Unlock the Power of Electronic Signature Licitness for Customer Support in UAE

How to eSign a document: electronic signature licitness for Customer Support in UAE

good afternoon everyone and thank you so much for attending our webinar today today is February 14th 2017 and this is pandoc 102 electronic signatures in this webinar we're go into the overview the pandoc system and use pandoc for electronic signatures we will create documents two ways and shows examples of using Fields such as the Cure field and initial field in order to capture data from our recipients my name is James and I'm the technical manager here at pan and at the end of my presentation I will do a live Q&A session use a goto meeting questions and answer box so if you do have some questions along the way please reach out to those and I we go through those together at the end so let's go and start off from here here on our website in this section here under solutions called the Pand do e signatures and what is electronic signature electronic censure also known as EIG can take any elect electronic form as long as attached to a record has been adopted by the person who intended to execute it which in turn pandoc e signatures is a solution if you're looking for that type of process with this we can streamline sales your on boarding training and much more with the pandoc unlimited Leal buying electronic signatures it is eign act and UA compliant we can sign on any computer or mobile device such as an iPad or an Android uh device as a phone it's legally binding and Court admissible and no special software or Hardware is required to sign all you need to have is is an internet access and a web browser to open up the pandoc document so let's go ahead and log into Pand do so here on inside of panck I'm sure as most of you have gone to look before and logged in and kind of take a look around or even you know start sending out your own documents and the electronic signatures inside a pandoc it's really about the definition of the status of a document so what we're looking at here everybody is something here on called the dashboard and on the dashboard you notice that we have four status here we have a draft a sent a viewed and Fin a completed status now in order to get a completed status of a document we need to go through electronic signature by using the something called the signature field or the initial field and I'll explain to you all those great options that we have today but first as I mentioned in the beginning we talked about how we can use Pand do to create two different types of do documents for electronic signatures and I'll walk you through that process first is we're going to create new document and then we're going to use an existing template that I've built and I'll walk you through that process and how we can get that document sent out very quickly so over here on the top right hand side we're going to click on new document and the very first thing we're do here something today we're something call an upload option now what's an upload but basically an upload option is for you to T physically take a file that you have used in the past like a PDF file Word document file and physically upload that into the pandoc system so we can drag a drop a file in here or we could choose it from our local file or down at the bottom here we could choose or connect to a local storage option or cloud storage option including Dropbox Google Drive box and one drive that we can connect to pull in documents so I've already connected my Google Drive here and I'm going to my staired my star file so I'm example here is a document called a sample document for webinar which is I'm going to use here to kind of break this down process for you of how we could use Fields Now give me a couple seconds here we'll get this process and get this loaded up and here we go so instead of an uploaded document one of the things you have to remember is that you're not going to have to be aity to make any changes to that doc document because it's you know as almost like as an image once you upload it you can't make any changes to it however over here on the right hand side we have these things called fields and this is what we use in order to have a completed e signature from our recipients now I'll go through I'll talk about how we could use each of these fields St in an uploaded document and how we can use the initial field and the signature field in a template for future documents going forward so let's go and talk about each one of these so first something here is called the text field and with each of these fields you simply drag and drop over and over here on the right hand side each field has a settings option that you can Define how how what this field is can to be presented so first is we have a title option so a title is a great way for to enter in some information to let your know let your recipient know what should be going in here for example entering your name and you also notice that this wall show shows up right down here at the bottom okay next of course is we have required options so if you want to force them to fill out this field we can certainly do that with a text field option we always we also have the ability for a multi-line text option that we can enable and what this does this will allow us to expand this option out or to expand this field out so now your recipient can fill in multiple lines of text right so there might be situations where they ask them to fill out you know like a paragraph or information or maybe some about us information lots and lots of different things you can do with that but for our purposes here today I'll leave that as a multi turn that off for multi-line text and then finally for all fields of course we need to assign a recipient so who is going be responsible of filling that out now we can click on here and click on add new we can add a brand new contact or if you already contact already added contact excuse me inside of your pandoc account you can just type in the first few letters of that person's name click on and now this person is associated with this document and also you notice that a little flag will pop up to let you know about your fields who they