ziplogix Digital Ink Training

Transcription

1 Welcome to training for ziplogix Digital Ink. The ziplogix Digital Ink option can be used from inside of zipform Plus, and offers agents the ability to safely and securely offer click-to-sign electronic signatures for their clients, providers, and even within the office. ziplogix Digital Ink can be used to sign any zipform forms and PDF documents. This training will walk you through the basic steps of preparing forms for signing, advanced steps of editing documents before sending for signatures, and the click-to-sign signing process that all signers use to sign ziplogix Digital Ink documents. 1

2 Digital signatures offer a number of advantages over paper and other electronic signatures, including a complete secure signing process that secures the final signed documents, ensuring that you can verify the signature and certify that a digitally signed document was not changed after it was signed. Easily send forms and PDF documents from zipform Plus to ziplogix Digital Ink with a few mouse clicks. Forms from zipform are automatically marked for signatures, and can be edited to further allow other signers to fill in text fields, check off check boxes, or initial changes. Documents are instantly delivered to signers, who can click through to sign from any computer or tablet device (such as an ipad). 2

3 The Digitally Signed seal assures you that this is the original signed document. It contains a digital signature with public key infrastructure technology that can be authenticated through any PKI compatible program (such as Adobe Acrobat viewer). This ensures any signer or recipient can confirm the validity of the signature. The time and date stamp next to the signature is automatically embedded once signers finish signing the document, and displays the time and date stamp down to the minute the document was signed. Time and date stamps are shown in Greenwich Mean Time (GMT), which is the global time standard. This means that documents can be signed by signers in other time zones without time zone confusion. 3

4 Save paper and time through electronic signatures. Send documents to be signed electronically the using DocuSign or ziplogix Digital Ink click-to-sign programs (select your signing product in your profile). Click the esign button, and then click Sign 4

5 Forms or PDF documents saved in this zipform file can be added for signing. 1. Click each document or PDF to select it for the signing packet. (Tip: Use the Select All button to select all forms and PDF documents in this zipform Plus file) 2. Click and drag documents to sign to organize the order for documents. (Tip: Add a new PDF for signing (without saving it in zipvault first) by clicking the Browse button above the list of documents) 3. Click Next 5

6 zipform Plus is now offering streamlined esign tools. New technology allows your sellers to complete AND esign disclosure documents such as the Transfer Disclosure Statement (TDS) and Seller Property Questionnaire (SPQ) with the rest of the transaction documents 6

7 Select the signers who will be working on this packet of documents. 1. Click a singer (or check the box next to a signer) - Signers will be added in the order you select them (or click Done and click and drag to arrange signers) - Select from Transaction Parties, your zipform Address Book, Service Providers, or add a New signer - Signers are required to have a First Name, Last Name, Role, and - Click and type to edit or add to a contact before adding them to the signing process - After clicking Done, you are able to drag and drop signers to further refine the signing order. Drag two signers on top of each other to have them receive the signing at the same time. 2. Click Continue to ziplogix Digital Ink 7

8 Select the signers who will be working on this packet of documents. 1. Check the CC box to automatically deliver a copy of all signed documents to this signer once signing is complete. 2. OPTIONAL: If additional identity verification for a signer is required, check the Verify ID box. This will add an Identity Verification for that signer. The identity verification process asked the signer a series of identifying questions based upon public records. It is the same process that someone might encounter in opening a bank account or checking their credit online. The identity verification has an additional charge of $5 per identity verification. If you select Verify ID for any signer, you will be prompted to enter credit card information to pay for the Identity Verification when you click the Next button. If you do not wish to be charged, uncheck the Verify ID box. 3. Click and drag signers to change the signing order. Drag two signers on top of each other to prompt them to sign at the same time. 4. 8

9 Review the areas where people will sign the documents. Click a signer s name, then click and drag a task (such as Sign) to the form or document. zipform forms will already have signature, initial, and date lines on the form marked for signing. Click and drag to edit these signatures, if needed (Tip: for larger signatures from your clients, make the signing area taller you will see the preview of the signature so that you can choose the right size and layout for your forms). It is a good idea to double-check the areas zipform has marked for signing, to ensure they are correct, and should be signed at this time. You can also click and drag to add areas for signers to fill in text or check off check boxes, as long as that person is signing or initialing at least one place on the document. You can also click and drag to add the ability for someone without a signature or initials to read, acknowledge, or agree to the form without signing. PDF files will not already have signatures. You will need to click and drag to add signature areas for PDF documents that you have uploaded for signing (including previously signed documents). It is important to use the drop-down list of documents at the top of the Add Signatures step in 9

10 order to check each document that will be sent for signing. 9

11 Update the message for signers with any information that is relevant to this packet of documents to be signed. Click Send Now to start the signing process. This will send an to the first signing party or parties. This will come from ziplogix Digital Ink, and will have your text in the message body along with a link that signers can click to begin signing. Singers can click this link from any computer or tablet device that is connected to the internet. No special equipment is required, and signers are not charged anything to sign. 10

12 This same Status page can be used during the signing process to check the status of signatures. This page can be reached from zipform by clicking the Check Status option from the esign button within a zipform Plus file. If you do not need the status page at this time, click the x in the top right corner to quit out of the status page. This will bring you back to your zipform transaction. Tip: most agents will call or otherwise contact the first signer to offer their support while signing. 11

13 The signer can click the link in his or her in order to begin the signing process. All signers (including agents) follow the same process for signing. If signers have the same address (such as a husband and wife), it will be important for them to pay attention to who the is addressed to at the beginning of the . Signers should only click the link to begin signing for their own set of documents to sign. 12

