SignNow: Inviting Recipients to FDA-Regulated Documents

Table of Contents

• Single Recipient
  • ​Setting and Sending a Password
• Single Recipient - Fields Not Yet Added
• Multiple Recipients
• Authentication and Recipient Settings
• Signing FDA-Regulated Documents
• Creating a Free SignNow Account for Signing

1. Select the document sent for signature.
2. Click the three ellipses then.
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. The Send Invite page opens.
   
3. Enter the Email address for the recipient 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.
   
   Note: FDA-regulated documents cannot use the Invite in Bulk option since each signer needs to sign in individually to authenticate that they are the intended signer.
4. Click the Customize Message button.
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:
   • We suggest entering instructions in the Message to let the recipient know they will be prompted to log in or create an account for authentication.
   • If there are multiple recipients, you can type the message once (and change the subject if you like) and select the 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.
   Note: The other option, Invite via Link, is not available for FDA-regulated documents.
   
7. If you click Send Invite and you have not set up authentication, you will receive this message:
   
8. Go to the next section, Setting and Sending a Password, and follow the instructions.

Setting and Sending a Password

9. Locate your document or template.
10. Click Invite to Sign. The Send Invite page opens.
11. Select the Settings gear icon next to the Customize Message button.
    
12. This screen sets up password-based authentication for each FDA-regulated document.
    

Details regarding this right screen:

• Forwarding FDA-regulated documents is NOT permitted.
• The expiration date defaults to 30 days, but you can change it.
• You can send reminders to the recipient(s) before the document expires.

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 the Apply button, then 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 the 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. 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 the Apply button, then 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.

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. Click 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 Reason Field, and/or Date/Time Field onto the document.
8. The user may require the signer to complete the "Signature Reason" field (if this is not well documented in the context of the signed document).
   
   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 in the Recipient field to change to the actual name of the recipient.
4. Click Save and Continue to exit this 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 opens.
4. Select the Settings button next to Customize Message.
   
5. From this screen you can:
   • Select an Authentication Type.
   • Forwarding a document is NOT permitted for FDA-regulated documents
   • Set an expiration date on the document
   • Set a Reminder for the recipient
   • Display the option, Decline to Sign to the signer
   • Select I am the Recipient
     • Note: If the person sending the document is also signing it, they should add themselves as the last recipient. To ensure they receive the password, they must check the box next to "I am the recipient" when selecting Text Message (SMS) or Phone Call as the authentication method.
   • 

Signing FDA-Regulated Documents

1. The recipient receives an email and selects the View Document button.
   
   At the bottom of the screen is a link for the user to view a short video about logging  into SignNow when signing FDA-regulated documents

2. The next dialog box depends on which password option the sender selected.

   Signing with a phone call or text message: the recipient will see this box and will click Send Password to initiate a text message or phone call.	Password provided to recipient: the recipient enters the document password below to unlock the document, then click Unlock.
   After receiving the password via text message or phone call, enter it on this screen and click Unlock.	Proceed to step 3

3. The recipient is now prompted to log in to SignNow. There are two possible login screens the user will see. 
    

   

   Login Screen Option 1

   1. ​If the recipient has a umich.edu email extension, they select Login with SSO at the bottom of the login page and should not enter their password on this screen.
      1. If the document was sent to a user's @med.umich.edu email address, they need to ask the sender to resend it to their @umich.edu email address.
      2. If an @umich.edu user attempts to sign a document that was sent to @med.umich.edu email, errors will occur.
         Error message: User is not allowed to access this invite; authentication failed.
          
   2. If a recipient already has a SignNow account, they can enter their password and click Login.
      Note: If the recipient does NOT have a umich.edu email or a SignNow account, they select the link Signup for SignNow for free. Additional instructions for those who need to create an account are available here.

    

   

   Login Screen Option 2

   1. ​This login screen displays, with the user's email address populated.

   2. Click Log in.

   3. The M WEBLOGIN window will open.

   4. Enter the user's Login ID and Password.

   5. The document opens.

    

4. Select Get Started and follow the prompts.
   
5. When signing an FDA-regulated document, you are prompted for the reason for signing.
    
6.  Select one of the options and click Continue.
7. Once you complete all required fields, click Finish in the upper-right corner of the screen.
    
8. You are automatically sent to the SignNow Login screen.

Creating a Free SignNow Account for Signing

1. After clicking Sign up for signNow for free, this screen displays:
   
2. Enter the same email address that the document needing your signature was sent to.
3. Enter a Password of your choice.
4. Click Start your free trial.
5. A confirmation screen will display.
   
6. Return to your email and look for a message from SignNow to verify your account.
7. Open that email and click Verify your email.
   
8. This screen will display while your email address is being verified.
   
9. Once verified, your SignNow account opens.
   
10. You can now complete your profile and view any documents you were sent.
    Note: You can either find the document that needs your attention in the list and click Fill Out and Sign, or return to the original email and click the View document link.

Important Notes

• Recipients will initially have a free 7-day SignNow trial that lets them use all of SignNow’s features, including uploading and sending documents to be signed.
• After the 7-day trial ends, their account remains active but can only be used to sign documents sent to them.
• Users DO NOT need to pay for any SignNow plan to continue signing documents sent to them for signature.
• During the trial period, users will see an Upgrade Plan option at the top right of their account screen:
  
• After the trial period is over, users will see a Select Plan option:
  
• Regardless of the option they see, users can always sign any documents sent to them.