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Signable Integration v2 (Document e-Signatures)

Signable is an e-signature product which allows users to send documents to Candidates and/or Clients for electronic signature directly from within their Influence database.


NOTE: The feature is only available from release Ver: 1.00.20.027 or later.

If your Influence database is an earlier release than this you will need an update before you can use these features.


**To use the integration your Signable pricing plan must be Small Business Plan (or higher) for the API to work. Pay-As-You-Go is not supported **

Overview

You can find out more information at  https://www.signable.co.uk

Influence has integrated with Signable using their API to allow users to send documents directly from Influence and track the signature of these documents.

Examples might be sending a candidate an employment contract to sign before sending them out as a TEMP worker, or sending Contracts to Clients/candidates to sign when placing a freelance worker into a fixed term contract placement.


IMPORTANT: If you wish to integrate with Signable then you must create an account using the link below to ensure that the correct API keys etc are set during signup.

SIGN UP HERE   <<< Use This Link! 


Setup

The basic process is:

Create a Signable account and get your API Key

Setup parameters in Influence (including the API key)

Setup User Access Control (UAC) to specify who can send to signable

Each user needs to set their signable credentials

Specify which Templates/Documents need to be signed and add signature fields to the Template.

Types of Field which can be added.

(Optional) Specify a default signatory at a Client.

You can then start sending documents for e-signature   

Having setup the system you can now use the features to submit documents to signable and record e-signatures. 

Examples of Usage

This section explains how to use and submit documents for e-signature. The process described in  Example 3 (Using a Journal) is likely to be the most common method of doing this. - Click a link below to jump to the example.

Example 1 - Using a Template Document
Example 2 - Using the Toolbar WORD Icon
Example 3 -  Using a Journal to send Documents for E-Signature
Example email to recipient with link.






Create a Signable Account & get your API Key

Use THIS LINK to create a Signable account.

Login to your account and go to the Company Profile section.

Select API & Webhooks and make a note of your API Key.

(A typical API key would look something like 22d98x98a1de12ab34c9c00b097xx5xx )

Tip: If you cannot find your API Key then check the Signable support pages for documentation or contact them to assist you.




Setup Parameters in Influence to hold your account details and API Key

Login as the ADM userID and go to Maintenance > Setup > Parameters.

Select the parameter set called ESIGNAT (Electronic Signature) and press [OK]

Choose the [Paths] tab and set parameter (2) API Key to your API Key

Then select the [Text] tab.


API User Name: This should be left <blank>

API Password: Do not change the API password - this should always be set to x

UAC Group for E-Signing: This will be set to E-SIGNERS

(Internal only: Influence staff please see Setup Guide for more detailed info.)



Setup the UAC (User Access Control)

Login as ADM (or a high priority user), then go to Maintenance > Setup > User Access Control. Select the E-Signers group and setup a list of the users who should be able to post to Signable.  (See example below)

NB: If there is no E-Signers Group, then one will need to be created using Maintenance > Setup > UAC Definitions.  When creating the group make sure to use the code E-SIGNERS (as specified in parameter ESIGNAT, Text(3) )



Each User needs to set their Signable Credentials (Login)

Each user needs to add their SIGNABLE Credentials so that Influence knows which user to post the info to Signable as.

To do this, Login to the system with your UserID, then click the small 'House' at the top of the screen.

Then select the Signable tab and set your credentials. (Versions after 1.00.20.070 will show a list of all valid users in Signable)

Enter your own email in the User/email box, or the relevant 'user' if you are sharing with someone else.


Specify which documents need to be signed and add Merge Fields to the Templates

You will need to specify which documents need to be signed so that Influence knows which documents to submit via Signable. This can be done as below:

Go to the [Docs] tab of the relevant object (Candidate, Contract, Vacancy, Client, etc.)

Make a note of the document which you wish to be signed.


Go to Maintenance > Tools > Template Maintenance

Select the [Word] tab and click the [...] button to choose the relevant template.

Specify who should e-sign the document by selecting E-Signature Contact [ ] or E- Signature Candidate [ ]

If both these options are left unticked, it *is* possible to choose who you wish to be the signatory at the time the document is generated.


Now click the [Edit Template] button to open the document.

 You can then either use the Field Picker to choose various fields from the Signable Merge Fields section and add these to the document.  <OR>

You can manually add the fields to the document by typing/copying them onto the page.


Types of Field which can be added.

Any of the fields below can be simply copied/pasted into your Word document template.

A Check-Box (i.e. something to be ticked)
{check:signer1:Please+Tick} - This field is for a responsive tick box.

A Text Box (i.e. A field that can be typed into )
{text:signer1:Your+Name}  - This field can be used as a free text box.

