SignNow: Inviting Recipients

Table of Contents

• Single Recipient
• Single Recipient - Fields Not Yet Added
• Multiple Recipients
• Authentication and Recipient Settings
  • Setting Passwords for Documents
• Bulk Invites (distribution list of recipients)

1. Select the document sent for signature.
2. Click the three ellipses then Move.
3. Under SHARED TEAM FOLDERS, select the team name and move the document to the Documents folder.

Single Recipient

The following steps are taken if signature fields have already been added to the document, as detailed in Uploading and Preparing a Document. See the next section if fields have not yet been added to the document.

1. Locate your document or template. 
2. Click Invite to Sign.
   
3. The Send Invite page opens.
   
4. Enter the Email address for Recipient 1 and anyone needing to be CC'd.
   Note: CC recipients will only receive an email notification that the document was sent for signing. They will not receive a document link or an attachment. This process is defined by U-M security settings.
5. Update the Email Subject and Message for Recipient boxes as desired.
   Note: If you choose not to customize the Email Subject and Message for Recipient, SignNow will send the invitation with the subject and message seen below.
   
   Notes:
   1. We suggest entering instructions in the Message for Recipient box to let the recipient know any special instructions for signing.
   2. If there are multiple recipients, you can type the message once (and change the subject if you like) and select Apply This Invite Email to All Recipients button to update these for each recipient.
6. Before clicking Send Invite, you can click the dropdown arrow next to it.  You can select Schedule Send to send the email at a future scheduled time.
7. Click Send Invite to send the document for signature.
   Note: If you choose not to customize the recipient email, 
   • the Email Subject will read: <document  name>: Signature request from <your name>. 
   • the Message for Recipient will read: <your name> invited you to sign <document name>. 

Single Recipient – Fields Not Yet Added

The following steps are taken if signature fields have not been added to the document.

1. Locate your document or template

2. Select Prepare and Send.
   

3. The Add Recipients that need to fill out and sign this document window opens.  Add recipients if available.
   
4. Click Save and Continue.
5. If the document has pre-existing fields, this window will display.
   
6.  Click Add Fields to allow SigNow to add the fields or click Skip to add the fields manually.
   Note: The remaining instructions are for manually adding the fields.
7. In the left navigation column, drag and drop the desired fields such as Signature Field, Signature Printed (Text), Signature Reason (for FDA-regulated documents), and/or Date and Time Field onto the document.
   
   Note For FDA-regulated documents: The user may require the signer to complete the "Signature Reason" field (if this is not well documented within the context of the document being signed).
   
   Note: All fields default to Required when added to a document. If a certain field is not required, click on that field in the document to open a new column on the right side of the document and uncheck the Required box.
8. When adding fields to a document, use the same Label on fields that will require the same input. For example, if there are several places on your form or document that require the recipient’s company name, label each text field Company Name. After the recipient completes the first Company Name field, their response will be auto-filled into the remaining Company Name fields as they click them in the document.
   
9. Click Save and Close to finish adding fields or Continue to return to step 3 in the Single Recipient instructions above to complete the process.
   Note: Refer to Uploading and Preparing a Document for more details on adding fields.

Multiple Recipients

When a Role is created for a signature, it is displayed on the Invite to Sign window. In this example, the Role Names are Signer 1, Signer 2, and Signer 3. These roles were created during the Uploading and Preparing a Document steps. 

1. Locate and open the document.
2. Click the Manage Recipients button found in the left navigation column of the document.
    
3. The Add recipients that need to fill out and sign this document window opens. Click a Recipient field to change to the actual name of a recipient. 
4. Click Save and Continue to exit the window.
    
5. Save and Close the document. 
6. Click Invite to Sign.
   
7. The Send Invite window opens.  If the Recipients receive document in order toggle is turned off, the document will be sent to the recipients in the order specified.  Select Send Invites button to send the documents out for signature.
   
   If the Recipients receive document in order toggle is turned on, the user can specify the order the recipients receive the documents.  In the example below, Recipient 1 and 2 will receive their documents at the same time, followed by Recipient 3.  Select Send Invites to First Recipients button to send the documents out for signature in the order specified.
    
