Set a Signing Order for Recipients

How to Create a Signing Order for Recipients

Electronic signatures or eSignatures have become very popular because of the simplicity, convenience, and security they bring to the day-to-day business transactions. But many people remain sceptical to opt for them entirely or don’t leverage all the available features. In this article, we’re going to talk about a relatively unexplored feature of eSignatures – setting up a signing order to sign documents electronically.

RSign, a global eSignature solution from RPost, offers a robust “sequential signing” feature to let you determine the signing order before sending a document for signature digitally.

How to Create a Signing Order to Sign Forms in RSign

Getting a document signed by more than one person is a super easy process in RSign. Some use cases where this feature comes in handy include:

  • An employment offer letter that has to be signed by the Operations manager first, then HR manager, and then the candidate.
  • An SOW with multiple project approvers, such as the project manager and the finance controller before the contractor gets the contract.
  • A purchase order that has to be signed multiple times; for example, sending a purchase order to a manager to approve, then to purchasing, then the signed copy to the manager again.
Set up a sequence for your recipients
Signing Order for Recipients

Here’s how you can set up a sequence for your recipients to sign forms, e-sign documents, and attach their signatures digitally.

Open your RSign interface and upload the document to set it up to sign documents online.

Click on the “Recipient” button and start adding details like names and email addresses.

You can assign three different roles to your recipients:

  1. Signer – As the name indicates, Signers are recipients that need to fill out and/or sign forms.
  2. Cc – Recipients in Cc will receive a copy of the contract when the eSignature transaction is completed.
  3. Prefill - The prefill option allows the sender to complete a form before sending for eSignature. It’s mostly used for documents like employee agreements or offer letters where you can prefill all the details and the recipient only need to confirm and sign.

You can add as many signers as needed and set the sequence of signing by manually entering the numbers in the “Order” column. RSign makes it easy to prepare a document with multiple signers by assigning the input fields a different color for each signer.

Set a signing order
Sequential signing order

Then you have the “Sign in Sequence” checkbox. If it’s checked, all signers will have a predefined signing order of the RSign Document. Once the first signer signs forms, only then will it be sent to the second signer, and so on.

Once you have decided the entire signing sequence, add your subject line and message. You can leverage all the style elements like spacing, numbering, font styles, and more to apply to your message just like in a regular email message or a Word document.

The RSign interface allows your recipients to type their signature online or choose from their saved signatures from the dropdown box. Next, you need to add signature controls at the bottom of your document.

Once your document is ready, click the “Send” button. Your sequential signing order is set up!

Advanced Configurations

Besides creating custom eSignature workflows with sequential signing, there are several other sending options in the interface that you can configure to make the entire electronic signature signing experience seamless.

For instance, on the left pane of the interface, you will find several options through which you can:

  • Set the format of the date that you want the recipients to enter to maintain consistency in your document and minimize risks due to interpretation errors.
  • Specify for how long (number of days) the document is available for the recipients to sign. For instance, if you set it to three days and if the recipient tries to sign it on the fourth day, they will get a notification that “The document is no longer available and they need to contact the sender.” The recipient will also be notified in advance of the number of days within which they have to sign the document.
  • Set the limit on the number of days before the first reminder is sent out to the recipients for signing.
  • Specify the number of days or weeks between each reminder notification; the default limit being set to three.
  • Specify the number of days before the document is set to expire.
  • Add an extra layer of security to the message by setting a password to view both, the original and the “signed” document or just the “signed” document. You can also email a specific access code to the recipient.

Set a Signing Order for Quick eSignatures

Setting the signing order for signatures is fast and easy. With RSign, you can create secure and legally enforceable signatures speedily with top-grade encryption and also personalize them without risking legitimacy.

Add or remove signers with ease, send out reminders to recipients, collect free electronic signatures in the proper signing sequence – do more with RSign. And it’s free to use. Try it!