PropertyFile Release Notes Version 4 - eSignatures

This article includes: 

New Features

Send documents for electronic signing

Alto is now integrated with the eSigning Module, developed by PropertyFile.  Using existing functionality, it is now possible to send documents for selected recipients to electronically sign, by adding a new merge code to any document template.  You can set an automatic reminder for recipients and you will receive notifications throughout the signing process, and the Alto timeline will keep you up to date with the signing process.  

Getting Started

Activate eSigning in PropertyFile 

The eSigning feature is a new module available within PropertyFile.  If you have already activated PropertyFile, you will need to go to the configuration page to switch on the eSigning module.  

  1. Click Tools on the main toolbar
  2. On the side menu, under System Tools, click PropertyFile
  3. On Alto PropertyFile Administration, click the Pencil alongside your Domain
  4. The PropertyFile Dashboard will open. Click Manage Modules on the side menu
  5. Scroll down to eSigning and toggle it to On
  6. Click Save
  7. Click Confirm

 Note

If you are yet to activate PropertyFile, please see Activating PropertyFile for details on how to do this.

Configuration Options 

The PropertyFile Admin Configuration Page will include a new setting in the Notification Settings section of the page.  A notification type for eSigning gives you the option to determine the recipient(s) of your eSigning email notifications.  

Your branch will not receive any eSigning notifications until you have configured your Notification Settings.  

  1. Click Tools on the main toolbar
  2. On the side menu, under System Tools, click PropertyFile
  3. On Alto PropertyFile Administration, click the Pencil alongside your Domain
  4. Click Notification Settings on the side menu
  5. On the eSigning row, you have 2 tick box options for notification settings
    1. Sender - Tick the Sender box if the member of staff who originally sends the eSign document will be the person who is notified that the document is fully signed
    2. Custom - Tick the Custom box if you'd like a different member of staff to that who sent the document, to receive the relevant notification emails. (You can enter multiple email addresses for these notifications by separating the emails by a comma)
  6. Click Save
  7. Click Confirm

You can enter a single email address to receive notifications: or add multiple email addresses, by separating each email address with a comma.  

How to setup your Document Templates

By adding an eSignatures merge code to a new / existing Document Template, your document will be setup for a contact of that type to eSign your document.  
For more information on how to add a merge code to a document, please see Adding Merge Codes To A Letter

The following eSignature merge codes are currently available in Alto: 

  • #eSignatures_Tenant#
  • #eSignatures_Landlord#
  • #eSignatures_Guarantor#
  • #eSignatures_Vendor#

The eSignature merge codes return block of contacts of that merge code type: i.e. if you have a property / tenancy associated with multiple tenants when the #esignatures_tenants# is included in a document, the document will return ALL the respective tenants on the tenancy.  

 Note

It is advised the merge codes are placed directly onto a document instead of being placed within a table

 Note

Forms do not need a witness when they are electronically signed, however, Deeds require a witness and are therefore not ideal documents for electronic authorisation

How to send a document to receipients for eSigning

Once you have included the relevant eSignature merge codes in your document template, it is then available for electronic signing.  Whether your document is merged as an ad-hoc letter, or is triggered by an event within alto, when the letter is Finalised you will have the option to send it for eSigning.  

  1. When the document editor is visible
  2. Click Finalise
  3. Click E-Sign. An Electronic Signatories dialogue box will be displayed: 

How to amend recipients 

Signatories are automatically populated based on the merge codes contained within the document.  i.e. if a document contains the merge code #esignature_landlord#, the landlord(s) of the associated property will be listed as selected recipients.  The system pre-populates the recipients based on the merge codes contained within a document.  Contact records with 2 persons, will see each person displayed as a separate signatory.

 

The system also provides a visual indication where the contact record does not contain an email address.  

You can populate an email address from this dialogue box and the email address will be saved back to the contact record, by performing one of the following steps: 
Option 1: 

  1. Click on the warning triangle next to the recipient's name in the address bar
  2. Enter email address
  3. Click Save 

Option 2: 

  1. Expand the recipient field using the drop-down arrow 
  2. Click Set an Email Address 
  3. Add email address
  4. Click Save

Agent Signing on behalf of Landlords 

The system allows System Administrators to delegate authority to Alto users by marking them as Authorised Signatories.  When an eSigning request is created for a landlord, the user has the option to select an authorised signatory to receive the document for eSigning, instead of the Landlord.  Agents may want to use this feature when getting a tenancy agreement signed for a fully managed property.

