Manage Signatures During the Sign Step

This article will walk you through how to manage signatures during the Sign step.

 

In most workflows, once all of the approvals are collected, Ironclad automatically sends signature requests to the designated counterparty and company signers via your company’s e-signature provider.

Workflows can also be configured for signature coordinator to take the steps to review the documents and send for signature manually.

 

Manage a Signature Packet

When your workflow configuration is set up to require approval to send out for signature, the signature coordinator is designated to send out the agreement for signature. During the Sign step, the signature coordinator can:

1. Prepare the signature packet.
2. Upload the signed packet.
3. View the signature packet document.
4. Download the partially signed signature packet as a PDF.
5. Download the signature packet as a PDF.
6. Cancel the signature packet.
7. Reorder signers
8. Add/remove signers
9. Add signature packet CC recipients

Ironclad Signature packets do not expire, but the generated link expires in 30 days and the signer will receive a new link to sign at that time. You can configure Automated Signature Expiration directly in Workflow Designer.

 

View Signature Packet Document

1. If you want to view the signature packet document, click on the packet located in the in the Signature packet section.

   

2. If you want to download the partially signed packet as a PDF, at least one (but not all) of the signers needs to have signed. In the Signature packet section, click Download > Download partially signed packet.

   

3. If you want to download the signature packet as a PDF without any of the signatures, in the Signature packet section, click Download > Download packet without signatures.

   

4. If you want to cancel the signature packet, click the three stacked dots located at the top right of the signature summary section. Click Cancel all signatures.

5. There's also an option to "cancel latest signatures" which will reset back to the original signature packet, if someone has uploaded a new signature packet from outside of Ironclad. "Cancel all signatures and revert to review" will cancel the signature packet, notify signers it is canceled, revert back to review , and often reset approvals.

 

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Upload a Signed Document

1. In the Signature packet section located in the top right, click Upload.

2. Select your signed document and click Next: Select signers.

3. Select the signers whose signatures are included in the document.

   

4. You can now click Confirm and proceed to the Archive step, or click the dropdown next to the button to select Confirm and proceed to save packet.

 

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Update/Reassign a Signer

Required Role: Signature Coordinator or User with workflow manager permissions

Even if your workflow template is set to automatically send your signature packet out for signature once all of the approvals are collected, signature coordinators can still edit signers. If you edit the signers after a signature packet has already been sent out, the signature packet will be canceled, and the signers who received the signature packet already will be notified.

1. To update a counterparty signer’s information, click the three stacked dots next to the signer, and then click Edit. Update the existing signer’s information, or add a new signer’s information. Provide a reason for the update. Click Save signer.

2. To update a company signer, click the three stacked dots next to the signer, and then click Edit. Select a new signer from the dropdown. The options in the dropdown are designated in the workflow template, so if a group or individual users are assigned the company signer role in the template, they are included in the dropdown. Provide a reason for the update. Click Save signer.

   

3. Changes for both of these steps are documented in the Activity Feed. After you finish your updates and reassignments, you must manually send the signature packet out for signatures by clicking Send for signature.

4. Once the signature packet is sent out, the first signer is labeled Awaiting signature. Once they sign the signature packet, they are updated to Signed and the packet is automatically sent to the next signer.

   

 

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Add/Remove a Signer

1. In the Ready to sign section, click Add signer.
2. To add an additional counterparty signer, enter the signer’s name and email. Add a comment describing why you are adding the new signer, and then click Add signer.
3. To add an additional company signer, enter the signer’s role name, and then click the Signatory dropdown. Select the user you want to add. Click Add signer.
4. After you add the new signer, you must place signature tags.
5. If you want to remove a signer, click the three stacked dots next to the signer you want to remove, and then click Remove signer.

 

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Reorder Signers

1. To reorder signers, click the three stacked dots next to the signer, and then click Reorder signers.
2. Select to remove a signing order so that signers are parallel or sequential, or drag the signers around to change the signing order. Select Save signing order. This cancels any signature packet that is already out for signature, and notifies signers that have already received a signature request.

 

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Add CC Recipients

Adding and removing CC recipients is only available when the contract is not out for signature. If it is already sent, and you need to select

1. In the Ready to sign section, click Add CC.
2. Select Add eSignature CC and enter an email or a user name.
3. You can remove a CC by hovering over the recipient and selecting the X.

 

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Add/Resize Signature Tags During the Sign Step

When you launch a workflow and select Counterparty Paper as the paper source, the signature coordinator is prompted to place signature tags during the Sign step.

Ironclad will always prompt the signature coordinator to place tags on your counterparty paper, even if they have signer role tags already placed. This is to ensure that the correct tags are placed and correspond to the roles that are directly available in the workflow template used.

The signature coordinator is also asked to tag the documents if new versions of documents have been uploaded at Review so that there are no signature tags, and if a new signer has been added to the workflow.

If you want more information on how to optimize your document for signatures, refer to Format Microsoft Word Documents.

1. Click Tag documents for signature.

   

2. Drag and drop the tags for each signer from the left panel to where you would like the signature blocks to be. The box surrounding the tag represents the properties that your recipient will see.

3. To resize a tag, hover over the bottom right corner; an arrow displays. Click and drag to adjust the width and height of the box.

   NOTE
   The white box represents where the tag will render. The purple identifier tag will not be displayed when the document is sent out for signature.

4. Placed tags are required by default, but can be made optional by selecting the tag and clicking Make optional. You can make optional properties required by selecting Make required.

   

5. To add an initials tag to the document, drag and drop an Initials tag from the left panel to the document.

6. Click Send for signature and you are prompted to send out the signature request.

   NOTE
   There is currently no way to consistently review and apply tags before sending for signature.

 

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Copy Signer Link

This functionality is exclusive to Ironclad Signature.

After a workflow moves into the Sign step, you can copy a recipient's unique signature packet signing link. This is the same link Ironclad automatically emails to signers and viewers. This enables you to send the signature packet to signers through methods outside of Ironclad such as text or chat.

Signing order is respected, even if the unique signing link is sent out of order through another system.

1. An admin must enable this feature. To enable this functionality, navigate to Company Settings > Settings and toggle on Allow users to copy signer links. Select Update. Once enabled, you can configure access on a per-workflow basis in the Workflow Configuration’s Sign step settings.

   

2. We highly recommend enabling signer verification. To do this, locate the relevant workflow configuration in Workflow Designer. Click the Sign Tab > Settings > eSignature > More Settings. Toggle on Require verification for all signers.

3. To copy a signer’s link, click the three stacked dots next to the signer, and then click Copy signer link.

   

4. Send the signer link to the corresponding signer via your preferred method of communication.

   NOTE
   Verify that you are sending the correct link to the corresponding signer. Sending one signer's signing link to a different signer is the same as a signer forwarding their unique email to another person.