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Send for signature

Send for Signature

Send documents for eSignature by uploading files, adding recipients and signature controls, reviewing delivery settings, and submitting documents to clients.
You can send documents to clients that need to be e-signed and are separate from documents that could be sent with a return package at any time of the year. This article outlines uploading, adding signature controls, and delivering documents to clients.
note
  • Up to 30 documents can be sent in each transaction.
  • Supported file types are Word documents and PDFs only:
    .doc
    ,
    .docx
    , and
    .pdf
    .
  • Documents should not be password-protected when uploaded.
  • Documents remain separate when completed.
  • Word documents are converted to PDF and can't be edited.
  • Reporting information is separate from returns reporting.

Locked documents

A document becomes locked if the system times out or the user closes processing without selecting
Save & Close
. Use the following steps to unlock a document.
  1. Go to the
    Locked
     section.
  2. Select the document or documents you want to unlock.
  3. Select
    Unlock
     from Bulk Actions, or
  4. Select
    Unlock
     from the Action menu.

Upload files

  1. Drag and drop
     files or select
    Choose File
     to open File Explorer and upload files.
  2. Select
    Access
     if you want to restrict other users from viewing the document on the Delivered and Archived reports.
  3. Enter a
    Client ID
     if needed.
  4. Enter the
    Client Name
    .
  5. Select an
    Office Location
    .
  6. Select a
    Tax Year
    .
  7. Select a
    Document Type
    .
    • The
      Expires On
       date updates automatically based on the selected document type.
      • Select the date to edit it.
  8. Select
    Delete
     if a document was uploaded in error.
  9. Select
    Next
    .

Add signers

The following sections relate to adding signers.

Recipient information

  1. Select the
    Sender
     dropdown to select the sender name displayed to the client.
    • The default sender is the company name.
    • The sender can be changed to another user.
    • The sender's name appears in front of noreply@safesendreturns.com in client emails.
  2. Select the
    Sender Signing
     dropdown to select a signing option for the sender.
    • If the name is set to the company, the only option is
      Sender does not sign
      .
  3. Select a
    Signing Sequence
     option. Refer to
    Signing sequence
     in this topic for more information.
  4. Select
    Add Recipients
     to add additional recipients or signers.
  5. Enter the
    Recipient Name
     for each signer and CC recipient.
  6. Enter the
    Recipient Email Address
     for each signer and CC recipient.
    • The same email address can be used for a maximum of two signers.
  7. Select the
    Recipient Type
     dropdown to select the type of recipient based on signing needs.
note
CC recipients don’t receive the document until all signers have signed, regardless of the signing sequence settings.
  1. Select the
    Link Authentication
     dropdown to select the type of authentication.
    • Leave this blank if you don’t want to require signer authentication.
  2. Enter an answer for each Question/Answer authentication selection.

Signing sequence

  1. Select
    Parallel Signing Sequence
     to send the document to all signers at the same time.
  2. Select
    Custom Signing Sequence
     to select the order in which each person signs.
    1. Select in the signing sequence number field to edit the signer number, or
    2. Drag and drop the signing sequence number field to reorder the sequence.
      • The same number for multiple signers means they receive the document at the same time.
      • CC recipients are always listed last and don’t receive the document until all signers have signed.

Message configuration

  1. Select a
    Template
     from the dropdown.
    • Or select
      Custom Message
       to add a message that hasn’t been saved in
      Saved Messages
      .
  2. Edit or add a
    Subject
    .
  3. Edit or add a
    Message Body
    .
  4. Select
    Save & Close
     to save as a draft, or
  5. Select
    Next
    .

Add e-signatures

The following sections relate to adding esignatures.

Signature fields

  1. Select the
    Recipient
     from the dropdown.
  2. Drag and drop each signature field onto each document.
    • Signer fields are highlighted for the selected
      Recipient
      .
    • Initials
      ,
      Printed Name
      ,
      Company Field
      , and
      Title
       are required and can't be made optional.
    • The
      Date
       field is applied automatically for the signer.
  3. Select the
    Signature
     block to mark a signature as not required.
    • Signature is required by default.
  4. Select the
    Reset
     icon to clear all signature controls and return the document to its original state.
  5. Select the
    Undo
     icon to undo the last action.
    • Undo doesn’t remove signature fields.
  6. Select
    Save & Close
     to save as a
    Draft
    , or
  7. Select
    Next
     to continue processing.

Additional signature controls

You can add text fields, radio buttons, and checkboxes in addition to the standard signature controls. Using these controls, you can create if/then question-and-answer options for the client.

Review and send

  1. Review document details.
    • Client ID
    • Client Name
    • Office Location
    • File information
  2. Select the
    Notify about signing event to
     dropdown to choose the user who receives a notification when the document is signed.
    • The default value for this field can be updated in
      My Settings
      .
  3. Select the
    Please select contact person
     dropdown to choose the user displayed as the contact person for the signer.
  4. Switch
    Reminders
     on or off to adjust automated signing reminders.
    • Use the dropdown to adjust the number of days between reminders.
  5. Select
    Save & Close
     to save as a draft, or
  6. Select
    Submit
     to send.

Draft dashboard

The following sections relate to the draft dashboard.

Bulk action icons

note
Select the checkbox next to one or more documents to turn on the bulk action icons.
  1. Select
    Set Access
     to restrict other users from viewing the documents on the Delivered and Archived reports.
  2. Select
    Assign To
     to assign another user to send the document for signature.
  3. Select
    Delete
     to delete the document.

Document actions

note
Select the ellipsis (...) to open more actions.
  1. Select
    Resume
     to continue processing the document where you left off.
  2. Select
    Delete
     to delete the document.
  3. Select
    Set Access
     to assign another user to send the document for signature.
  4. Select
    Report a Problem
     to send a ticket to the support team.

This article applies to:

  • Product: safesend
  • Subject: eSignature
  • Audiences: Staff