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This article explains how to send PDF documents for signing through a connected digital signing service in FYI, using the Send for Signature step.
To convert documents to PDF in an automation, refer to Process Step Details - Convert to PDF.
Before you Begin
Before you can begin using the Send for Signature step you should be aware of the following:
- You will need to have already connected a signing service to FYI - refer to Sending Documents for Signature for options.
- Any view can be used for the process filter, but a document must be selected in the Send for Signature process step.
- Merge Fields can be used on
Send for Signature
In the Send for Signature step, the Document field is used to select one or more documents to be sent for signing.
Note: myprosperity only allows for one document to be sent at a time.
When selecting a Document to send for signing, you can select from:
- The Trigger Document - a document retrieved by the view in the filter.
- PDF documents created by Create PDF or Convert to PDF steps earlier in the automation process.
The Service field will display the connected signature services. If there are no displayed options, you will need to activate a service - refer to Digital Signing Apps (myprosperity also offers a signing service).
Depending on the service selected, you may see a variety of fields appear, covered further below.
Service Status controls whether the document is sent immediately or as a draft.
Send allows you to completely automate the signature request, and is sent to the service immediately.
Draft allows you to create a draft request within the service. You will then need to go into the service to complete the request and send it. This may be useful if you want to change the email before it's sent, or need to send the request to more than one person to sign.
The Template drop-down will display a list of email templates used to populate the email message when the document is sent for signature.
The Subject is used to create the name of the document, and set by default to the file name sent for signature by using the Merge Field {{ OriginalFileName }}. Note, this Merge Field is not available to select from the Merge Field section. Additional Merge Fields can be added to the Subject. Refer to Including Merge Fields in Automations.
When sending multiple documents the Subject will be set to the name of the first document selected. In these cases, it's recommended to change the Subject to be unique to indicate there are multiple documents to be signed e.g. 2023 Document Pack.
The Owner field can be used to select the owner of the document. This can be set to a specific person in your user list. Using Merge Fields a User Role relative to the Client or Job, such as Manager, Partner or a Custom User Role such as "Accountant", can be selected. Refer to Including Merge Fields in Automations.
The Workflow status is used to track the progress of the document through the FYI workflow. By default, the Workflow status is set to "Pending Client Signature".
Note: If the workflow status is blank, the Send for Signature step will not be completed when running the Automation process.
The Include reference option must be set to "On". Every document in FYI has a unique reference number and this is automatically included in the file name of the document that is uploaded. FYI will use this reference number in the filename when bringing the signed document back into FYI.
Click Save once you have selected your options.
Once the process has run and a document has been sent for signature, the actions taken depend on your chosen signature service. Refer to your selected signing service in the section Sending Documents for Signature for more information.