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Request eSign using Pipeline CRM

ET
Engineering Team
Updated 2 hours ago

Introduction 

The eSignature feature in Pipeline CRM is a powerful tool designed to simplify the document signing process by integrating it directly into the CRM platform. Pipeline CRM users can easily enable, configure, and execute eSign requests. Sales leaders also benefit from detailed reporting, enabling them to monitor document workflows and team performance effectively.

Overview

The eSignature feature is designed exclusively for Grow plan users. It enables you to create and send digital documents for signing directly from Person/Deal/Company profiles using Instant Docs. Key benefits include:
  • Integrated Workflow: Manage important documents (contracts) within Pipeline CRM.
  • Cost Efficiency: No need for third-party tools.
  • Streamlined Process: A simple, two-step process for requesting and signing documents.
  • Real-Time Status Updates: Track document progress through the Status CTA.
  • Activity Logging: Automatic creation of activities for requests, completions, and cancellations.


Configuring eSign Settings

eSign settings can be managed from the admin panel. Key configuration options include:
  • Designated Signatory:
    • Specify a default internal signatory (e.g., a signature authority, manager, or CEO) who will sign documents on behalf of your organization.
  • Default External Signature:
    • Define the default behavior for external signatures.
  • Expiry Period:
    • Set the duration after which the eSign request expires.
  • Linked Person Record:
    • By default, the configuration can be set to always link a person's record to the signature request.

Using the eSignature Workflow

Step-by-Step Process

  1. Document Creation and Request:
    • After creating an Instant Doc, click the Request eSign button.  
    • A two-step process begins, with the first step pre-filling key information, including the first and the second signee. You may also select who should sign the document first. 
  2. Placement of signatures
    • Use the drag-and-drop interface to assign the signature areas for each signatory. 
    • Once the layout is finalized, send the document for eSignature. 

Signing Process

  • Email Notification:
    • The first signatory receives an email notification with a link to the document.
  • Signing the Document:
    • Clicking the link opens the document. A thumbnail view appears on the left, with designated signature areas on the right.
    • Click on the signature area, then:
      • Adopt Your Signature:
        • Click on your full name to adopt it.
      • Agree & Finish:
        • Confirm your signature by clicking "Agree and Finish."
    • The system then updates the status to indicate that the document has been signed.
  • Subsequent Signatories:
    • Once the first signature is completed, the document is sent to the next signatory.
    • Once all the signatures are complete, both signees are sent a copy of the document with eSigns.

Document Management and Activity Tracking

  • Activity Creation:
    • Each eSign request automatically creates an activity in Pipeline CRM.
    • Additional activities are generated when:
      • The document is successfully signed.
      • A cancellation is requested.
  • Status Tracking:
    • You can view the current status of the document in the person/deal/company profile.
    • Status details include:
      • Email sent
      • Document viewed
      • Signature received from each party
  • Email Updates:
    • Both internal and external parties receive email copies of the signed document.
    • In the event of cancellation, cancellation emails are sent to all relevant parties.
  • Cancellation & Bump Up Options:
    • Cancellation:
      • If the document is still in the signing process, you can cancel the request. A cancellation email will be sent. You can cancel the document signing till all the signees have signed the document
    • Bump Up Signature Request:
      • If needed, you can "bump" the signature request by clicking on the "resend email" CTA. It sends another email to the signee who is due for signature. 

Reporting for Sales Leaders

For sales leaders, the eSignature feature includes built-in activity reporting 
  • Activity Scoreboard:
    • Track the number of documents requested, signed, and declined.
    • View performance metrics for individual sales representatives over selected time periods.

Frequently Asked Questions (FAQs)

  • Is this feature available for all plans? Are there any limitations on the number of eSign requests?
    Available exclusively for Grow accounts. There are no limits on the number of eSign requests.
  • How long does it typically take for the eSign email to be delivered?
    Emails are usually delivered within a few minutes.
  • Can I upload my own signature image?
    This is not currently supported.
  • Can I sign the document using my mobile phone?
    Yes, mobile signing is supported. Turning your device to landscape position may help on some devices.
  • Can I upload an existing document to use for eSign?
    No, all documents for eSign requests must be created using Instant Docs.
  • When is it possible to cancel an eSign request?
    An eSign request can be canceled until the final signatory has signed.




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