FYI can be integrated with digital signature providers Annature, for digital signing.
The following describes how to set up and use FYI so that documents can be sent directly to Annature.
To use this function:
- You need to be a registered and subscribed user of Annature.
- An FYI Administrator will first need to connect your Annature account to FYI.
- Users can then send selected PDF documents for signing from FYI using the Signature button.
Connect your Digital Signature Account to FYI
Your Annature account needs to be connected to FYI.
Note: This is a one-off step and can only be done by an FYI administrator.
- Within Annature create your integration ID and Key for FYI following these instructions in this Annature help article - Annature - Integrating with FYI
- From FYI, click the Automation menu option.
- Go to the Apps tab.
- In the Annature app, click the cog icon to edit it.
- In the Annature Settings panel, enter your Annature ID and Key.
- Click Connect, sign in to Annature and follow the prompts.
When set up, the Annature Settings in FYI shows the Connected date and time.
For Annature, you can set the Assign documents to individual users switch in FYI to allow for multi-users of Annature.
- Set Assign documents to individual users switch to "On" when you have multiple accounts in Annature. When sending a document it will show under the user's Annature account, so when a user sends a PDF for signing it will show under the documents that user sent.
- When Assign documents to individual users is set to "Off" there is only one shared account for everyone to use.
Sending a Document as Draft or Final
You can send the document to Annature as Draft or Final. This is set when using the Signature button by selecting the Service Status as "Draft" or "Send".
- "Draft" (with Service Status set as "Draft")
- places the document into Annature as draft, so that you can adjust the message, signing fields and date fields before sending to the client.
- "Final" (with Service Status set as "Send") means the document will flow directly from FYI, through Annature and to the client, without any input required inside of Annature.
If sending as Final, you need to ensure the document you send has the following required merge field included in the document. Add the Signature merge field to the Word document or Excel spreadsheet and then convert this to PDF so it can be sent for signature. The Merge Field will work in PDF format as long as the PDF is saved as readable as text and not as an image.
(for a Word document)
(for an Excel spreadsheet - the Merge Field for the Excel Signature does not have spaces after or before the brackets)
Sending a Document for Signature
All documents sent for signing must be PDF.
Where multiple documents are being sent, they must be for the same client.
- In FYI, on a list, select one or more PDF documents for a specific client.
- Click the Signature button in the tool bar. Or for a single PDF document, right-click and select Signature from the tool bar pop-up menu (refer to Tool Bar and Right-Click Functions).
- The Send for Signature drawer displays and includes the names of the document(s) that are being sent. This shows the filing details of the FYI Web Link document that will be created as a record of the document(s) that have been sent for signature.
The following example shows the Send for Signature for Annature with the Recipients displayed.
- The Client name is automatically selected as the client of the selected PDF.
Recipients - Clicking the Recipients link displays the email address of the selected client. This shows as the "Signer".
Where the client has more than one contact email, you can select one of these to additionally send the request for signature to. Select the email from the drop-down list. You can also create one or more additional email addresses by typing the address in the Recipients field and clicking the Create link. Set and additional Recipients as "Viewer or "CC".
- Select the Service Status as "Draft" or "Send".
Send - Allows you to completely automate the signature request and it is sent to the service immediately.
Draft - This places the document into Annature as draft, so that you can adjust the message, signing fields and date fields before sending to the client.
- Subject - Subject is set as the name of the PDF being sent. You can change this if required.
Message - When using Annature, you can also enter a Message that will be included when the client receives the request for signature.
In the Workflow, the Status is automatically set as "Pending Client Signature".
Include Reference must be set to "On". Every document in FYI has a unique reference number and this is automatically included in the file name of the document that is uploaded. FYI will use this reference number in the filename when bringing the signed document back into FYI (see below).
The Service used is automatically determined by the service you are using to sign the document (for example, DocuSign, Adobe Sign or Annature). If you happen to have more than one service connected, you will see a selection for Service in the Send for Signature so you can select which to use.
- Click Create.
A Web Link document is created as a record of the document(s) that have been sent for signature. When set with the Service Status as "Send", the original document(s) will show as a thread under the Web Link document. You can display the Drawer for the Web Link and see the relevant documents in the Threads section of the Drawer. Threads for documents display in the same way as email threads. Refer to Managing Email Threads.
When sent to Annature, the Web Link document displays as follows.
Note: Annature expects the mobile number held for the client to be in E.164 format (https://en.wikipedia.org/wiki/E.164). The phone number must start with the country code, for example, +61411888999. A message is displayed when sending a document if the client's mobile number is in the incorrect format.
Opening the Web Link document
When you open the Web Link, you are prompted to login in to the digital signature provider from where you can see the document(s) that were sent for signing either in the Draft or Sent screen according to whether you selected "Draft" or "Send" as the Service Status.
When the Document is Signed in Annature
When the client receives the document to be signed, they will see the sender of the document as FYIDocs<firstname.lastname@example.org> and will also see the name of the FYI user who sent the document.
On the email they receive, they click the Review Documents link and complete the signing process.
On completion, Annature notifies the sender (via email) that the document has been signed.
Annature also notifies FYI that the document is signed. The signed PDF is pulled into FYI and the workflow status will be automatically updated to 'Client Signed'. The signed version is added to the top of the thread, then the Web Link document below this in the thread (as a record of the send), and then the original document. Threads for documents display in the same way as email threads. Refer to Managing Email Threads.