Setting up an Authorised Signatory

  1. Click Tools on the main toolbar
  2. On the side menu, under System Tools, click System Administration
  3. Click Group Users
  4. Click Edit next to the user you want to permit as an authorised signatory
  5. Scroll down and select Electronic Signing from the list
  6. Click Save

 Note

It is important the Authorised Signatory is aware if a user selects to sign on behalf of a landlord and is not properly authorised, they may be personally liable for any obligations under those contracts

Sending a eSigning on behalf of a Landlord

  1. Select to Finalise 
  2. Click on E-Sign
  3. Select the Agent Signing? check box 
  4. Select an agent from the list of Authorised Signatories for your group
  5. The agent's name will now be visible instead of the Landlord(s) 
  6. Click Send (at the bottom right of the page) and the document will be emailed to the signatories and cc recipients displayed on screen.  

How to edit the default eSigning request email text

The default text visible on the "Send for Electronic Signatures" dialogue box contains default text which is sent to your customers when they receive the request to electronically sign a document.  This can be edited by your System Administrator by performing the following steps: 

  1. Click Tools on the main toolbar
  2. On the side menu, under System Tools, click System Administration
  3. Click Email Templates
  4. Navigate to the following email template:

EmailSigningRequest: Here you will see the default text sent to signatories, the text here is wrapped in the HTML code which defines the formatting the recipient will see.  If you are unsure of how to make amendments here, please contact Support.  

EmailSigningRequestCopy: This email template contains the text which will be sent to recipients listed as CC's which differs slightly to what is sent to signatories.  

Timeline Entry

When a document has been sent for eSigning, a Timeline entry will appear against the recipients's timeline and any associated property or tenancy.
Details of each recipient's status is found when clicking on the icon in the Timeline.  
The following statuses apply:

Audit Trail - The system produces an Audit Trail, which is the document which may be used to verify all signing activity, including the IP address of all recipients.  A sample of a completed signing request may be found below:
 

Retrieving a Signed Document 

  1. When your timeline entry has a Finalised status, click on the Document Name
  2. The signed document will now be visible

Resend and Void functions

Resend:

A document can be resent to one or all recipients, at any stage before it has been signed.  

  1. Click on the eSigning icon on the timeline entry
  2. Click  to resent to a single recipient
  3. Click Resent All, to resent to all parties who are yet to sign
  4. The eSigning request will be resent to the email addresses visible in Signatories dialogue box, displayed when click on the eSigning icon. 

Void:

Alternatively, you can void a document if it is no longer valid, i.e. if the recipient's email is incorrect or the document content requires a change.  

  1. Select Void 
  2. Add a reason for voiding the document 
  3. The recipients will receive an email explaining the document has been invalidated for the aforementioned reason. 

 Note

You can only void documents which have not been signed by all parties

 

Dashboard Widget

The main dashboard now includes an eSignature Widget which is split into 2 parts.  The pie chart offers a break down, in 7-day intervals, of how many documents are awaiting signature.  
The second section displays all signing requests by status, here you can click on the status bar of the eSignatures Widget, to adjust the time period for the statistics presented.  You can select to see documents sent: 

  • In the past 24 hours
  • In the past week
  • In the past month
  • In the past 3 months

eSignatures Dashboard

If you click on a segment of the eSignature widget, or the eSignatures icon on the Dashboard menu, the eSignature Dashboard will be displayed with the same filter options available on the Dashboard Widget.  


The dashboard will display documents according the status selected at the top of the dashboard.  When you click on a document status, the left-hand menu will list documents which currently have a respective status.  The right-hand menu will display the recipients of the document sent for electronic signing. 

You will have the ability to see the signing status of each recipient and perform numerous actions.  

The dashboard screen allows you to perform the following functions: 

  • Document Level Actions
  • View the Audit Trail
  • Resent to all unsigned recipients
  • Void the Document 

Recipient Level Actions 

  • Add a phone note
  • Send email
  • Send an SMS
  • Add a document level task
  • Resend to a single recipient 

SAMPLE SIGNATURE

Title First name Surname

DATE

 

SAMPLE SIGNATURE

Title First name Surname

DATE

Field Description
From Negotiators need a valid email to send documents for eSigning
Signatories  A list of potential signatories will be automatically populated based on the eSigning merge codes 
Subject Line An editable field which reflects the Document to be signed
Unique Ref A system generated ID which is unique to the signing request 
CC Add contacts to be cc'd on documents sent for eSigning 
Reminders  Set reminders so that recipients who are yet to sign are reminded after a set number of days.  If the reminder is set to 0 - no reminders will be sent.  

Icon

Recipient

Sent

esigning request has been successfully sent

Awaiting Signature

Request has been successfully delivered to one or more recipients (visible on the property / tenancy timelines)

Viewed

The relevant recipient has viewed the request

Signed

The recipient has signed

Signed 1 of x

The document has been signed by one or more recipients

Finalised

All recipients have signed

Expired

The request has not been signed by all parties within 28 days

Resent

The document has been resent

Voided

The document has been invalidated

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