields
Signature - For any signature needed on the document.
Initials - For any initials needed on the document.
Auto-Fill Fields
Date Signed - For any date after a signature, use this field.
Name, Email, Company, and Title are rarely used. You can use the Email field if you have a Signer field, specifically an email.
Standard Fields
Text box - Use this field for all Sender text fields.
Checkbox - Use this field for places where a checkbox needs to go. NOTE: These boxes will have to be filled out by the Signer at the time of enrollment. You can also choose to have a checkbox checked by default (toggle button under Options).
Dropdown - Use this field for single-choice or Yes/No questions that the Signer must select. Put in your single-choice options under Options.
Radio Group - Use this field for questions that have circles or boxes for one of two choices. Put in the Radio Names (i.e., Yes/No).
The following is an example of how to add the signer fields:
Text box Standard Field Settings
When clicking within a particular text box, settings will appear on the right that include the following:
Required - Check this toggle box if you want this field REQUIRED on the enrollment form.
Text Options - Here, you can put in a Placeholder Text, i.e., "Hospital Name," that will show up in the text field to the customer. This is optional.
Mask Typed Text - Use this if the field has sensitive information, such as an insurance policy number, etc. The text will appear as asterisks to other signers and on the final PDF.
Formatting - This is the font type and size of the text in the text field. You can make the text smaller to fit into smaller blanks/lines in your document.
Validation - This can be skipped, but if you want, you can validate a field by making it numbers only, letters only, phone numbers only, etc. Be careful with validation. For example, if you put phone number validation, only a phone number can be added in that field.
Field Name - This box can be skipped unless you want to name a field.
Conditional Logic - If you need a field to only be completed if another question is answered in a certain way, then you can add a rule here that makes that field visible if the prerequisite question is responded to correctly. For example, a parent's signature field to be transported is only visible if the parent answered "Yes" to the question, "Does your child need to be transported?"
Instructions:
Set Conditional Logic on your prerequisite question.
Select the answer.
Then "Show/Hide" the following field (s) - Click the field (s) that has to be shown or hidden (they will become a transparent blue).
Click Done to save.
In our example below: "Does the child regularly take medication?" If the answer is Yes, then the signature field needs to show.
Field Alignments
The fields will not be aligned precisely when you first drop in your fields. You can align the fields the way you want by selecting them (drag the mouse over the fields you want to align, and they will be "selected"). A menu will pop up in the top-right corner that looks like this:
The bar shows the direction of the alignment. These icons show alignment to the side, top, bottom, vertically and horizontally. See how this works:
Other Field Adjusting Tools
You can also adjust the fields by moving your up/down/left/right arrows on your keyboard, or selecting the field with your mouse and moving it with the mouse.
Zoom in or out by adjusting the percentage from 25% to 300%:
There are also Undo and Redo buttons (arrows), Copy and Paste buttons, and a Keyboard Shortcut button:
Test E-signature Document
Important Note About Companies in Test Mode (Not Yet Live)
If your company is still in test mode, meaning that you have not been set live where payments can be made, please note that the following method is the ONLY way to test E-signature Documents. E-signature Documents will NOT be sent to any test enrollments (through the Enroll Form) when the company is still in test mode. Companies will have to be set live before E-sign Docs will be sent.
Send a test to yourself or someone else to ensure your E-Signature Document works the way you want it. To do this, follow these steps:
Navigate over to the Send Test tab.
Search for ANY existing Account via Enrollee or Account Holder name that has enough filled-out information for you to test. NOTE: This can be ANY active Account; the Document will NOT be sent to the Account Holder(s). Their account is only being used for testing purposes.
Input an email address to send the test E-signature form out. This can be your own Admin email to send to yourself or any other email address.
Click "Send Test" to email the chosen address.
Check the email address you sent the test to for an email with this subject line:
"[Company Name] [Document Name] - Signature requested by Enrollsy.com." The sender will be noreply@mail.hellosign.com.
Click on the "Review & Sign" button. The document will open with this message: "This is not legally binding. This is a mock signature request and has no legal value." Click "Ok" to continue.
Click "Get Started" and ensure the fields are working correctly. Go through the document as a customer would, viewing which fields are required (marked with a red asterisk) and if all the information shows up in the field. If something looks wrong, go back to the design tool to readjust the fields.
As you go through the Document, all the Required Fields that are left to be filled will show up in the top left corner of the document (as shown below).
When all the required fields are filled, you will see the message, "You have completed all required fields. Please click Continue."
Make Edits
If you have any changes that need to be made, open the Design Editor to make the changes. Save the template (you can send another test at this time; you can send as many test Documents as you wish).
NOTE: Once you create and map your E-sign Document, you CANNOT change the Field IDs. You must create a new Document if you have to edit these fields.
Required Fields
If you need to edit fields to be required (or not required), you can do so on the Enroll Form. Then you need to take one extra step on the E-signature Document. Follow these steps to update required fields:
Click on the pencil edit icon on the E-signature Document.
Navigate over to the Design tab.
Click the "Sync Mappings with Fields" button to sync up the fields that were changed to or from "required."
Attach Document to a Program
After you have created your E-signature Document, you will need to attach it to the Program(s) it belongs to. E-signature documents are automatically emailed when someone enrolls in the Program the Document is attached to.
Follow these steps to attach the E-signature Document to a Program:
Step 1 - Select Program(s)
Head to the Program page and click on the pencil icon of the Program you want to attach the Document to. To attach it to more than one Program, select the Programs on the left (or select all) and click the bulk update button (see below).
Step 2 - Attach to Enroll Form
Select "Enroll Form" on the left menu or scroll down to the Enroll Form settings. Click on E-signature Documents (you may need to click the toggle button to turn this on if you are adding the Document to multiple Programs). Select the Document you previously created from the dropdown list:
Step 3 - Save
Click the Save button to save your settings.
After this is finished, everyone who enrolls in that Program will be sent an email asking them to sign the Document. If they DO NOT sign it, they will be sent a reminder email in 3 days, then in 7 days. No more automatic reminders will be sent after 7 days; however, you can manually send reminders anytime.
Admins can also manually send the e-signature email anytime. Click here to learn more about sending E-signature Documents.