assigned to right because this can certainly help you out especially if you have multiple recipients of the document and you have multiple fields and you want to know who for sure is going to be assigned to which field next of course is our signature field and our signature field is part of our e signature tool this is how we can complete documents it's very simple very easy all you need to do is bring over that signature field and in turn would show up of course you assign it to recipient out and they the signature Fields associated with this document and as I mentioned this is the signature field also the initial field which is the next one I'll be working on here we add this into this document is uh how we can complete documents and in turn on the pdf version you have a completed e signature uh solution with that now with uh the fields of course these other fields you can also move them up and down as well as you notice here um once again because we don't know the sizes uh that you will need for your individual documents especially if you upload them uh but for the initial initials field is very simple as well over on the right hand side is that required options you can you can uh force them to fill that out you know initials field can be used for a variety of different things everything from a completion of pages making sure that you read all the information you know adding to a pricing table right uh so they can confirm that the price and information is correct lots and lots of different things you could do with the initial field next of course is the date field and the data is a great way to capture a date right from our recipients and over here on the right hand side we can have that title option we can set that up if we wanted to there is that required option you could turn them on or off we also have a date format option here so this is what really nice is that depending on how we get this uh uh make this selection here when this field is then completed by our recipients it will have that type of formatting so if you need to have your document very specific for your dates you're going certainly remember to do that with a date format uh next of course is our checkbox I use this one on a daily basis everything from yes knows the confirmation of pages even from questions to be asked and answers right uh very simple all you need to do is add it over or we here on the right hand side you could provide a title here if you wanted to you can set it to required option uh if you want to force them to fill that in or out uh this is off by default because we simply don't know how you as our clients will use recheck boox field uh especially if doing yes NOS right you don't want to have them both set to required you want them the option to choose one which will best uh fits their needs and of course an option to assign to recipient we keep on going down next is the drop-down field once again this is a great great option if you want to provide choices for your recipients right because you get to build out your own list for your recipient to choose from over here on the right hand side we have a title option we have a required option to force them to fill that out or select a option that we uh set up uh sign a recipient of course and then we get to build out our drop- down item list for example item number one and then we can click on item number or add item number two uh and I'll add one more just to be safe for everybody item number three and then once you've built out your list of items as well you always you also have the ability to move them up and down right which is great so depending on the order if you want them set to and then of course you can always go into that field and match up you'll notice that what you've created will match up for your recipients to choose from so great great option if you're looking for a way for your recipients to choose next here is something called the Mass Field the Mass Field associated with all of our plans and over here on the right hand side we do have a title option and you can set this required and of course assign its recipient and basically what this one does this will allow only you and this person to see the information they filled out also known as mass so when you kick this off to your recipient and they filed all this information only you as the author and this person who failed it out can see it right because there might be situations or sometimes where um you know only you have multiple recipients to the document right and if you have one person filling out an authorization number or maybe even a credit card number those types of things right you don't want to share that with all recipients of the document the other option we have upload this right way if you want to have your recipient to attach a file to this field um over here on the right hand side there's a title option there's required to set that on or off assign it recipient but there's also a section here called Help text for example uh per hour discussion please upload your file here right and what this does this help text will show up inside of this field so when your recipients click on this you can they're going to see this information right here so if you wanted to you could be very specific very detailed for your individual clients you know asking them to attach files and then of course once they have attached a file you as the author right have the ability to download that file onto your computer for the needs that you have so uh great way um if you're looking for that a little extra thing to add attached files or have your recipient attached files to it the last option that we have here is something called the text field and now text field is a little bit different from the others and that that is that for when you're using the upload option here in panado this field does allow for you the author of this document and turn to add some additional text right because I mentioned at the beginning is that when you upload files in the pan do for this they're almost like images right you're not going to have to make any changes to this however with this field you have the ability to add add additional text to it uh hello please um Click