Once an eSignature template is created, you are ready to prepare the document for signatures. Within the template editor, users are able to choose different types of fields: Signatures, Initials, Date Signed, Textboxes, Checkboxes, Dropdowns, and Radio Groups. Below we'll navigate through the eSignature template coding process.
Assigning Fields to Correct Parties
First, you'll need to choose which investor profile type will be assigned to the field. All investor profile types that are found in your CRM will be found here (Individual, Entity, Self-Directed IRA, Trust, and Joint Account). Additionally, if you've chosen to add Secondary Signer(s) and/or Countersigner(s) to the template, fields will be available for these as well. Select the Signers drop-down on the left-hand sidebar to select which profile type the field you will place in the document should be assigned to. Each profile type has a unique color coding for quick reference.
Drag and Drop Fields
To place any field on a document, simply click on your choice in the fields section of the left hand sidebar. Once the field has been chosen, simply click on the field and drag it out into the appropriate place within the document. You may resize the field to fit the line or space within your document.
- Signature - Prompts the assigned profile to sign their full signature in that location. *
- Initials - Prompts the assigned profile to sign their initials in that location.
* Please note for Joint Account Secondary signers, signature boxes need to be placed on a separate line or space in the document. These signature boxes cannot be stacked or aligned in front of or behind any other signature boxes for all other signer types.
- Date Signed - Will record the date the document was signed by the profile it's assigned to.
- Name, Email, Company, and Title - These will NOT be pulled from the IMS system. If using these fields, the investor will populate the first instance of the box and it will "auto-fill" the remainder of those type boxes. Utilizing a significant amount of these fields can severely degrade the loading and processing time of the document. We HIGHLY recommend using a Standard Textbox assigned to a Sender variable. This will pull the information directly from IMS.
- Textbox - Prompts the assigned profile to fill in custom text when signing the document OR prompts IMS to fill in system data before signatures are collected on the document.
- Checkbox - Prompts the assigned profile to select one or more checkbox options.
- Dropdown - Prompts the assigned profile to select one of the options provided.
- Radio Group - Prompts the assigned profile to select one of the radio button options.
Sender Textbox Fields with Variables
eSignature Templates can include Textbox fields from Sender, which integrates with your CRM. The pink Sender textbox field will automatically populate specific information onto the document depending on the variable used in the coding process. First, drag and drop the Sender textbox field from the left hand side bar into the document. Next, while the Sender field is still highlighted, choose the appropriate variable from the "What text goes here?" dropdown on the right hand side bar. This allows the document to be customized for each signer and prevents the signer from filling in these fields themselves. For a full list of Textbox 'Sender' input fields, please click here.
Changing Fonts and Date Layouts
You may choose the font type and size for the field using the options on the right hand sidebar.
The date format can also be adjusted using the options available in the right-hand sidebar.
Saving the Template
Throughout the coding process as well as when coding is completed, click on Continue in the upper right hand corner of your screen. This will save your work. We recommend saving every 15-30 minutes, so you do not lose your work.
All eSignature documents coded through IMS are required to have signature fields for the profile types specified by the Signer Type selection. You will receive an error message if you do not have a non-date field present for the applicable Signer Types before trying to click Continue.
What are Signer Types?
When the end user is prompted to sign the document, only the applicable signature fields will be shown on the document. In the example below, an investor is prompted to sign the document in the Deal Room. You can see that Stephanie is only given the option to sign the field that was marked for an Individual investor profile type, and she does not see any other profile type fields available even though they have been coded into the eSignature template.