14 The e-sign Legal Consent is an important part of any digital or electronic signature process. All digital and electronic signatures must have an agreement that is separate from the contract being signed where the signer agrees to use and be bound by digital or electronic signatures. For your convenience and protection, this agreement is built in to ziplogix Digital Ink, and a signer s consent to use digital or electronic signatures is recorded in the signing history (available from the ziplogix Digital Ink status page) A signer can choose to accept or decline the legal consent. If they decline, they will still have the opportunity to return to the signing process by clicking the link inside of their , and accepting the terms of the legal consent in order to continue. 13

15 A digital signature consists of two parts, which the signer creates at this time. 1) The signing PIN (password). Each signer creates their own PIN, using at least one letter and at least one number. The PIN must be at least six characters long, and should not be shared with anyone. The PIN can be used to resume signing (in case a signer is interrupted), or to download signed documents once complete. 2) The signature. A signer can sign in the provided space if they choose Draw my signatures and initials. This is the default for anyone signing on an ipad or other tablet or touchscreen device. The signer can also select this option and use their mouse (or touchpad on a laptop) if they are on a nontouchscreen computer. If the signer is not comfortable drawing their signature, they can choose Choose my signature font Once a signer has created their PIN and signature, they can click On to View / Sign 14

16 If a signer does not want to use their signature, they can select from a variety of handwriting font signatures and initials in their name. These will be used when the client clicks to sign. When ready, the signer should click On to View / Sign. 15

17 The document list lets a signer know what document(s) are ready to be signed. Click on a document and click Next to start signing that document. You can view a list of documents, or switch to a carousel view to see a preview of each document to be signed. 16

18 To digitally sign a document, click any Click Here to Sign prompt. Once all signature, initial, text, or check box areas have been completed, click Finish Signing. Required signatures, initials, text boxes, or check boxes must be completed before signing is considered complete. However, if the signer needs to leave the signing process, progress can be saved by clicking the Finish Signing button, and then the document(s) can be accessed again. To reopen the signing process, click the link in the initial that said documents were ready. Enter the signing PIN that was created before signing began, and resume signing. 17

19 When a document has been signed, a green check mark appears over the document. Once all documents have been signed, a signer can review the signed document(s) as needed. 18

20 When finished signing, signed documents can be reviewed by the signer in ziplogix Digital Ink immediately following signing. A signer will also receive an with a link that can be used to review the signed documents at their convenience. From the review page, click Print or Download to print or download a copy of documents. If multiple documents were signed, use the Document List button in the top left to view other documents. The agent who sent documents for signing can also review and download documents as needed by using the Check Status option within zipform Plus. 19

21 When signing is complete, the signer receives an with a list of documents signed and a link to download the final signed documents as PDFs. When reviewing documents, signed files can also be downloaded or printed as needed. The next signer will automatically receive their to begin their signing process, so that all parties can sign documents easily and efficiently. 20

22 Signers or outside parties added to the CC List receive an with signed documents attached once everyone has finished signing for this signing packet. The should arrive within a few minutes of the final signer completing his or her signatures. This may result in some signing parties receiving more than one once signing is completed. Signers will always receive the Signing Complete once they have (individually) finished signing, which contains the link to download signed documents. If they are also the last person to sign, and part of the CC list, they will also receive the CC List . Finally, the agent who sent the documents to be signed will also receive a notice once all signing is complete, so if that agent is the last person to sign, he or she may receive up to three s at the end of the signing process. 21

23 The purple ziplogix Digital Ink icon identifies files within zipform Plus that have had at least one document sent for signing using ziplogix Digital Ink. Click the purple ziplogix Digital Ink icon at the top of your zipform Plus screen in order to sort your zipform Plus files by files that have had documents or forms sent for signatures using ziplogix Digital Ink. 22

24 Once all signatures are complete, the signed documents are added as a folder within the zipform Plus file for users who have the zipvault feature in zipform Plus. From this folder the documents can be organized, re-filed, or re-named. The signed documents are PDF files within the zipform transaction. Just like other documents stored using the zipvault feature in zipform Plus, they can be ed, faxed, downloaded or shared online. 23

25 If signing is not yet complete, documents that are in the process of being signed can be reviewed using the Check Status feature, located under the e-sign button inside of the zipform Plus file. Click a signature event. Use the Show Details button to see the list of documents sent for signing on that date. Click Check Status to open the ziplogix Digital Ink Status view. 24

26 Check Status: Downloading or checking the status is available for 30 days (expired or canceled packets are archived sooner). Final, signed documents are automatically stored in zipvault after all signers have completed signing. Click View History to view (and print) a history of each action taken by each signer during the signing process. Use Download All to download a.zip (compressed) file of the PDF documents that were signed. Use View or Download to view or download an individual document. 25

27 Check status can also be used to make (small) changes to the signing packet. Click the Modify Transaction option to make limited changes to signers who have not yet signed, or documents that have not yet been signed. Only documents that have not yet been signed, or signers that have not yet started signing can be edited in any way. Once a document has been signed, or a signer starts signing, for security reasons you are not allowed to make changes. 26

28 ziplogix Digital Ink will work on Apple or Microsoft computers and devices. It can also be used from an ipad (agents will need the zipform Mobile Web Edition to send documents for signing), but it is important that the Adobe PDF viewer is used for viewing signed PDF documents. The Adobe PDF viewer is free, and is the default viewer for Windows computers. Apple users will want to download the Adobe PDF viewer (if they have not already) to ensure that they are able to properly see signatures and other elements of PDF files. It is a good idea to use the Adobe PDF viewer (or other full PDF viewer) when viewing PDF files to ensure all parts of the PDF are seen. The apple Preview application does not show all elements of a PDF. 27

29 Visit for more details about zipform Plus, ziplogix Digital Ink, and other ziplogix products ziplogix 28