Group Signing – New in e-SignLive™

Francois Perrault, October 23, 2013

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Welcome to the first blog in a four-part series on the upcoming features in our e-SignLive™ Fall Release. Account administrators will soon see a new Create Groups button in the menu bar. While administrators will be able to create groups of signers using this button, both administrators and other users will be able to specify a group as the signer on a document package by clicking Add Signer as they usually would, and then selecting the appropriate group from the drop-down list.

There are many internal processes where requests for signature need to be shared among members of a group. An everyday example would be when employees go on vacation. Their manager often has to step in to keep processes moving forward. In this case, the account administrator can create a group that includes only the employee and manager, to allow either to e-sign documents as well as view the status of documents.

However, larger groups are more representative of the typical use case. Consider a drug store where many pharmacists are on shift at the same time, preparing prescriptions and maintaining the pharmacy. Head office could set the pharmacists at a specific retail location as one group so that when drugs are delivered, any available member of the group can e-sign the paperwork.

Here’s a snapshot of how group signing works:

1. The account administrator creates the group. This person can create, view, modify and delete groups. The administrator sets the group’s name, adds members to the group and determines the group email address (e.g., does the email invite go directly to each member’s individual email address or does it go to a group account). The administrator can also delegate certain membership management tasks to one of the group’s members, such as the ability to add other members (provided the new members already have an e-SignLive account).

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2. To become a member of a group, a user needs to be registered under that account. If the proposed member does not already have an e-SignLive account, he or she will receive an account registration invite. New members will not be able to sign until they’ve completed registration.

3. The person preparing the document for signature opts for a group signer type when identifying the signer, and then selects the name of the group.

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All groups defined under an account are visible to any sender using that account.

4. Group members receive an email invitation to e-sign and will see the document package in their e-SignLive inbox. Signing is on a first come, first serve basis among members of the group, locking out other members during the process. The member who signs does so on behalf of the group and has their name stamped on the document. Anyone verifying the document through the audit trail will see the individual member’s signature information and identity. (Note that only the sender can delete the document package from their personal e-SignLive inbox. Doing so will remove the package from every other member’s inbox.)

5. All group members can monitor the progress status of group transactions, to ensure they are completed on time.

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Excited about these upcoming features? Give e-SignLive™ a try now with our free 30-day trial. Francois Perrault is Silanis’ Senior Product Manager. Watch for future posts from Francois outlining how you and your business can benefit from e-signatures.