Send Documents for Electronic Signature

Momentus Enterprise has an integration with DocuSign allowing users to send documents from Enterprise to be electronically signed and returned to the same document folder it was sent from.

In this article:

• Electronic Signature Pre-Requisites
• Send Documents with an Electronic Signature Profile
  • Send a Word Template Document for Signature
  • Send a Crystal Report for Signature
• Send Documents Without an Electronic Signature Profile

Electronic Signature Pre-Requisites

• Purchase the Momentus Enterprise DocuSign Integration.
• Purchase DocuSign Envelopes through DocuSign.
• Complete the DocuSign Configuration.
• Configure Enterprise for DocuSign.
• Provide Consent. Instructions for providing consent are included below.

You can send documents for an electronic signature if:

• They are checked in.
• They are a valid file type.
• They are 10 MB or smaller.
• They are not in another envelope, unless the previous envelope is voided or deleted.
• It is not already signed.
• Documents have the same electronic signature profile assigned, no electronic signature profile assigned, or a mix of the same electronic signature profile and no electronic signature profile. You cannot send documents with differing electronic signature profiles for signature in the same envelope.

Send Documents with an Electronic Signature Profile

Documents can only be sent for signature from the subject you assigned to the Electronic Signature Profile, such as All Accounts, Invoices or Contracts. The steps below assume that an Electronic Signature Profile with the appropriate subject exists from where you are adding or sending the document/report.

Send a Word Template Document for Signature

1. Navigate to the desired subject (Account, Event, and so on) for the document you want to send for signature.
2. Click the Documents tab.
3. Click the down arrow next to the Add button.
4. Click Add Document From Template. The Select Template Document window opens. 
5. Select the template with your electronic signature profile attached to it.
6. Click Select. If this is your first time sending a document for Electronic Signature or you have not sent a document for more than 30 days, you are prompted to Provide Consent. If you do not receive this prompt, proceed to step 13.
7. Click Provide Consent. A browser window opens with a DocuSign login page.
8. Enter the email address used for your DocuSign account. This email must match the email associated with your Enterprise User ID.
9. Click Next.
10. Enter the Password used for your DocuSign account.
11. Click Log In. A message displays confirming the authentication was successful. If you receive any messages other than a successful one, please contact Momentus Enterprise Support.
12. Click OK on the message to close the browser window. The Add Document window opens.
13. Update any necessary information.
14. Click OK. The document opens in Microsoft Word.
15. Close Microsoft Word.
16. Return to the Documents tab and check the document back into Enterprise. See Check In and Check Out Documents for more information on checking in and out documents.
17. Repeat steps 3 - 17 for additional documents.
18. In the Documents tab, select the documents to send for electronic signature. Use Ctrl+Click or Shift+Click to select multiple documents.
19. Right-click and select Tools.
20. Click Send For Electronic Signature.
    • Single Document: The Send For Electronic Signature window opens.
    • Multiple Documents:
      • The Order Selected Documents window opens.
      • Use the arrow buttons on the right to order the documents.
      • Click OK. The Send For Electronic Signature window opens.
21. Update any necessary information on the Send For Electronic Signature window. By default, the information is based on the Electronic Signature Profile associated with the template. The Account field is for your information only and not stored in Enterprise.
22. Click OK. This sends the document for electronic signature.

Send a Crystal Report for Signature

1. Navigate to the desired Account, Event or Contract for the report you want to send for signature.
2. Right-click  and select Reports. The Reports List window opens.
3. Select the Report.
4. Click Select. If this is your first time sending a document for Electronic Signature or you have not sent a document for more than 30 days, you are prompted to Provide Consent.  If you do not receive this prompt, proceed to step 11.
5. Click Provide Consent. A browser window opens with a DocuSign Login page.
6. Enter the email address used for your DocuSign account. This email must match the email associated with your Enterprise User ID.
7. Click Next.
8. Enter the Password used for your DocuSign account.
9. Click Log In. A message displays confirming that the authentication was successful.  If you receive any messages other than a successful one, please contact Momentus Enterprise Support.
10. Click OK on the message to close the browser window.
11. If applicable, enter the information into the report prompt. If there is no report prompt, proceed to step 13.
12. Click OK. The report opens in the Report Viewer.
13. Click Save to and select Save to Momentus. The Save Report window opens.
14. Enter the necessary information.
15. Click OK. 
16. Repeat steps 2-16 for additional reports.
17. In the Documents tab, select the documents and/or reports to send for electronic signature. Use Ctrl+Click or Shift+Click to select multiple documents and reports.
18. Right-click and select Tools > Send For Electronic Signature.
    • Single Report: The Send For Electronic Signature window opens.
    • Multiple Documents and/or Reports:
      • The Order Selected Documents window opens.
      • Use the arrow buttons on the right to order the reports and documents.
      • Click OK. The Send For Electronic Signature window opens.
19. Update any necessary information on the Send For Electronic Signature window. By default, the information is based on the Electronic Signature Profile associated with the report. The Account field is for your information only and not stored in Enterprise.
20. Click OK. This sends the document for electronic signature.

