Sending documents for E-Signing

To finalise and send a document for E-Signing:

1. Click either Properties, Contacts or Tenancies on the main navigation bar
2. Search for and select the relevant record for whom you are creating the letter, from Recent & Favourite or via the Search bar in the top right
3. The Overview screen opens. Click Docs
4. In the dropdown menu, click Write a Letter...
5. In the Write a Letter window, choose the type of letter you wish to send. Then, click Next
6. Choose which template to use for your letter
   1. Filter by Brand, Branch, Sale/Rent to refine the list
   2. Click your preferred template to select it
   3. Double click a template to preview it
7. Click Next
8. Choose the records for your letter:
   1. Associated Contact - This is the person to whom you will be sending the letter, i.e. your client  
   2. Associated Property - This can be changed if necessary
   3. Associated Tenancy - This can be changed if necessary
   4. Associated Supplier - Search for and select a supplier, if it's required to complete a merge code in your letter 
   5. Send from - Use the dropdown menu to edit if necessary
   6. Appearance (Branch/Brand) - If your agency uses different branding, select the necessary brand
9. Click Finish. Your document will open up in a new tab on your browser
10. Edit the content of the template, if required.
    Please be aware however that URLs/links to websites and social media do not work on letters.
    For more information on the Letter editor features, click here
11. When you're happy with the document, click Finalise, then E-Sign

12. The Send for Electronic Signatures window opens 

    1. Signatories - This field includes all the names of those associated with the record. You can click the dropdown arrow to view all parties with their email address, and tick to include, or untick to exclude them from sending.
       (The colour Blue signifies a vendor or landlord, Purple signifies an agency signing on behalf the landlord, and Pink signifies a tenancy)

     Note

    If any of your Signatories don't have an email address recorded on their Alto record, a warning triangle will appear before their name. You can amend this by selecting the Warning Triangle, then adding an email address in the blank field. The upcoming email will be sent to the specified email address, and the email address will be saved back to the contact record

    1. CC - Another party can be added, provided they are a contact, but they won't be able to sign
    2. Unique Ref - This is a system generated ID and should not be deleted 
    3. Remind After ..... days - An automatic reminder will be sent at this interval of days, to any recipients who have not yet signed their document. The number of days can be edited if required
    4. Message - At this stage, the email body of text within the Message section is editable if needed, but be aware that the final email will show this text within a larger Keyflo email that will generate to your client pulling through the names and salutations. 
       It's best practice NOT to add salutations, names, or sign offs here as it will skew the final email that your client will receive
13. When you're happy with the email, click Send

An entry with the status of Pending will be added to the contacts, associated property and/or tenancy Timeline.

Your client will receive a Keyflo email explaining to them that they have a document to sign, along with what property it relates to, and they'll be guided through the process of signing.

To finalise and send a document for E-Signing on behalf of a landlord:

1. Click either Properties, Contacts or Tenancies on the main navigation bar
2. Search for and select the relevant record for whom you are creating the letter, from Recent & Favourite or via the Search bar in the top right
3. The Overview screen opens. Click Docs
4. In the dropdown menu, click Write a Letter...
5. In the Write a Letter window, choose the type of letter you wish to send. Then, click Next
6. Choose which template to use for your letter
   1. Filter by Brand, Branch, Sale/Rent to refine the list
   2. Click your preferred template to select it
   3. Double click a template to preview it
7. Click Next
8. Choose the records for your letter:
   1. Associated Contact - This is the person to whom you will be sending the letter, i.e. your landlord
   2. Associated Property - This can be changed if necessary
   3. Associated Tenancy - This can be changed if necessary
   4. Associated Supplier - Search for and select a supplier, if it's required to complete a merge code in your letter 
   5. Send from - Use the dropdown menu to edit if necessary
   6. Appearance (Branch/Brand) - If your agency uses different branding, select the necessary brand
9. Click Finish. Your document will open up in a new tab on your browser
10. Edit the content of the template, if required.
    Please be aware however that URLs/links to websites and social media do not work on letters.
    For more information on the Letter editor features, click here
11. When you're happy with the document, click Finalise, then E-Sign

12. The Send for Electronic Signatures window opens 

    1. Signatories - This field includes all the names of those associated with the record. You can click the dropdown arrow to view all parties with their email address, and tick to include, or untick to exclude them from sending.
       (The colour Blue signifies a vendor or landlord, Purple signifies an agency signing on behalf the landlord, and Pink signifies a tenancy)

     Note

    If any of your Signatories don't have an email address recorded on their Alto record, a warning triangle will appear before their name. You can amend this by selecting the Warning Triangle, then adding an email address in the blank field. The upcoming email will be sent to the specified email address, and the email address will be saved back to the contact record

    1. CC - Another party can be added, provided they are a contact, but they won't be able to sign
    2. Unique Ref - This is a system generated ID and should not be deleted 
    3. Remind After ..... days - An automatic reminder will be sent at this interval of days, to any recipients who have not yet signed their document. The number of days can be edited if required

    4. Agent Signing? - To sign on behalf of the landlord, tick the box and select the relevant agent that you wish to receive the letter via E-Sign. 

        Note

       Only agents that have been identified as authorised signatories will be able to select from this dropdown list, so you may need another member of your team to allocate the letter to the relevant agent if you don't have the required permissions

    5. Message - At this stage, the email body of text within the Message section is editable if needed, but be aware that the final email will show this text within a larger Keyflo email that will generate to your client pulling through the names and salutations. 
       It's best practice NOT to add salutations, names, or sign offs here as it will skew the final email that your client will receive
13. When you're happy with the email, click Send

An entry with the status of Pending will be added to the contacts, associated property and/or tenancy Timeline.

The chosen agent will receive a Keyflo email explaining to them that they have a document to sign, along with what property it relates to, and they'll be guided through the process of signing. This will direct them to eSignatures on the Home screen side menu.

The chosen agent will be able to see how many documents are awaiting signature. Clicking into each letter, they'll be able to view the Recipient Type (who needs to sign) and the Status. Any letter awaiting an agent signing will show as Agent.

15. To sign the document, the chosen agent can click the pencil icon
16. They can then click Next Field to jump straight to the signature, and then select Click here to sign
17. They can then Type, Draw, or Upload a signature, and then click Save Signature
18. Finally, they can click Yes to confirm the signing

That will complete the E-Sign document - you'll then be able to see that the letter has been signed and when it was signed.