Electronic signing of documents saves time and costs in formal communication with customers. A paper document has to be printed out, copied, signed and archived – often repeating the entire process multiple times. On the contrary, an electronic signature, when implemented properly, is fast, secure, convenient and generally much more pleasant to deal with.
Seamlessly integrated within Resco’s mobile app, powered by the reliable DocuSign platform, 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 utilizing the DocuSign service.
What to set up?
1. Connect your DocuSign account with the application
- Create a DocuSign account
To be able to sign documents via DocuSign, you first need to create a DocuSign account. You can sign up here. DocuSign is a paid service. Electronic signature pricing is available at www.docusign.com/products-and-pricing. However, they offer a 30-day free trial for every new user. You can also set up a free developer sandbox account which can be used for unlimited testing. This account will not create legaly valid eSignatures.
- Enable DocuSign in Woodford
For testing purposes, options to enable DocuSign integration can be found in the Configuration section of Woodford v.11 and higher. For the free developer accounts which do not create valid eSignatures and leave a watermark on documents, set DocuSign sandbox value to True . The sandbox option enables to switch between DocuSign production and testing environments. To allow DocuSign Connect you should set Allow DocuSign Connect to True as well.
- Connect your DocuSign account with the Resco mobile app
Sign into your DocuSign account from the application’s Setup section.
2. Sign PDF documents
You can sign any PDF document that is available as an attachment in the application using DocusSign. Even if the document doesn’t have pre-defined signature fields.
Open a PDF file from the attachments of the desired entity record. After the attachment is loaded, click on the “Action” button and choose the eSignature command to start the signing process.
You can add up to 15 singers with the “+” button in the upper right corner, even if the document does not have pre-defined signature field(s). Fill in the required details and press the Sign button which is also located in the upper right corner of the dialog window.
To successfully sign the document, please go through the DocuSign signing process. Drag and drop your signer’s signature into the document and click on Finish. After successfully signing, you will be redirected back to the application.
3. Sign mobile reports
One of great benefits of using Resco is the availability of advanced mobile features without the need for custom development. 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 Signature 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 for 2 signers 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.
Multiple Signature fields with same name can be also defined in the mobile report. In that case all of them will be assigned to the same signer. This is useful when one signer needs to sign the document on multiple places.
- 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. You can also add or remove additional Signers if required, just like in any other PDF document (as described in the previous section).
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 DocuSign. Please follow the signing process to add signature to your report.
To successfully complete the signing, please follow the DocuSign flow. When finished, the application will automatically replace the original un-signed document with the signed one and show it to the user.