eSign integration allows users to securely send a document for signature from the Files module.
After the eSign service has been configured, you must authorise the service using your own eSign account credentials.
As of January 2024, select Enable webhook supported features in System Settings to enable advanced features for Adobe Acrobat Sign, such as multiple signature fields that can be placed in any location in a document.
Send a document for signature
If at least one eSign service is enabled in a site, a Send to... option is available in the More actions menu for each file:
Click Send to... Adobe Acrobat Sign for the file you need to send to see the available services. If more than one signature service is active, select Send to... Signature.
-
Adobe Acrobat Sign integration only allows a single document to be sent at a time.
-
As of January 2024, you can select multiple recipients for Adobe Acrobat Sign.
- The recipient of the document does NOT need to be a member of the site or a user of collaborate in order to receive and sign a request.
- After a document is sent for signing, that document will be Locked. This means that a new version of the file cannot be added without first revoking the sign request or waiting until the recipient completes the signing process.
If more than one eSign service is active the Send to - Signature screen is displayed:
If you see this screen, select Adobe Acrobat Sign.
The Adobe Acrobat Sign option is not available if multiple documents are selected.
The following screen opens:
Enter the name and email address of the first recipient.
After you add the first recipient, you have further options:
- Click Add recipient then enter another name and email address to add additional recipients.
- Add a message for all recipients.
- Select Send progress emails from Adobe Acrobat Sign to [your email address] to send progress emails to your HighQ account email address (see the note, below).
As of October 2023, you can ensure progress emails are sent to your HighQ account email address. Select Send progress emails from Adobe Acrobat Sign to [your email address].
Your HighQ account email address must be registered with your Adobe Acrobat Sign account. If it is not registered, the request is sent but you see a message asking you to add your address in order to receive emails.
To receive notifications, an Adobe Acrobat Sign account admin must add you to the 'Account Admin' usergroup or within any 'Group Admin' usergroup below that:
After your account is registered, the Send progress emails... check box is selected by default in future requests.
Confirm the recipient information and click Send.
Add signature fields
As of May 2024, the sender may add multiple signature fields at any location in the document.
Select Enable webhook supported features in System Settings to allow multiple signature fields in any location.
Types of Signature field:
For example, to add a signature field, scroll to the appropriate page of the document, then drag the Signature field to the page:
Position the Signature field as needed:
You can also add additional required information from the Signer Info, Data, More and Transaction fields. For example, select and drag a Company field from Signer Info Fields:
After you add all required fields, click Send.
You see a confirmation message that the document has been sent:
The recipient will receive an email with a request to sign the document.
Notifications
If the document is successfully sent, you will be notified in the top right corner of the page with a Sent to Adobe Acrobat Sign message:
The document is now labelled Sent for signature (if this setting has been enabled by an administrator, see below).
If this is not enabled, you can view the status in the details pane on the right-hand viewer panel.
Document status
Check the file eSignature tracking to confirm the current status of the document. Select eSignature tracking in the left navigation:
The status for each sent document is shown:
Click the ⓘ icon for the document to see the Agreement details.
Select More actions to Revoke the signature, or send a reminder:
Signing a document
The recipient will receive an email from the eSign service and follow a custom Adobe Acrobat Sign process.
Example email:
Click Review and sign to open the document.
Click Start to see the first signature field.
The recipient must add their electronic signature then Click to Sign.
Add signature:
Click to Sign:
Confirmation:
For more information on this process, please refer to the documentation for the eSign service.
Once the document has been signed by all recipients, it is sent back as a new PDF file.
The sender receives an email to confirm that the document has been signed, and can check the document Audit history.
Click More actions for the document, then select Audit history.
HighQ does not fetch a certificate of signature when using Adobe Acrobat Sign.
Email notifications from HighQ
As of October 2023, you can turn off the HighQ notification if, for instance, you receive duplicate signature notifications from both the eSign service and HighQ, Open System notifications from your Profile, deselect the Email option for Recipient has signed a document sent for e-signature, then Save.
A system admin can turn off HighQ signature notifications for the entire instance in System Admin > System notifications. If this is turned off at the system level, users will not see the option in their profile.
Revoking and reminders
You can revoke an individual file or send a reminder to the recipient. From the Sent for Signature page, select More Actions > Revoke or Remind:
Revoking
Click Revoke to revoke the request to sign the document that was sent to the recipient. The document will be unlocked.
Reminders
Click Send to send a reminder email to the recipient.
Audit history
In the file's Audit History > Audits tab there are audit entries for Sent to [service name], Signed in [service name], Sign request revoked and Sign lock removed.
'Sent for signature' system audit
A system admin can access a reporting interface to show which documents have been sent for signing across the whole system. To access this panel, navigate to your profile dropdown > System admin:
Navigate to System audits/reports:
Then click Sent for signature system audit:
The Sent for signature system audit screen is displayed:
You can filter the results, or scroll and find the result you need.
You can see the site, who the recipient is, the name of the document and the status of the document. Additionally, you can Revoke the request or Remind a user that you still require an action via More actions > Revoke or Remind:
