Control exactly when and how often e-signers receive reminders of their outstanding signature requirements.
Summary
Make sure the people who need to sign critical documents are reminded of their tasks with custom e-sign frequency reminders from ContractWorks. This new feature enables you to secure a faster time-to-sign by designating which days of the week signers receive reminders, preventing emails from getting stuck in an inbox for too long. Secure a speedier time-to-sign and creates an auditable notification trail with custom frequencies.
Instructions
STEP 1: After going through the first three steps (Add Documents, Add Signers, and Prepare for Signature) of Sending a Document for Signature (more on that process here), you’ll get to the fourth step: MESSAGE DETAILS.
On this page, fill out the:
- Packet Name (how the file will be named internally)
- Email Subject line
- Email Message
- Email addresses of who to Notify when Finalized (use tab or enter as separators for multiple email addresses)
NOTE: Find more information on this step in this user guide.
STEP 2: Set up the packet reminder frequency on the bottom of the page.
The Default setting will send the reminder email to the signer in 3 days and then every 7 days afterward for a 45-day period.
When you click on the Custom button, you’ll be able to select the day(s) of the week you’d like to send the reminders and the length of time the reminders should go for (again, up to 45 days max). Text on the bottom of the screen will update and tell you the cadence and length of time.
If you click on None, signers will receive only the initial email to sign; email reminders will not be sent.
STEP 3: Click on Send at the bottom of the page to send the packet out for signature.
STEP 4: Once you hit Send, you’ll be taken to the Audit Trail page.
Here, you will be able to see vital information, including:
Packet Details: Status, requested by, name, subject, email message, attached documents, created / finalized, time to sign, who to notify when finalized, and the packet reminder frequency cadence.
In this section, you can click Stop all Reminders to halt all reminder emails, if you are unhappy with the frequency you have set.
The Signers section includes information on the overall status, email, identifier, authentication, fields, CCs, and details on last notified / last viewed / completed status for all needed signers.
In this section, you can also Filter the audit trail section by the signer’s actions, Edit the signer details, or click Remind to send a manual reminder to an individual signer.
Finally, the Audit Trail section gives a comprehensive overview of all events (uploads, sent emails, completed signatures, etc.) involved with this packet.
Additionally, a toolbar at the top of the screen allows you to Cancel Signing, View the Document, and View the Tags.
STEP 5: To access the audit trail screen – and / or to get a quick snapshot look at all of your documents out for signature (or ones that you need to sign) - click on the Sign option in ContractWorks to go to the E-Sign Dashboard page.
Click on the name of your document to go into its Audit Trail page.
Additionally, you can quickly see the name, status, signers, senders, creation date, and Next Reminder details from this page. If you hover your cursor over the field under Next Reminder, you’ll see the exact date when the next reminder goes out.
Click on the three dots next to Actions to Sign Now (if applicable), View the Packet, Remind the Signer, or Cancel Packet.
