How to Create a Document for E-Signing

Modified on Sat, 16 May at 6:08 PM

Welcome to Board.Vision Tutorials. In this tutorial, we will walk you through the steps to create a document for e-signing.

Important Note: The Board.Vision web app is optimised and supported for desktop use on Google Chrome (version 65.0 and later) and Microsoft Edge (version 87.0 and later).

To create a document for e-signing:

1) Log in to your Board.Vision account using your registered email address and password.

2) From the left navigation menu, go to SmartSign, and click on +Add Document.

3) On the Create New SmartSign page, browse or drag and drop to upload a document from your device.

Once the first document is uploaded, the document name will be automatically populated into the SmartSign Name field.

Note:

Documents must be in PDF format.
Maximum file size is 20MB.
Multiple documents can be uploaded.

4) To set the document deadline, select the Set a Deadline checkbox and enter the preferred date and time.

5) To notify Signatories when the document is completed, and to send them the final document together with the Certificate of Completion (CoC) report, select the relevant notification checkboxes.

6) To add preparer(s), click Add Preparer and select the Board.Vision user from the "Search to Add Preparer" pop-up window.

Note: Preparers will have administrative access to the document.

7) Scroll down to the Add Signatories section and click Select Signatory.

8) To add a Signatory who is not a Board.Vision user, click Add Signatory.

9) Enter the Signatory’s name and email address.

A mobile number is required if the Signatory chooses to receive the one-time password (OTP) via SMS.

Then, click Add Signatory.

10) Select the Board.Vision users and non-Board.Vision users from the Signatories list, then click Confirm Selection.

11) Select the required action for the Signatory:

Need to Sign – The Signatory is required to sign the document.
Need to Review – The Signatory is required to review the document (i.e. Reviewer).
Receive a Copy – The Signatory is not required to sign or review the document and will only receive a copy of the document (i.e. Observer).

12) If a Board.Vision user has been added as a Signatory, the Signatory may have an Executive Assistant (EA) assigned. You may choose whether the EA should:

Receive a notification only, or
Receive both notifications and a copy of the documents.

Important Note:

By default, all Signatories are added to Box 1. This means all signatories will receive the document for signing/reviewing at the same time.

13) To set a signing sequence,

Click Add Row.
Drag Signatory down to Row 2.

In this setup:

Signatories in Box 1 will receive the document first.
Once all signatories in Box 1 have completed their signing or review, the document will automatically be routed to Signatories in Box 2.
Each Signatory will receive an email notification when it is their turn to sign or review the document.

14) To include a message in the email notification sent to all the users, enter your message into the Message field and click on Next.

15) After clicking Next, you will be directed to the Document page.

a) Select the Signatory from the dropdown list.

b) Then, add the field type on the document such as follows:

i) Signature

ii) Initial

iii) Name

iv) Date

v) Checkbox

vi) Image

vii) Text

16) Click on Activate.

17) Click Activate again.

18) Once the document has been sent successfully, the status will be updated to "In Circulation".

----------------------------------------------------------------------------------------------------------------

On Email Notifications

1) As the Preparer, you will receive an email notification from notifications@board.vision with the title “<Company Name>: SmartSign - Your document has been sent for signature(s)”.

2) All Signatories will receive a separate email notification from notifications@board.vision with the title “<Company Name>: SmartSign - ‘Preparer Name’ has sent you a document to sign and review”.

3) Observers will receive a separate email notification from notifications@board.vision with the title “<Company Name>: SmartSign - 'Preparer Name’ has sent you a document to sign and review”.

Important Notes:

Each Signatory or Observer will receive a separate email containing a unique link to access the document.
Signatories can access the document link in the email as long as the document status remains “In Circulation”.

You have completed the tutorial on how to create a document for e-signing.

If you face any issues in completing the steps shown in this tutorial, please reach out to our Board.Vision Customer Success Team at support@board.vision or +65 6909 7100 and we will be happy to help.

Our hotline operating hours are from Mondays to Fridays 9:00 AM to 6:00 PM SGT (excluding public holidays).