Get Started with eSignatures: Enabling/Disabling and Creating Templates (Dropbox Sign)

AdvicePay now offers eSignature functionality through a partnership with Dropbox Sign Sign to allow you to get financial planning agreements and other documents signed as part of your payment requests or independently. Easily upload your templates and become more efficient instantly!

📍 Watch this video demo on how to use eSignature

How to Enable

eSignature is FREE for unlimited signatures and templates. The entire cost for eSignatures is rolled into your monthly subscription fee!

To enable: Go to Firm Settings > eSignature and click Enable eSignature. 

Select that you want to turn on eSignatures on your account using Dropbox Sign:

Managing Esignature Permissions

By default all advisors with billing permissions on your account can send out their own eSignature templates to clients. To disable this option, so that advisors can only use templates that you add for firm-wide use, as well as prevent advisors from removing Roles you've set up when they send a document:

1. Under  Firm Settings > eSignature toggle Upload Templates to off (greyed out)

2. Click Save

There are a few other options for the esignture settings as well below. The rest of this article covers each.

Enable Signer PINs

To enable a signer PIN to make the signing process more secure:

1. Under  Firm Settings > eSignature toggle Enable signer PIN to on

2. Click  Save

When turned on, signees will receive a separate email with a PIN included that will allow them to proceed with signing a document.

This PIN email will only be sent after the signee clicks on the initial link to sign in their email.

To maintain security, BCC recipients established on your account will not be BCC'd on the PIN email. Instead, you can verify it was sent successfully by visiting the Email Log and looking for the subject line Your signature request PIN from [Your Firm Name]. (PINs will be hidden.)

Enable Primary Agreement Changes

This setting will allow the Home Office to control whether or not to allow advisors in the firm to send out another document when edits are performed on subscriptions. Depending on your firm, you may or may not want to allow an additional document to be sent out.

Create Signers

By default, all advisors on the account are permitted to manually enter any email address for the signer.

To disable this setting so that advisors can only select AdvicePay users as signers, toggle Allow advisors to manually create signers to "off" (gray).

If disabled, when sending documents advisors must select existing AdvicePay users as a signer recipient. If desired, the email address itself can still be edited to override their standard account email for that particular document. 

How to Prepare Documents for Signing

1. Under Documents or Templates, click the  Add New Template button. If this is your first template, a brief tutorial will appear to guide you on the key steps of the process.

2. Fill in the Template Name, Description, and (optional) + Add New Role to add additional signees if it's possible that more than one person will need to sign the document. This is great for adding your client's partner and/or yourself as a signee on the document!

When sending out the document, extra roles can be removed whenever needed as long as they are marked as optional in the below image.

To set a default signing order for all documents created from this template, toggle the  Enable signing order button to on. If you don't want the populated client to be first in the signing order, you can move them around by clicking and dragging to the left of each signer to the desired order. If this is on in the template or the document page, the signing order can be changed. If off, it can't.

3. Drag and drop your document file into the  Files box, or click within the box to browse + select a file from your computer folders. 

To add multiple documents for merging into one template, click  + Add Another File. This is useful for sending a complete packet of documents to new clients.

4. Designate whether this template is only for use by you, or whether it can be used by all advisors on your account who have billing permissions! Under  Permissions select Only You or Firm Wide:

If you select  Firm Wide, all firm advisors with billing permissions will automatically see the template as an option when sending documents/payment requests to clients.

5. Click  Add Template

6. After you're taken into the template editing screen,  click and drop or drag and place your desired fields into the document:

7. Click  Continue. Your final template will now appear under Templates in the left sidebar under the Document Vault.

8. To send a document using this template, you will need to either start from the Documents tab in the left sidebar under Document Vault and then use the blue button top right and Create New.

Alternatively, you can create a document from within the client's profile and click the Documents tab, then Create New at the top right from there with or without a payment request.

Template Setup Tips

Whether you simply need to assign specific fields to different signees or want to take advantage of more advanced options like AdvicePay's auto-populated fields, there are a variety of features available to you to make a stellar template.

Multiple Signees

If your template has more than one signee role (established in the first step of setup/roles!), drag and place another Signature field into the document. Assign the field to a different signee by using the field's drop down selector as shown below once on the box it is assigned on the right.