8. A dialog box is above the Send Invites to First Recipients button.
   
9. Follow steps 4-7 in the Single Recipient section to continue sending invitations to sign.

Authentication and Recipient Settings

1. Locate your document or template.
2. Click Invite to Sign.
3. The Send Invite page opens.
    
4. Select the Settings button next to Customize Message. 
    
5. The Settings for <Recipient> right screen opens.  You can set these options for each recipient.
   1. Select an Authentication Type for creating a password to open and sign the document. 
   2. Select the Allow Forwarding checkbox to allow the Recipient to forward the document
   3. Set an expiration date on the document
   4. Set a Reminder for the Recipient
   5. Select the Show Decline button on Signature Fields checkbox:
      1. ​When the signer clicks the on signature field, they will be asked if they want to decline to sign that field. 
      2. If the signer clicks the "Decline" button, the whole signing session of the document will also be declined.
   6. Set a password - there are three options, see below for details.

Note: If setting a Password - you will need to notify the recipient of the password via Text Message or Phone - do not send passwords via email.

Setting and Sending a Password

There are 3 options for creating a password, described below:

• Password
• Text Message
• Phone Call

Option 1​​​ - Create Your Own Password

1. To create your own password, click the down arrow in the Authentication Type box. 
2. Select Password.
   
3. Enter the desired password.
4. Click Apply, then click Send Invite.
   Note: If setting a Password, you will need to notify the recipient of the password via Text Message or Phone.  Do NOT send passwords via email.
5. The recipient will receive an email and after they click Open Document, they will be prompted to enter the Document Password.
    

Option 2 - Send Password via Text Message

1. To send a password via text message, click the down arrow in the Authentication Type box.
2. Select Text Message (SMS).
   
3. Enter the recipient's phone number.
4. Click Apply button, then Send Invite.
5. The recipient will receive an email and after they click Open Document, they will be prompted to request a Password.
    
6. The recipient will receive a message on their phone from SignNow.
   
   SignNow: This is a one-time security message.  Use this code to unlock your document invitation:  NNNNNN  Reply STOP to opt out.

7. Enter the password and click Unlock.

8. 9. You are prompted to log in to SignNow.   If you are using your @umich.edu email address, select Login with SSO and enter your level 2 password.  If you are using another account, select Sign up for signNow for a free hyperlink to create a trial account.  If you have a Google account, you can use that to log into SignNow.

Option 3 - Send Password via Phone Call​​

1. To send a password via phone call, click the down arrow in the Authentication Type box.
2. Select Phone Call.
   
3. Enter the recipient's phone number.
4. Click Apply, then click Send Invite.
5. The recipient will receive an email and after they click Open Document, they will be asked to request a Password.
6. The recipient will receive a phone call with a password from SignNow to enter, which will open the document.

Bulk Invite

Bulk Invites can be made from a document or template.

• Multiple email addresses can be entered manually or uploaded via a .csv file.
• The bulk invite can also include a recipient in Signing Step 2 or 3, as needed. See the TIP at the end of this section.

Note: When bulk invites are sent, the sender will receive blind carbon copies (bcc:) of all documents sent.  The signers will only receive their document. 

1. Locate the document or template.
2. Click the 3 ellipses to the right of the document name and select Bulk Invite.
    
3. The Bulk Invite window opens.
    
4. Option one for sending: 
   1. Manually enter or copy/paste the e-mail addresses in the Recipients Emails field.
5. Option two for sending is to upload a CSV file with a list of email addresses.
   1. Select Upload CSV. 
   2. Locate file to upload and click Open. 
   3. Once the file is uploaded, select the column name from the CSV file that includes the email addresses.
       
   4. Select Done.
   5. The email addresses will display in the Role 1 column.  There is a message to the right showing how many signers have been added and if there are any issues with the emails. Fix these issues before proceeding with the invitation.
      
6. Make any necessary changes to the document name in the The document copies will be named as: section.  The Recipient or Signers email address will be appended to this document name.
7. Select Change Folder to change the location of the folder.
8. Click Send Invites.
   Note: Be sure you are ready to send. The email invites will be sent to your entire list of recipients as soon as you click Send Invites.

TIP:

If you also have a Step 2 or Step 3 signer on the Bulk Invite, you can enter their email address on the Invite to Sign page prior to selecting Bulk Invite.