How to Create a Document for E-Signing

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 Add Document page, browse or drag and drop to upload a document from your device.

Once you have uploaded the first document, the document's name will be auto-populated into the Document Name field. 

Note: The document must be in PDF format, and the maximum file size is 20MB. You can upload more than one document.

4) Next, you may set the document deadline by selecting the Set a Deadline checkbox. Then, enter the date and time.

5) To ensure Signatories receive notifications when the document is completed, as well as the final document and Certificate of Completion (CoC) report, select the appropriate checkboxes as shown below. 

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

Note: When added as a preparer, he/she will have administrative access to the document.

7) Scroll down to the Add Signatories section and choose from the following two methods:

i) Click on Add BV User - To add an existing Board.Vision User.

ii) Click on Add Signatory - To add a non-Board.Vision User.

8) To ensure the user receives an OTP notification, click on the Pen icon.

9) Then, select one of the following options and click Confirm:

• Send OTP via Email

• Send OTP via Mobile

Note:
a) For Board.Vision Users, the Name, Email Address, and Mobile Number fields are non-editable.
b) If Send OTP via Email or Send OTP via Mobile is selected, the Signatory will be required to enter a one-time password (OTP) the first time they review the document, before signing.

10) If you want all signatories to receive the document for signing at the same time, add all signatories to Box 1.

If you want to set a signing sequence, click on Add More Row to place signatories in separate boxes (e.g., Box 1 and Box 2).

In this case:

• Signatories in Box 1 will receive the document first.

• Once all signatories in Box 1 have signed, 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.

11) You can also add an Observer to the document by clicking on Add CC. 

12) Then, enter the user's email address under the Notify Other Users (Optional) field.

Note: 

• The user added in the CC field will have the role of an Observer.

• Observers can view the document and the signatories’ signatures but cannot sign the document.

13) To add a message in the email notification to all the users, enter your message into the Message field. Then, click on Next. 

14) Once you have clicked on Next, you will be directed to the Edit Document page. On the Edit Document page,

a) Select the users from the signatories 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

15) Then, click on Send. 

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

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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's Name’ has sent you a document to review and sign”.

3) All Observers added under the 'Notify Other Users (Optional)' section, will receive a separate email notification from notifications@board.vision with the title “<Company Name>: SmartSign - ‘Preparer's Name’ has sent you a copy of document for information”.

Important Note:

1) Each signatory/observer will receive a separate email with a unique link to access the document, and the Preparer will not be in the CC field.   

2) Signatories can access the link in the email as long as the status of the document is "In Circulation" or "Completed". 

You have completed the tutorial on how to create a document for electronic signature.  

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).