Electronic signing of documents saves time and costs in formal communication with customers. A good old paper document has to be first printed out, copied, signed and archived – often repeating the entire process multiple times. On the contrary, the electronic signature, when implemented properly, is fast, secure, convenient and generally much more pleasant to deal with.
Now seamlessly integrated within Resco’s mobile crm, powered by trusted platforms of Universign and DocuSign, the electronic signatures are just a few simple steps away from being part of your mobile workforce’s daily routine. This blog will guide you through the process of enabling this functionality and is applicable for both Universign and DocuSign services.
What to set up?
1. Connect your Universign account with the application
- Create a Universign account
To be able to sign documents via Universign, you first need to create a Universign account. You can sign up at https://app.universign.com/en/signup/. Universign is a paid service. Electronic signature pricing is available at https://www.universign.com/en/pricing/. They offer 5 free signatures for testing purposes for every new user. If you are seriously interested in digitizing your documents, we definitely recommend to reach out to them.
- Enable Universign in Woodford
An option to enable Universign sandbox can be found in the Configuration section of Woodford v.11 and higher.
To be able to sign documents (including dynamically generated offline reports and PDF documents), please set the value to True. It is recommended to Lock this setting so that it can’t be changed by the user on his device.
- Connect your Universign account with the Resco Mobile CRM app
Sign into your Universign account from the application’s Setup section. Don’t forget to save the changes once you are signed in.
2. Sign PDF documents (Invisible Signature)
You can sign any PDF document that is available as an attachment in the application. While signing the documents, the signature is invisible unless there are signature fields following the Resco naming convention placed in the document (see below for more details in the section on Resco-generated reports). You can check the taken signature by opening it in for example Adobe Reader.
Open a PDF file from the attachments of the desired entity record. After the attachment is loaded, click on the “Action” button and choose eSignature command to start the signing process.
For PDF document signing, only one signer is available. Fill in the required fields and press the sign icon in the upper right corner of the dialog window.
3. Sign mobile reports
One of great benefits of using Resco is the synergic effect of combining its features without need for custom development or even configuration. One example is creating offline mobile reports which can be seamlessly signed from the app. All you need to do is to add Signer field(s) to the mobile report template and signature(s) will be visible in the report after signing the document.
- Define signature field(s) in your mobile report
To add a new signature field choose the Add Sign command located within the Elements section in the mobile report designer. Signature field can be placed wherever you need it – in the Header, separate Grid or Footer.
To define this field, make sure you use the word Signature and its number in the signature Name field (eg. Signature1).
You can place more than one signature field on a report. Each of these fields indicates the order of report signers. For example, if 2 signature fields are defined, their names must be Signature1 and Signature2. With two signature fields with correct names available on the report, the application will automatically enable the flow for two signers.
- Sign the mobile report in the application
Run the mobile report with signature fields on the entity record for which it was created. Use “Action” button to open actions available for the mobile report and choose eSignature to sign it.
A new window will pop up with the list of Signers to choose. You will see as many Signers as is the number of signature fields set in the report.
The application will try to automatically pre-fill signer fields based on the following convention:
First, the app will try to locate entity fields containing the word Signer and if found, assign them to potential signer fields, which are sorted alphabetically by the signer field name.
If no such fields are found, the possible signers are the people who were the last to modify, own, or create the record. Users can change the pre-filled signers if needed.
After clicking the “Sign” button, the app connects directly to Universign. Please follow the signing process to add signature to your report.
To successfully complete the signing, please follow the Universign flow. After accepting the terms of service, confirming each signer’s identity with a text message code and drawing a signature, the application will automatically replace the original un-signed document with the signed one and show it to the user.