From this configuration option, you will be able to amend the emails that are sent to your clients regarding their Esign documents.

Move along the tabs in the grey bar to view the default text and make any amendments where necessary. For any multi branch agencies, this needs to be set from the branch that you selected as the main branch in your PropertyFile configuration and will be the same across any branches you selected to be in the same group. 

Email Text:

This is the email text that will appear in the recipient mailbox advising them there is a document that needs signing.

Amendment Email Text:

This is the default email text that will send out with an amended eSign document

Reminders:

You can enable reminders if you are wanting to remind your recipients to sign documents and the time frame you wish to remind them if the document has not yet been sent.

Remember to save any changes you make here.

You can either amend your existing word templates that you have within Expert Agent to include the eSignature merge codes, which will then allow you to send them for eSigining. Or you can create new templates for eSigning so that you have one template for eSign and one for wet sign. 

If you wish to create new templates, the easiest thing to do will be to clone the template you wish to use and re-name the cloned version so it refers to this being an eSigning version of the template. You will then be able to use the instructions below to set this new template up for eSigining. 

Either from Tools - configuration - Output Configuration - Templates OR from a relevant record (tenancy, landlord, property) Right click - Outputs - Create Letter you need to first locate the template you are wanting to set-up and click the Edit button.

 This will open the Edit Word Template Screen.

1: Open the merge codes and scroll down to the eSignitures section at the bottom and expand the codes,

As with Inserting any Expert Agent Text Merge Fields, click on the relevant merge code and copy it. You will need to ensure you use the correct merge code depending on which are relevant to your template:

{applicant_esignature_block} - Used for Applicants or Tenants

{associated_party_esignature_block} - Used for Guarantors, Contacts, Solicitors or Occupier of property 

{landlord_esignature_block} - Used for Landlords or if you as the agent are going to be signing on behalf of the Landlord*.

{negotiator_esignature_block} - Used for you as the agent to sign the document

{vendor_esignature_block} -Used for the Vendor

2: Click the Open Template button so that the template downloads for you and you can open it in word. Scroll down the document to find where you would like for the eSignature to appear and paste in the merge code**.

3: Save the amended template to your computer and them upload the amended document back into Expert Agent. 

4: Under eSigning Document Type, ensure you set the document type*** that is relevant to your template.

5: Save once complete.

* Only users with the relevant permission for "sign on behlaf of landlord" set in their staff profile will become available to chose as the negotiator to sign the document.

**  If you have multiple tenants/vendors/landlords that you need to sign the agreement, you only need to ensure that you have the parties set up correctly on the property/tenancy and that you enter the merge code olny once. Please see our FAQ for more information.

*** If you are including the Associated Party eSignature Block, you MUST set the eSigning document type to Unspecified for it to work.

Generating your Document

You will create your document to be sent for eSigning in the same way you create any other Word document to be emailed in Expert Agent. From the record in question - right click - outputs - create letter/email/SMS - select your template and open/amend the document as necessary - upload the changed document and then click to send as email. Please avoid editing or formating any of the eSigining merge codes as this can break the template. If you need more assistance on this, please see our Producing your first standard letter page for further help.

Sending your Document

When sending your eSigning document, this will be the same as sending any other letter as an email. You will be able to amend the subject for the email, the display name and amend the reply to email address:

For the document to be sent as a eSigning document rather than just a letter though, you will need to ensure that you make the correct selections under the ‘Select Recipients’ dropdown:

Select the ‘Select Recipients’ dropdown where you will see all the available receipients as normal. If you aren't seeing the relevant receipients in the dropdown then its likely you haven't included the correct merge codes in your template or set the correct esiging template type so please refer back to Setting up your Word templates for eSigning.

If any of the receipients are required to eSign, YOU MUST ensure you tick the box to the right in order for the document to be sent as a eSigning document.

If your template requires you as the agent to also sign the agreement (your template includes the "negotiator eSigniture block" merge code), you will need to also tick the "Negotiator required to eSign" tick box, and confirm which negotiator you want to sign the document. 

If your template requires you to sign the agreement on behalf of the landlord, you will need to tick the box to confirm this and select the negotiator that you require to sign.

It is unfortunately not possible to add an attachment to an eSigning email.

Once you are happy with your selections, click to "Send Email" and the email will be queued to send as usual. The user who sent the document will be notified within their internal messages that the document signing is now complete.