Welcome to Board.Vision Tutorials. In this tutorial, we will walk you through the steps to create a document for electronic signature.
Important Note: Board.Vision web app is supported on Google Chrome (version 65.0 and later) and Microsoft Edge (version 87.0 and later).
To create a document for electronic signature:
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, click or drag and drop to upload a document from your desktop/laptop.
Note: The document must be in PDF format and the maximum file size is 20MB. You can upload more than one document.
4) Once you have uploaded the first document, the document's name will auto-populate into the Document Name field.
5) Under the Signing Method field, Electronic Signature is the default.
6) To add preparers, click on Add Preparer.
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) Once you have clicked on Add BV User, a "Search to Add Signatory" window will pop up.
9) Select the names and click on Confirm.
10) To ensure the user receives an OTP notification, first, click on the Pen icon.
11) Then, choose either option and click on Confirm:
i) Send OTP via Email
ii) Send OTP via Mobile
Note: For Board.Vision Users, the Name, Email Address, and Mobile Number are non-editable. The preparer can only select/deselect the 'Send OTP via Email' or 'Send OTP via Mobile' checkboxes.
12) To add a non-Board.Vision User, click on Add Signatory.
13) Once you have clicked on Add Signatory, an "Add Signatory" window will pop up.
14) Enter the required fields and select the type of OTP notification for the user to receive. Then, click on Add Signatory.
Note: If the ‘Send OTP via Email’ or ‘Send OTP via Mobile’ checkbox is selected, the Signatory will be required to enter a one-time password (OTP) before he/she signs and before he/she submits the document.
15) Once you have clicked on the Add Signatory button, the non-Board.Vision user will be added to the Add Signatories field.
16) If you want all signatories to receive the document for signing at the same time, you are required to add all signatories to box 1.
However, if you want to set the sequence of the signing, you are required to add the signatories in separate boxes e.g., boxes 1 and 2. In this case, signatories in box 1 will receive the document for signing before the document is routed to the signatories in box 2. Each signatory will automatically receive an email notification at the stage when the previous signatory has completed the document.
17) You can also add a user to the CC field by clicking on Add CC.
Note: The user in the CC field can view the document and the signatories’ signatures. The role will be that of an observer and he/she is unable to sign the document.
18) Then, enter the user's email address under the Notify Other Users (Optional) field.
19) To add a message in the email notification to all the users, enter your message into the Message field. Then, click on Next.
20) 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) Add the field type on the document such as follows:
i) Signature
ii) Initial
iii) Name
iv) Date
v) Checkbox
vi) Add text
21) Then, click on Send.
22) Once you have clicked on Send, a Confirm window will pop up. Click on Confirm.
23) Once the document has been sent successfully, the status will be updated to "In Circulation".
24) As the Preparer, you will receive an email notification from notification@smartsign.vision with the title “<Company Name>: SmartSign -Your document has been sent for signature(s)”.
25) All Signatories will receive a separate email notification from notification@smartsign.vision with the title “<Company Name>: SmartSign - ‘Preparer's Name’ has sent you a document to review and sign”.
Important Note:
1) Each signatory/observer will receive a separate email with a unique link to access the document, and 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".
Congratulations! 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 Customer Experience Team at support@board.vision or +65 69097100 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).