E-signing in TeamEngine

A vital part for all boards is the signing of meeting minutes and other important papers. This can be done efficiently and securely in your TeamEngine portal. Avoid costly, risky and time-consuming processes through snail mail and give e-signing in your portal a try.

The first step to signing electronically in TeamEngine is uploading the paper as a PDF document. The e-signing function must be enabled in the document list in which you have uploaded and intend to sign the paper. You will find instructions on how to do this below.

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Should a document require signing in a specific order this is easily done by firstly selecting all signers. When you are certain that you have selected everyone, deselect the “Send notification to signers when e-signing process has started”. Once you have saved and closed the Send link-option can be used to notify the signers in the order you prefer them to sign.

Important to keep in mind when e-signing in TeamEngine

• Include all signers when initiating the process. You can neither add or remove people once the signing process has commenced.
• The option of two step verification is available.

Below you will find instructions on how electronic signing works in TeamEngine.

Activate e-signing in a Document list

You need to enable e-signing in order to use the function in a Document list.

1. Open Module settings found below the downward pointing arrow in the Module menu.
2. Select the tab Advanced.
3. Toggle from No to Yes to enable E-signing within the module.
4. Save and close to save your settings and to start using the e-signing function in your portal.

Create e-signing

Please follow the steps below to start the e-signing process for a specific document in TeamEngine:

1. Click on the menu to the left of the document.
   Note that the document has to be a PDF.
2. Select Create e-signing.
3. A pop-up window will open in which you will be able to customise the process.
   If nothing happens, a small warning will normally appear in the upper right hand corner if a pop-up has been blocked. Click on it to allow pop-ups in TeamEngine.
4. If you would like members to sign using a 2-step verification, the option One time password can be selected.
5. You will find the option to notify an entire group once everyone has signed by clicking on the drop-down menu and selecting one.
6. The option Send notification to signers when e-signing process has started b>is selected by default. If you do not wish to inform at this stage, this can be deselected and the Send link-option may be used.
7. The names displayed are the names of all users who have access to this specific Document list. Select names of all signers.
   It is important that you select ALL signers as you can neither add nor remove once the process has started.
8. The field Role will allow you to edit or input if the signer has a specific role for this paper and you would like it to show in his or her signature.
9. Click Save and Close to begin the e-signing process.

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Cancel active e-signing process

If you want and need to cancel an ongoing process, this can be done by following the steps below. It is important to understand that all existing signatures will be removed.

To cancel an active e-signing process:

1. Click on the menu next to the document’s name and select Check out and Edit.
2. Open tab E-signing.
3. Toggle Enable e-signing from Yes to No.
4. A warning will appear informing you that all existing signatures will be removed.
5. Click OK.
6. Save and Close
7. The e-signing process has now been cancelled and all signatures removed.

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