Each signature process is displayed in a separate line in the activity log. Each signature process can have three statuses, which are displayed in different colors and with different icons.
- Active signature processes are displayed with a blue document icon.
- Completed signature processes are displayed with a green checkmark.
- Inactive signature processes are displayed with a red x.
By clicking on the line for the signature process you want to view, it will expand and show the detailed activity of that signature process. The details of the signature process differ depending on it's status and the activity that has taken place in the signature process.
Active Signature Processes
Active signature processes are displayed with a blue document icon. Signature processes remain active until all signees have signed, or for a maximum of 30 days, whichever comes first.
The actions available when a signature process is in an active state are:
Editing the signee information
By clicking the edit icon next to the name of the signee certain information about the signee can be changed. This information differs between signature types. The signature type cannot be changed. If you need to change the signature type you should first add a new signee with the new signature type before removing the previous signee with the incorrect signature type.
When the email address is changed another email is sent to the signee using the altered email address as can be seen in the activity log. You may need to refresh the activity log to view the new activity.
Copying the signature process link
When a signature process is initiated an email is sent to the signee with a link to start the signing process. It may be useful to gain access to this signature link, to provide it to the signee in another manner, such as in a chat. Clicking the "Copy signature process link" will provide you with a link to this signature process. The link may then be pasted into a web browser to start the signature process.
Sending a reminder
When signees don't immediately sign the document or cannot find the email with the link to the signature process, it can be helpful to send them a reminder with a link to the signing process.
To send a reminder either click the "Send reminder" button for a specific signee, or click the "Remind everyone" button on the bottom to send a reminder to all signees that have not finished signing the document.
Reminders may be sent via email for all signature types, and by text message for qualified signatures.
Note
Automatic reminders can be configured in company settings to be delivered first the day after the original signature request was sent and then once every three days until signing has been completed.
Deleting a signature Process
If a signature request needs to be aborted for some reason, you can click the "Delete" button on the correct signature process. The signees will then receive an email notifying them that the signature process has been canceled and all links to the process will become inactive.
Getting documents
When a document has been signed by one or more signee, but not by all signees, it may be useful to download the document in it's current state. This can be done by clicking the "Get documents" button. This will not effect the signature process in any way, and the document may still be signed by any signees that had not yet signed. Once all signees have signed the document or upon expiry of the process, the document will be delivered as usually.
Adding a signee
In certain situations a signee may be added to an active process. For instance for:
- Active Drop & Sign flows
- Active Fill & Sign flows that are configured for multiple signees
- Active SmartFlows that are configured for multiple signees (coming soon)
To add a signee, simply click the "Add signee" button at the appropriate Signature Process in the activity log
Next choose the signature type and add the appropriate information for that signature type.
An email with a link to the signature request will be sent immediately, unless the signature request has been configured with "Sign in order", in which case, the new signee will be added to the end of the list and will receive an email when all other signees have finished signing.
Removing a signee
When there are more than one signee in the signature process, a signee can be removed from the process. Simply click the delete button next to the name of the signee you want to remove. If the signee has already signed the document they can not be removed.
When the signee has been removed they will show as inactive in the activity log
If the final signee is removed, the signature request will automatically be marked as completed, and the documents will be delivered. Once a signing request has been marked as completed, it is not possible to add more signees. In such cases, you can take the signed document and send it for the remaining signatures using Drop & Sign. The signatures will be added to the final document, which will include all signatures from both processes.
Completed signature processes
Completed signature processes are displayed with a green checkmark. Once all signees have finished signing, the signature process is marked as completed and links to the signature process will become inactive.
The actions available when a signature process is in an active state are:
- Downloading the signed document(s)
- Download attachments
Downloading the signed document(s)
To download the document directly from the activity log, click the name of the document in the activity log. Note that documents are available for downloading in the activity log for 30 days after signing completed, after which time they will be permanently deleted from the database, and Taktikal will not be able to extract them.
Download attachments
When the signature process includes one or more attachments, the attachments may be fetched directly from the activity log by clicking the name of the attachment. Note that attachments are available for downloading in the activity log for 30 days, after which time they will be permanently deleted from the database, and Taktikal will not be able to extract them.
Inactive signature processes
Inactive signature processes are displayed with a red x. When a signature process expires, 30 days from creation or when a signature process is canceled by the user, they will become inactive.
The actions available when a signature process is in an active state are:
- Downloading the signed document(s)
Downloading the signed document(s)
To download the document directly from the activity log, click the "Get documents" button in the activity log. Note that documents are available for downloading in the activity log for 30 days after the process was canceled or expired, after which time they will be permanently deleted from the database, and Taktikal will not be able to extract them.