A signature request workflow can be created by an administrator when a director or group of directors are required to embed their digital signature into a document and send it back to the administrator. A Signature Request may be done in sequential order where one director signs at a time in the pre-selected sequence or simultaneously. During the process, a user participating may accept or reject the workflow and not sign the document. If the signature workflow is the workflow is terminated and the administrator is advised.
Please note: Signature Request Workflows can only be created with PDF documents.
Please note: Each Signature Request can only be for one document at a time.
Accessing Signature Requests
When wishing to access or create a Signature Request for a document, the administrator begins at the Document Hub and clicks on the SIGNATURE REQUESTS button.
Please note: The button is available to all pdf files that are located under each tab, CORPORATE INFORMATION, DIRECTOR’S GUIDE, and GENERAL BOARD INFORMATION.
The Document – Signature Requests Screen provides the Signature Request information, document name, subject of the request, date started, status, the number of signatures requested, the number of signatures received, and the opportunity to manage the request.
If the Administrator wishes to review the document, they click on the document and BoardWorks will automatically open the file for review.
The Administrator may also Manage the Signature Request, which depending on the status, allows the Administrator to terminate a signature request, view the status, send a reminder or delete it from the Document – Signature Request Screen.
Creating a Signature Request using BoardWorks
To create a Signature Request, start in the Documents section and locate the folder that contains the document requiring signatures.
From the document’s Manage menu, select one of the following options:
Request Signature via BoardWorks
Request Signature via DocuSign
Configuring the Signature Request
Using the screen shown below, configure the Signature Request by completing the following fields:
Request Subject
Request Description (optional)
Due Date
Next, select the users who will participate in the Signature Request by selecting the checkbox next to each user’s name. At least one participant is required.
Note: Any user can participate in a signature request as long as they are displayed in the recipients list - including Administrators
Setting the signing order (optional)
If signatures must be completed in a specific order, assign a sequence number next to each selected user (for example, 01, 02, 03).
In the example above:
Emily receives the Signature Request first
After Emily signs, the request is sent to Chelsea
Once Chelsea completes the request, it is sent to Barbara, and so on
Please Note: If no sequence number is assigned, the Signature Request is sent to all recipients at the same time, and signatures are added to the document as they are completed.
Please note: Signature Requests can only be completed using the BoardWorks mobile apps on iPad, iPhone, Windows, and Android devices.
Once you have configured the Signature Request and are ready to send it, select INITIATE REQUEST.
An email notification will be sent automatically to all recipients, informing them that a Signature Request task has been assigned.
If a signing order was configured, only the first participant in the signing order will receive the initial notification. The next participant will be notified once the preceding signer has completed their signature.
Creating a Signature Request using DocuSign Integration
To set up and use the DocuSign integration in BoardWorks, you must meet the following requirements:
Be a full BoardWorks Administrator
Have an active, paid DocuSign account
DocuSign integration cannot be configured using a free or trial DocuSign account.
Please note: DocuSign integration can be used only in the BoardWorks web portal. Documents cannot be signed through DocuSign in the BoardWorks mobile apps.
Creating a Signature Request with Docusign
Prerequisites
Before creating a Signature Request using DocuSign:
Your DocuSign account must be integrated with BoardWorks
For setup instructions, see Integrating DocuSign with BoardWorks.At least one PDF document must be uploaded in the Documents section.
Note: Signature Requests can be initiated only from PDF documents.
Initiating the Signature Request
From the Documents section, locate and select the PDF document you want to use for the Signature Request.
You can initiate the request in one of two ways:
Open the document’s Manage menu and select Request Signature via DocuSign
Select one or more documents, then select the DocuSign Signature Request button
Alternatively, you may choose to select one or multiple documents at once and then start the process by clicking on the DOCUSIGN SIGNATURE REQUEST button.
Configuring the Signature Request
Configure the Signature Request by completing the required fields:
Request Subject
Description (optional)
Combine signed document and certificate of completion (checkbox)
Number of days before the request expires
Next, select the recipients and define the signing order, if required.
When you are ready, select Initiate Request.
Click Initiate Request
Note: There are no changes to the signing order options for DocuSign Signature Requests. If the sequence field is left blank, all selected recipients receive the Signature Request at the same time. If a sequence number is assigned, recipients receive the request in the defined order.
Preparing the document in DocuSign
After configuring the Signature Request, a new browser tab opens with the document in DocuSign.
From this screen, you can prepare and configure the document further, including adjusting settings based on your DocuSign account and permissions.
From this screen, you can prepare and configure the document further, including adjusting settings based on your DocuSign account and permissions.
Sending the Signature Request
When you are ready to send the document, select Send at the bottom‑right of the DocuSign page. The document is then sent to the selected recipients for signature through DocuSign.
Receiving and signing the document
Receiving the document (recipient)
Once the Signature Request is sent, recipients receive an email notification informing them that a document is ready for signature.
Signing the document
From the email notification, select Review Document.
The document opens in a web browser, ready for signing. Review the document and complete any required fields. When finished, apply your signature and select Finish.
Once the document is signed, the administrator (sender) receives an email notification confirming the Signature Request is complete.
Tracking Signature Request status
Administrators can monitor the status of Signature Requests directly in BoardWorks.
From the Documents section, select Signature Requests to view a list of all Signature Requests and their current status.
Managing Signature Requests in BoardWorks
The Signature Requests view displays all active and completed requests.
From this screen, you can:
View the signed document
View the certificate of completion
Edit the request
Terminate the request
Delete the request
You can also select the document name to open the signed document in your browser or default PDF viewer.
To view Document, Certificate, Terminate, Delete or Edit the request, simply click on Manage in the Actions column. You may also click on the DOCUMENT NAME and the signed document will open.
You may also click on the document name and the signed document will open in your browser or your default PDF viewer per below.
Congratulations! You have now completed an entire signature request workflow using the new Docusign integration functionality.
Viewing workflow status
The View Status screen displays detailed information about the Signature Request, including:
Recipients who received the request
Signing status
Rejection details (if applicable)
IP address where the document was signed
After reviewing the status, administrators can:
Select Back to return to the previous screen
Terminate the workflow
Send Reminder to generate an email reminder for pending recipients
Reminders are sent to both the initiator and the recipients whose signatures are still required.
Select Yes to confirm actions or Cancel to return to the previous screen.
The Administrator has 3 choices once they have reviewed the information:
1. The back button returns to the previous screen.
2. Terminate the Workflow process.
3. Send a Reminder generates an email reminder to the recipient(s).
Click on Yes to confirm or cancel to return to the previous screen.
This email goes to both the initiator and those whose signature was requested.
Click on Yes to confirm.
Click Save, Clear All, or Cancel
Completing the workflow
Once all required signatures are collected, the Signature Request workflow is complete and all associated documents are available in BoardWorks.