All fields -- initials, checkbox, sign date, etc. -- can be assigned to specific signees.

Auto-Filled Fields

If your template requires you to enter in the same information in multiple field boxes, you can now use the Auto-fill fields to make this process easier!

When multiple of the same  Auto-fill fields are used in a document and the Assigned To: is the same person, that person only has to type the information in once during the signature process and it will automatically fill in the same subsequent fields with the same information.

(This is super helpful, for example, when you may have multiple identical  fields and do not want the signee to have to type the same information over and over.)

AdvicePay Auto-Populated Fields

Below is a quick overview of how to use the Sender option for AdvicePay to pull and automatically fill these options onto your template from your account.

*These fields can be found on the Edit Fields in the dropdown on the main template page and can be edited on any template.

To set up fields that automatically populate when the document is sent out for signature:

1. Select the Textbox field, then drag and place it into your document template.
2. In the field's drop-down menu under Assigned To, select: Sender
3. In the field's drop-down menu under What text goes here? select the following for each box as needed, each will need to be assigned individually to reflect the auto-filled type:

1. Advisor Email (when sent, this will auto-populate the email of the advisor)
2. Advisor External ID ( when sent, this will auto-populate as an Advisor ID the firm assigns on their profile)
3. Advisor ID (when sent, this will auto-populate as an ID AdvicePay creates for the Advisor)
4. Advisor Name (when sent, this will auto-populate the printed name of the client's advisor)
5. Advisor Signature (this is another way to add your printed name to the document if you don't add yourself as a signee on the template!)
6. Client Display Name (when sent, this will auto-populate the printed name of the signee for that role )
7. Client Email (when sent the client email will auto-populate from their AdvicePay profile)
8. Client External ID ( when sent, this will auto-populate as a Client ID the firm assigns on their profile)
9. Client ID (when sent, this will auto-populate as an ID AdvicePay creates for the Client)
10. Client Name (when sent, this will auto-populate the printed name of the client's name on the profile)
11. Due Date (when sent with a payment request, this will auto-populate the due date for that payment request)
12. Invoice Amount (when sent with a payment request, this will auto-populate the invoice amount)
13. Invoice Due Date ( when sent, with a payment request, this will auto-populate the invoice due date)
14. Invoice Frequency (when sent with a payment request, this will auto-populate the invoice frequency)
15. Invoice Services (when sent with a payment request, this will auto-populate the description of services on the payment request)
16. Additional Roles Names (when sent, this will auto-populate any additional role(s) name(s), (e.g Spouse, co client) that are on the template to auto-populate)
17. Upfront Invoice Amount (when sent with a payment request, this will auto-populate the upfront invoice amount for one-time invoices attached to subscriptions)
18. Upfront Due Date (when sent with a payment request, this will auto-populate the upfront invoice due date)
19. Upfront Invoice Services (when sent with a payment request, this will auto-populate the upfront invoice description of services for the invoice)

Edit Field Size & Placement

To adjust the field size to better fit your document or to allow clients to enter lengthier inputs (e.g. email addresses), grab the corner of the field with your cursor and enlarge/reduce it. Making the box larger in height will increase the text size!

Click and drag the entire field to move it around the page:

To remove a field you've added, click on the box and hit delete on the keyboard, or once the box is selected, click on the trash icon at the top shown below here:

How to Disable eSignature

Visit Firm Settings > eSignature

If you toggle Enable eSignature to off. Then confirm that you want to disable it, the below will show:

"This will remove the ability to attach documents with payment requests. If you had open documents out for signature, signing will no longer be required before a client makes a payment. Also, if you have signed or voided documents, they will still be viewable!"

When disabling and re-enabling Dropbox Sign, everything will continue to work as normal -- so there will be no need to re-send or re-create documents and/or invoices.

Ready to do more with eSignature?

Check out the articles below!

• How to Edit or Delete Templates (plus Swap/Replace Underlying Documents)
• How to Pre-Fill Custom Information on an eSignature Template or Document
• How to Send Documents Out for Signature
• How to Cancel or Void an eSignature Document
• How Emails Work with eSign Documents: Invoices and Signing Order
• How to Sign Documents