A File-Upload Field (i.e. A field used to select and upload a file or document.){upload:signer1:Please+Upload+Files} - This field is for uploading supporting files.

A Signature Field (i.e. A field used to capture a graphical signature.){signature:signer1:Please+Sign+Here} - This field is for recording signatures.

A Date Field (i.e. A field used to capture a date.)
{date:signer1:Please+Sign+Here} - This field is for storing dates.

- For any of the above fields, you can substitute signer1 with any of the others signers, such as signer2,signer3.
- Fields can be made optional by using a question mark (?) after the field type.
e.g. {check?:signer1:Please+Tick+If+Required}


For any of the fields listed above, the description is the bit after the colon (:)
e.g. A Text field could be {text:signer1:Your+Name}    <OR>   {text:signer1:Your+Current+Role}


For more information please see the Signable documentation at
https://signable.help/what-are-signable-tags-2/


TipAs a minimum we recommend you add 'Name 1' , 'Signature 1' and 'Date 1' to the document which you wish to be signed. (Optionally you can add other names/signers/dates if required)

Signature fields can be added to any of the Template documents seen in the 10 'slots' on the [Docs] tab of records in the database.

Any template which has been setup as an e-Signature document will be indicated with a new icon showing an Arrow and the word [Signable] in the description.


Optional - Set a Default Signatory

It is possible to specify a particular contact at a client as the default signatory. This is useful if you regularly send lots of documents to the same client for signature.

To do this go to the client record and select the contact. Open the contact record and choose the [Manage] tab.

Use the e-Sign drop-down to select a default for this contact.



USAGE

Using the e-signature facility is easy, and simply requires the user to click on the icon to make the template, which will then be submitted to Signable and tracked appropriately. It is likely that the process described in Example 3 (Using a Journal) will be the most common method employed by users to submit documents.


Example 1: Using one of the 'Template' documents on the [Docs] Tab.

Assuming the [Candidate Contract] template has been setup with the correct Merge fields and was ticked to require E-Signature by the candidate.

(This shows the template is set for 'E-signature' - the actual word document itself will contain relevant merge fields for Name, Date, Signature, etc.)


To send a contract to a candidate go to a contract/placement record and choose the [Docs] tab. Click the icon next to the Candidate Contract. The system will open the document in MS Word, which can be amended/edited in the normal way. When done click SAVE and upload the document to Influence.

The system will then display a Pop-up form for you to complete, asking for:

Candidate : The name/email address of the person who will need to sign the contract.

Signer 2: A Second signatory for this contract (if required)

Consultant: The Consultant who is submitting the document to Signable.
CC1/CC2/CC3: Up to 3 additional recipients who will be informed (by email) that this document requires to be signed.

Complete the pop-up form which is displayed and choose the relevant Signer(s) and 'cc' recipients. Then press [OK]

The system will then pass the relevant document to Signable. An email will be sent to the recipient telling them they have a document to sign and containing a link for them to click so they can see the document and sign it.


Example 2: Using the Toolbar MS Word icon to make a template.

Sending a document such as a  'Confidentiality Agreement' directly to a candidate, where the template has no 'default' signatory specified.


1. Go to the candidate record and click the MS Word icon at the top of the screen to make a Word template. Use the drop-down to select the template and then tick the E-Sign Candidate [  ] option. Then press [OK].


2. Having made (and saved) the Word template, the system will then display the [Signable] pop-up screen for the user to choose the candidate who is required to sign the document.


Pressing [OK] will submit the document to your Signable account for tracking and e-signature. The recipient will get sent an email with a link to the document, telling them they need to sign it.


Example 3: Using a Journal and Attaching a Document.

Another way to submit documents to Signable is to use an email journal and simply attach the document(s) you wish to be signed.


1) Create a Journal as you normally would (i.e. Click on a phone/email address). When the Journal Entry Screen opens change the Method to E-Signature


IMPORTANT: The Subject that you type into the Journal will become the Document Description that the recipient sees within Signable. 


(See below for example of document description in Signable)


2) You may be prompted to choose an email address for the candidate (if they have  multiple emails) - Use the drop-down to choose the relevant address and pick the E-Signature Icon (not the Email envelope)

Note: The e-Signature Icon  will only appear if your Signable login credentials have been set against your UserID


3) Finally use the [Attachments] tab to select the document(s) you wish to attach for E-Signature.

NOTE: When attaching document(s) you should attach documents which have the E-Signature fields included. If you attach a document which does not have the E-Signature fields, then it will be submitted to your on-line Signable account, but the recipient will not be able to E-Sign the document. 



Example of the email containing a Link

Below is an example of the type of email the recipient gets telling them they have a document to sign, and a link to click.








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  1. Graeme Orchard

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