Send Documents Without an Electronic Signature Profile

You can send documents without an Electronic Profile signature when needed.

1. Select the documents from the Documents tab of the event, accounts, and so on. Use Ctrl+Click or Shift+Click to select multiple documents.
2. Right-click and select Tools > Send For Electronic Signature
   
   • Single Document: The Send for Electronic Signature window opens.
   • Multiple Documents:
     • The Order Selected Documents window opens.
     • Use the arrow buttons on the right to order the documents.
     • Click OK. The Send For Electronic Signature window opens.
3. Enter the information for each recipient:
   • Description: Description of the document.
   • Brand: Brand for the document.
   • Envelope Template: Email template to use when sending the document. If a template is selected, the Subject and Body will default from the template.
   • Subject: Subject line of the email. Defaults to document description.
   • Body: Your email text.
   • Enable Signing Order (multiple recipients only): When checked, recipients must sign the documents in a particular order which you can set on the Signing Order field. When unchecked and there are multiple recipients, the documents is sent to all recipients at the same time. 
   • Enable Reminders: If checked, the document recipients receive reminders to sign the document. Once checked, you can configure the following:
     • Reminder Delay: Number of days before a reminder email is sent to the document recipients.
     • Reminder Frequency: How often (in days) a reminder email is sent if the recipients have yet to sign.
   • Enable Expiration: If checked, the document expires after a specified amount of time. If this is not checked, the expiration is set to 120 days by default. Once checked, you can configure the following:
     • Expire After: Number of days after the document is sent for signature before it expires.
     • Expiration Warning: Number of days prior to the document expiration for the recipients to receive an expiration warning.
4. Select the Recipients tab. Recipients are the individuals who the electronic signature envelope are sent to. At least one recipient must be entered. 
   • Account: Account the documents are for. You can use the Account field to auto-populate the First Name, Last Name and Email for the Recipients. If searching for an organization account, it will list the contacts to be selected. Any changes made to the account in these fields does not save back to Enterprise. 
   • First Name: Recipient’s first name. Defaults to the account contact if an account is selected.
   • Last Name: Recipient’s last name. Defaults to the account contact if an account is selected.
   • Email: Recipient’s email address. Defaults to the account contact if an account is selected.
   • Role: Choose if the recipient is a Signer or Carbon Copy.
   • Signing Order: Order the recipients are signing the document if the Enable Signing Order check box is selected.
   • Language: Language for the recipient. If this column does not display, you can add it to your view.
5. Click OK. The Document opens in a new DocuSign web browser tab. If prompted, allow pop-ups.
6. Select the first recipient’s name from the drop-down at the top left of the page.
7. Click the field you want to have in your document from the Standard Fields list and drag it on to the document. For example, if the recipient is signing the document, click Signature. If the recipient needs to initial the document, click Initial. There are also options based on Enterprise data. For example, the Email, Title or Company fields default to the data in the recipient’s Enterprise record.
8. Click in the document where you want the Recipient to notate. You can switch between your documents by clicking on them in the Documents pane on the right.
9. Repeat steps 7-9 for additional recipients. Selecting a different recipient changes the field color to show where each recipient needs to sign.
10. Click Preview at the top right if you want to preview the document before sending.
    • Click the name of the recipient in the Viewing As, to see the preview for them. 
    • Click the X at the top right to close and return to the main document.
11. Click Send at the bottom right to send your document for signature.