Send Quotes for Digital Signature

Send Quotes for Digital Signature

Introduction

1Stop makes it easy to send Quotes out for digital signature. We have included detailed instructions below and the following is a quick highlight video on the process.

Video Summary




Info
Prior to starting the Send For E-Sign process, best practice is to review all fields in the quote for accuracy and to preview the quote before sending.  Please see Preview Quotes Before Sending  article.

Send For E-Sign

Once you have reviewed all fields and previewed the Quote for accuracy, you can send it for Digital Signature.

1. Click on the Send For E-Sign in the top right corner Button Menu on the Quote record.



2. Select the Documents to send for digital signature. There are 3 types of documents you can select.
  1. Upload File - Add a file saved on your computer or cloud storage solution.
  2. Use Templates - Add a Template created in 1Stop
  3. Use Attachments - Add documents from the Attachments section of the Quote record.


3. Review the documents added in the Document Name section to ensure they uploaded successfully.  



Info
If you have multiple documents, the Contact will see them in the order they were entered. If they need to be reordered, first remove them by clicking the red X on the right side, then add them back in the correct order. The first document added will be the first document the Contact sees.

4. Review and Update Recipient Details. The system will automatically add the Contact's Email as the first recipient. To add another Recipient, select the + Add Recipient link below the Contact's email address.



If the other Recipient is a 1Stop user, you can start typing their name in the blank space and you will be able to select that person and their email once the name and email appear.



If the other recipient will be signing as the second Customer, or if you need to add the main signer as a manual name and email address, select the +New Recipient option.



Once you click the + New Recipient button, you will be prompted to add the New Recipient Email and the New Recipient Name. 



5. To remove a recipient, place your curser in the box of the recipient you want to delete. A red X will appear in the right corner. Click the red X and the recipient will be removed.



Info
If you have more then 1 Recipient, it is important to ensure you have the correct Signing order. The default is the order in which they were added, but you can also click the Set Sign Order check box in the top of the Recipient Details box to adjust the default order.
  1. 2 Signors - Contact and Company Representative: Signer 1) Contact; Signer 2) Company Representative
  2. 2 Signors - Contact and 2nd Contact: Signer 1) Main Contact;  Signer 2) 2nd Contact
  3. 3 Signors - 2 Contacts and Company Representative: Signer 1) Main Contact; Signer 2) Company Representative; Signer 3) 2nd Contact third 

6. The Document Name field defaults to the name of the Template or File you originally selected in the Add Document section. This name will appear in the email message the Recipient receives. We recommend you manually change this Document Name to a naming convention such as: Quote for "Insert Contact Name" (e.g. Quote for Yvonne Linder).   



7. The Notes field is not mandatory, but the email received by the Recipient will include Messages to All line based on this field. We recommend you thank the Contact for meeting with you and that you look forward to working with them, but if you can customize the Note any way you'd like.



8. The Description field is an internal field that will copy over to the Sign Document Record. It is used to capture any relevant information about the Quote. This is not a required field.



9. The Expires In field allows the user to enter how many days this Sign Document is valid for. Once the number of days pass, the document can no longer be signed and you would need to send a new document for signature. The default expiration days is set to 15. 



10. Once all fields are completed, click Save in the bottom right corner and the document. The document will then be sent to all Recipients for Signature.


 
After Saving, a message will appear at the top of the Send for E-Sign box that shows it is processing. When the process is complete and the document has been successfully sent for signature, you will receive the below message. Click the OK box and the Send for E-Sign box will close and you will be back on the Quote record.



Automations Move Quote to "Sign in Process"

After you successfully complete the process of sending document(s) for digital signature, the Quote State auto-updates to Sign in Process. If the documents are not Signed within 15 days of it moving to Sign in Process, 1Stop will auto-move the Quote to Lost. You can see how many days remain before the Quote automatically moves to Lost by reviewing "SLA Due in # days," which is located to the right of the Current State field at the top of the Quote record. 



Info
SLA stands for Service Level Agreement. Your company may have changed the default timeframe for the SLA. Additionally, if your company isn't using this feature, you will not see the SLA. In this case, you will always manually move the Quote to Lost if it wasn't Sold.

Alert
It is important not to rely on the automations move a Quote for you. To capture the specific Lost Reason, many companies penalize Sales Reps for not manually moving a Quote to Lost immediately. If 1Stop auto-moves the Quote to Lost for you, the Quote Lost Reason will be "Time-Based Auto-Move" and the the % of Quotes auto-moved for you will show in a Report.  

Signed Document Record Creation

After a Quote is Sent for Signature, a Signed Document record will be created and associated with the Quote record. The Signed Document record can be accessed by clicking the Sign Documents Related List. You will note that the Document Status field is IN PROGRESS.


Signature Request Email Overview 

The email message the Recipients receive is included below, with the Document Name as the first highlighted text and the second highlighted text as the Note.  For an overview on the Recipient signing process please see the Recipient Signing Process  article.

  



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