Send documents for signing
FA allows you to send documents for signing to one or more of your clients. The signees receive a link to the document via email or SMS. When they have signed the document, you can download it in FA Back.
To send a document for signing, do the following:
Make sure the following signee details are defined in the Contact window:
Social security number or national identification number in Basic info tab, External ID field.
Email and Phone fields in Address info tab. The document link is sent to the contact's first email address and to their phone number if defined. The email address and phone number are required if you select to send signing notifications always. If you set signing notifications to "If valid email address/phone number is found", the corresponding field is required. For details on signing notification settings, see Set up document signing notifications in FA Admin guide.
Upload documents in the Contact, Portfolio, Transaction or Trade order window, Documents tab. Add the "Document signing-Waiting" tag.
Go to the Contacts view and select the signee's contact. Click Document signing → Send documents for signing at the bottom of the view.
Check the Validation column of documents you want to send. If a document has errors, you need to correct them before it can be sent. Typically, errors relate to missing signee details (see step 1).
Click Send.
The system produces a notification that shows the number of documents sent and the number of errors. Sent documents are tagged with "Document signing-Pending". Documents with errors are tagged with "Document signing-Error".
The signee receives an email with a link to view and sign the sent documents. When they sign the document, the system saves it in the Documents tab of the window where you uploaded it (Contact, Portfolio, Transaction, or Trade order window). You can then download the signed document.
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Add multiple signees
If you need multiple clients to sign the document, you can add signees who are not linked to the portfolio, transaction, or trade order:
Open the Contact window, Document signing tab of the main signee.
Create a list of signees from available contacts using the arrow buttons. The selected signees need to have the same contact details defined as the main signee (see step 1).
Click Save & close.
When you send a document for signing, all signees on the list now receive a link to the document.
Schedule document sending
You can schedule the system to send documents for signing on a regular basis. When you schedule document sending, the system tries to send all documents tagged with "Document signing-Waiting". If a document has errors, the parent objects of the document (portfolio or contact) are tagged with "Document signing-Error". The document itself is not tagged, so the system sends it after you correct the validation errors. For more information on scheduling, see Schedule processes in FA Admin guide.