Can I include external documents for electronic signature?
Yes. After generating the Class documents, click the Send for Signature button and you will be redirected to the DocuSign page, where the Class documents and signatories’ information is pre-filled. You can then upload external documents to the same ‘envelope’ for your clients to review and sign electronically.
Can I include only the external documents for electronic signature?
Yes. You need to start by using the send for signature feature, from either the single report or report pack from Class. Once you are redirected to the DocuSign interface, you can remove the Class documents and upload your own documents as needed. You can still track those requests via the Signature Tracking page on Class.
Who can use the electronic signature feature in my business?
If the feature is enabled for your business, users with access to the Class application will have access to send documents and track electronic signatures for the funds they have access to. Users who have access to Class Client View only will not be able to use this feature.
Can I see all the electronic signature requests created for my business?
Yes. You can navigate to the Business level > Signature Tracking and apply the ALL filter.
Can I send an envelope to two recipients at the same email address?
Yes. If both recipients are added individually, using their names but the same email address in the email field. Each recipient will receive a notification email at the shared email address. The email contains a unique link to view the documents with that recipient’s signing fields. It is recommended that you consider enforcing a unique access code for each recipient who then needs to enter this code to review and sign the document.
Read on to the next Q&A for how to do that.
How can I add an access code for the trustee to access the document?
Once you are redirected to DocuSign after triggering send for signature from Class, you can click Customize and select Add access code to enforce an access code requirement. You can relay the code in any way you wish, such as by phone or in separate email communication. However, do not include the code in the document message, as this reduces the security value of the code. The recipient must enter the code correctly in order to view and sign the document.
What can I do if the recipients fail the authentication?
Once the access code is enforced, the recipients have up to 3 attempts to enter the correct code to access the document. If they fail the authentication, the envelope status will change to Authentication Failed and the access to the envelope will be locked.
You can identify these errors by going to the Signature Tracking screen at Business or Fund level and viewing the All status.
You can then click on the action icon () on the right and Resend the envelope to the recipients to give them another chance to pass authentication. Please ensure you take note of the access codes and communicate these to the recipients.
If I can't finish sending out the envelopes in one go, can I retrieve the draft later?
Yes. An envelope will be created in the draft state automatically if you click send for signature and stop the process before sending the envelope.
- If the draft was created from the single report, you can go to the Signature Tracking screen and use the Draft filter to retrieve and continue editing.
- If the draft was created from a report pack, you have two ways to retrieve the draft:
- On the Signature Tracking screen, click on the Draft filter. This can be done at either the business or fund level.
- On the Report Pack history in the fund
- Navigate to Report > Run Report Package
- Select the report pack and Click on History
- Click Refresh
- Click Continue with Draft for the record you want to retrieve for editing
Draft envelopes are stored for 30 days from the date they were created. After 30 days, drafts are automatically deleted and removed from the Signature Tracking screens. You can track the expiry date for envelopes that are in the draft state.
What can I do if I made a mistake in the report I sent and would like to cancel the request for electronic signatures?
In the Signature Tracking screen, find the request that you want to cancel, then click on the action icon on the right and select Cancel Request.
Once this is done, it cancels all outstanding signing activities. Recipients who have not yet signed can no longer view or sign the document (the link in the email is deactivated). Recipients who have either finished signing or whose turn it is to sign receive an email telling them that the request is cancelled. Note: you can add a reason for the cancellation for inclusion in the email notification.
How can I get the audit trail for the electronically signed document?
Every document signed via DocuSign comes with a Certificate of Completion that provides proof of the signing process for all parties to the transaction. This certificate includes an audit trail illustrating: who signed, timestamps detailing when and where each person signed, and the completed document itself.
You can download the signed documents and Certificate of Completion via the Signature Tracking screens in Class. The recipients will be able to download this when they access the completed document via the email notification sent by DocuSign.
When to use resend?
The resend feature is useful for these situations:
- Your recipients have deleted or lost the original notification email
- You want to remind the outstanding recipients* whose turn it is to sign to DocuSign your document
- You added access code authentication to your document and the recipient fails the validation process; resend gives them another chance to pass the authentication challenge
*Recipients who have signed the document will not receive an email notification from the Resend.
The resend function is available via the Signature Tracking screen - click on the action icon () next to the relevant document.
What happens to the envelope if the envelope is partially signed by few signees and declined by some?
- All the signees including the CC ones, shall receive an email notification informing about the signee who declined to sign
- Signees who already signed or declined the document, could still access the read-only version of the document
- Signees who did not sign the document are not allowed the access to the envelope any longer
- The document could not be completed and would require the Class user to initiate another envelope after addressing the issue with the declining signee and would require all the signees to sign again regardless of there previous action