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.

You have the eSignature tab on all records to monitor progress and see all eSigning documents. If you have just sent a document, this will show as "pending/awaiting signatures".

If you have multiple signatories, you will be able to see how many have signed so far and the document will show as "Partially signed".

1: You can click the downward facing arrow to expand the details of the document and who it was sent to.

2: You can then re-send the document to that particular person or view their personal audit trail.

3:  If a document has been sent, but changes need to be made, you can click the amend button. On clicking ‘Amend’, you need to select the "Effective from date" and also add an "amendment reason". This text will be sent to each recipient of the original document when the amended version is issued.

Select the amend document button, which will download the original document sent, allowing you to make the necessary changes in order to re-send.

4: You may occasionally need to void a document, if you pick up an error after one party has already signed the document for example or the document is no longer needed.

5: You can download an unsigned PDF version of the document to view. Until all the parties have signed the document, you won't be able to see any signatures. (I.E if only one of your tenant's has signed so far, their signature won't appear here until all the other tenants have also signed.)

6: You can view the audit trail for the document as a whole.

Once a document has been fully signed by all parties, you will be able to view a copy of the signed document and see the details of when the signatures were completed. It is always best practice to view the signed document via the eSignature tab once available to double check you are happy with the finished document.

You can also monitor all your eSign documents centrally as apposed to going into the individual records, by hovering over Tools and clicking on "ESignature Document Requests" from the Reporting menu on the right hand side.

By default you will see partially signed and awaiting signature documents. You have dropdowns and date fields in which you are able to filter down further specific statuses, documents and date ranges.

Once you have launched the PropertyFile Configuration, you will see a dashboard of outstanding tasks for you to complete. 

1: Click on Manage Modules and make sure eSigning is enabled.

 2: Under General configuration, add in your agency name and website URL making sure you inclue the http:// before the www.

3: Under Notification Settings, you can configure which Email address is used by PropertyFile to notify you that a new PropertyFile notification has been received. You can opt for this to either be the original sender of the eSign document, or a custom email address.

4: Under Colour Scheme, you can chose the colours used in your eSign emails so that the emails sent to the recipient are more personalised to your agency.

5: Under Logos, you will need to upload your agency logo in order for it to be included within the emails and eSigning.

You are now set up to be able to create and send eSignature documents to your Vendors, Applicants, Landlords and Tenants.