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 Workflows
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 Workflow using BoardWorks
The Administrator will start at the Document Hub, Documents Screen, and locate the next to the folder where the file is required for the signature request, then click on the words Request Signature to begin.
Using the image below, fill in the following fields:
Request Subject
Request Description (optional)
Date Due
Select the users whose sign-off is required by clicking on the checkbox next to the user’s name.
If the request must be done in sequential order, in addition to clicking on the checkbox mentioned in the step above, a cardinal number will need to be added next to the name. (01, 02, 03, etc.…)
In the above, Alexis will first receive the signature request once she has completed the request Evelyn Ejones will then receive the request.
· To initiate the workflow, click on SAVE.
Please Note: If no sequence number is entered, the workflow will be sent to all recipients simultaneously and signatures will be added to the document as they are signed.
Please note: Signature requests can only be completed from our mobile apps on iPad, Windows, and Android devices.
Creating a Signature Workflow using Docusign Integration
To setup Docusign integration for BoardWorks, you must be a full BoardWorks Administrator and have a paid Docusign account. You will not be able to setup BoardWorks integration with a free (trial) Docusign account.
Please note: Docusign integration is not available on the BoardWorks mobile apps and can only be executed from the web portal.
BoardWorks / Docusign Integration
Login to BoardWorks as an Admin – how you normally login
Login to your Docusign account with the URL https://apps.Docusign.com/admin/admin-dashboard
We recommend having 2 separate tabs or windows with each application open so that you can copy & paste the values from one to the other.
Once logged in to Docusign, click on the Admin tab and from the main menu on the left panel, navigate to Integrations and select Apps and Keys.
From Docusign, in the Apps and Keys section, under My Account Information, copy the User ID data
(or click on Copy to clipboard button).
Then, logged in to BoardWorks as an administrator, go to the Admin section, then Settings. In the Integrations section, click ‘edit’ and under the Docusign heading, paste the text you copied from the previous step into the User ID field.
Return to Docusign and in the top-left corner of the page, copy the Account ID listed under your name.
Return to BoardWorks and paste the Account ID data to the corresponding Account ID field.
Return to Docusign and navigate to Apps and Keys section and under My Account Information, copy the Account Base URL data (click on copy to clipboard button).
Return to BoardWorks, and in the settings section, paste the Account Base URL data into the corresponding Account Base URL field.
Return to Docusign and navigate to Apps and Keys section and under My Account Information, copy the API Account ID data (click on copy to clipboard button).
Return to BoardWorks, and in the settings section, paste the API Account ID data in the corresponding API Account ID field.
Grant Consent for the Application
After pasting all the values into BoardWorks, click the Save button.
On the following page, locate and click on the Click Here link to set consent for the application.
After clicking the 'Click Here' link, you will be redirected to a new page of the Docusign in a new tab.
On that page, click the Allow Access button to grant the necessary permissions to integrate with BoardWorks.
After giving the necessary consent, the below page will be displayed.
You may now close this tab, as it is no longer needed for the integration process.
Your integration with Docusign is now complete.
You may return to BoardWorks and begin using Docusign for your Signature Requests.
Creating Signature Requests with Docusign
Per the usual process of creating signature requests in BoardWorks, you must have at least one PDF document uploaded to the Documents/Reference section.
Note: Signature Requests can only be initiated from PDF documents.
In the Documents/Reference section, select document for Signature Request
To the right of the document, click on Manage and select Request Signature via Docusign.
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.
Checking on Workflow Status
Once a signature workflow has started, an administrator can monitor the status of that workflow. By clicking on Manage and then choosing View Status.
Configure Signature Request
In this step, please fill out all mandatory fields (*) and select the recipients for this request.
Other fields are optional.
Click Initiate Request
Note: There have been no changes to the singing order option for Docusign signature requests. If you leave the sequence field blank, all selected recipients will receive the signature request simultaneously. However, if you specify an order number, the recipients will receive the request in the specified sequence.
Preparing the document in Docusign
In this step, a new browser tab will open your document.
Here you will be able to prepare and configure your document further and change settings according to your Docusign account and permissions.
Sending the Request
Click on yellow SEND button at the bottom-right of the page.
This will send out the document for signature through Docusign.
Receiving and signing the document(s)
Receiving the document (as Recipient)
Once the document has been sent out for signature, the recipient(s) will receive an email advising them of the signature request and task.
Signing the document
From your email, click on Review Document button.
The browser will then open and will display the document ready for signing.
Review the document accordingly and when ready, apply your signature and any other requirements and click Finish button. Upon completion, the Administrator/sender will receive an email confirming the task is complete.
Managing your Signature Requests in BoardWorks
Once a signature has been sent, the request will be trackable in BoardWorks.
To view the status of any signature request, navigate to the Documents/Reference section and click on the SIGNATURE REQUESTS button.
Here, a listing of all your Signature Requests and their status will be displayed.
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.
View Workflow Status
The View Status Signature contains the details of the Signature Request including who was sent the request, if rejected the reason why, and the IP address of where they completed it.
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