Welcome to Board.Vision Tutorials. In this tutorial, we will walk you through the steps to create a document for e-signing.
Important Note: The Board.Vision web app is optimized and supported for desktop use on Google Chrome (version 65.0 and later) and Microsoft Edge (version 87.0 and later). Please note that this support is intended for desktop environments and is not applicable to mobile devices.
To create a document for e-signing:
1) Log in to your Board.Vision account using your registered email address and password.
2) From the left navigation menu, go to SmartSign, and click on +Add Document.
3) On the Add Document page, click or drag and drop to upload a document from your desktop/laptop.
Note: The document must be in PDF format and the maximum file size is 20MB. You can upload more than one document.
4) Once you have uploaded the first document, the document's name will auto-populate into the Document Name field.
5) Under the Signing Method field, Electronic Signature is the default signing method.
6) Next, you may set the document deadline by selecting the Set a Deadline checkbox. Then, enter the date and time.
7) For Signatories to receive a notification when the document is complete and to receive the final document and CoC report, select the required checkboxes shown below.
8) To add preparers, click on Add Preparer and select the Board.Vision user from the list provided in the "Search to Add Preparer pop-up window".
Note: When added as a preparer, he/she will have administrative access to the document.
9) Scroll down to the Add Signatories section and choose from the following two methods:
i) Click on Add BV User - To add an existing Board.Vision User.
ii) Click on Add Signatory - To add a non-Board.Vision User.
10) Once you have clicked on Add BV User, a "Search to Add Signatory" window will pop up.
Select the names and click on Confirm.
11) To ensure the user receives an OTP notification, first, click on the Pen icon.
12) Then, choose either of the following options provided and click on Confirm:
i) Send OTP via Email
ii) Send OTP via Mobile
Note:
a) For Board.Vision Users, the Name, Email Address, and Mobile Number are non-editable.
b) If the ‘Send OTP via Email’ or ‘Send OTP via Mobile’ checkbox is selected, the Signatory will be required to enter a one-time password (OTP) when first reviewing the document, before he/she signs.
13) To add a non-Board.Vision User, click on Add Signatory.
14) Once you have clicked on Add Signatory, an "Add Signatory" window will pop up.
15) Enter the required fields and select the type of OTP notification for the user to receive (if required). Then, click on Add Signatory.
16) Once you have clicked on the Add Signatory button, the non-Board.Vision user will be added to the Add Signatories field.
17) If you want all signatories to receive the document for signing at the same time, you are required to add all signatories to box 1.
However, if you want to set the sequence of the signing, you are required to click on Add More Row to add the signatories in separate boxes e.g., boxes 1 and 2. In this case, signatories in box 1 will receive the document for signing before the document is routed to the signatories in box 2. Each signatory will automatically receive an email notification at the stage when the previous signatory has completed the document.
18) You can also add an Observer to the document, by clicking on Add CC.
Note: The user in the CC field can view the document and the signatories’ signatures. The role will be that of an observer and he/she is unable to sign the document.
19) Then, enter the user's email address under the Notify Other Users (Optional) field.
20) To add a message in the email notification to all the users, enter your message into the Message field. Then, click on Next.
21) Once you have clicked on Next, you will be directed to the Edit Document page. On the Edit Document page,
a) Select the users from the signatories dropdown list.
b) Add the field type on the document such as follows:
i) Signature
ii) Initial
iii) Name
iv) Date
v) Checkbox
vi) Add text
22) Then, click on Send.
23) Once you have clicked on Send, a Confirm window will pop up. Click on Confirm.
24) Once the document has been sent successfully, the status will be updated to "In Circulation".
----------------------------------------------------------------------------------------------------------------
On Email Notifications
1) As the Preparer, you will receive an email notification from notifications@board.vision with the title “<Company Name>: SmartSign - Your document has been sent for signature(s)”.
2) All Signatories will receive a separate email notification from notifications@board.vision with the title “<Company Name>: SmartSign - ‘Preparer's Name’ has sent you a document to review and sign”.
3) All Observers added under the 'Notify Other Users (Optional)' section, will receive a separate email notification from notifications@board.vision with the title “<Company Name>: SmartSign - ‘Preparer's Name’ has sent you a copy of document for information”.
Important Note:
1) Each signatory/observer will receive a separate email with a unique link to access the document, and the Preparer will not be in the CC field.
2) Signatories can access the link in the email as long as the status of the document is "In Circulation" or "Completed".
You have completed the tutorial on how to create a document for electronic signature.
If you face any issues in completing the steps shown in this tutorial, please reach out to our Board.Vision Customer Success Team at support@board.vision or +65 6909 7100 and we will be happy to help.
Our hotline operating hours are from Mondays to Fridays 9:00 AM to 6:00 PM SGT (excluding public holidays).