on each field and complete right so all you're incomplete right all you're doing is you're just adding some extra text in there to provide to your recipients in order um you know things that you want to add to it so like I said this is just the first way inside of Pand in order to using things called Fields right by using your own documents because and the reasons why I take people through this because lots of us who never used a cloud uh solution before like pandoc have these old documents we've used in the past the PDF files the msword files you know all sorts of things that we have out there so this is a kind of a great way to kind of get you started especially if you have those documents that you want to continue to use they work out for you and all you need to do is simply add fields and send them out for your recipients uh to fill out that information okay so the other thing I want to talk with you about today other way we want to talk with you about is using Fields inside of a template for E signatures so basically I'm over here in the left hand side I'm inside of templates and basically what a template is is an item that you can create to be used again and again and again right because there's going to be situations and times where you want to use the same type of document structure just send it out to different recipients and templates is a really really great way to go with that so what I'm going to do here I'm going to open up an existing template that I've created here in the past and I'm going to walk you through how we can use templates through those things with fields of course in for an e signature from our recipients once we go through this process I'm going to send out this document to a dumber recipient and in turn will review it what it looks like from our recipient's point of view so they so you have an understanding how Fields work inside the pan system for E signature okay so first of all over here in the right hand side we're going to go in here a section here called roles now inside of roles um is this is very very important that you understand this is that inside of templates we have roles inside of documents we have recipients right and the idea about setting up a role in inside of your pandoc templates is that all you need to do is associate a recipient to the role one time and then everything is automatically be connected now you notice with this R I'm going to scroll down here I'm using some s here to populate this information as you see right here as I scroll down through my uh my amazing looking template here today I'm going to go down to where I'm using fields and you notice I have a pricing table here and this is our recipients going to be able to review this look through this is going to populate that value right here from the tool of the pricing table but what we're doing here we're asking for acceptance of the pricing table okay so what I've used here is a field called initials right so this is a really great way for you to make sure that your recipients of your documents understand what they're pay about to pay for for example using with a pricing table so inside of templates of course we've added the field so here's the field options that we can set up including the name required option but instead of a recipient right we have a thing called a rule and what I've done is I've Associated the client role to this individual field okay so what's once again what's going to happen is that when I create a document from this template I assign a recipient to the role one time and these fields will automatically be populated or assigned to that individual recipient okay one I have one more field here called the signature field of course and I'm going to make sure that this is enabled over here on the right hand side I'm going to go and do the name here of course go to have the signature name assign it to the rule right here and then I'm going to add one more I'm going to include some information here uh for a date so I'm going to add the field called date I'm going to drag it drop it into this my template right here and I want to make sure we have all this set up correctly with required option my date format which is going to be day day month month year year and then make sure that's assigned to the client rle okay now one of the things that we really really have a great option here at panado is that it want if you're using excuse me our Editor to create content we also have the ability to save these blocks of content to be used again and again and this is something called a Content Library so what I've done here is I've clicked on this individual uh text block and over here on the right hand side here's my text block set that I have right here in this option as part of our business and Enterprise plans we have the ability to use add to Content Library and once I do that I have two options I can build a brand new library item or I can uh use or build on an existing item click next in order to save that and what's great about is that once again in future templates and future documents that I use I can go into my library over here on the right hand side you notice all these blocks here that I've created in the past and if I wanted to I can simply go ahead and drag it and drop it in just like that okay so if you're using the pandoc business and Enterprise plan if you plan on having multiple users inside of your account I do recommend that you create Content Library items especially for things like this for Signature fields and date fields right because all you simply need to do is just drag and drop them into your templates and for your future documents okay so what we're going to do now we have this template and we're going ahead and create a document from this template and we're going you not that all this information is going to populate here for us and those fields will be automatically assigned so what I do here is over here on the right hand side I'm going to click on create Doc and if you're using roles the very first thing that's going to say here is assign people to roles right so all I have to do now just uh find the role or find the re recipient excuse me of who I want to associate to this role so I'm going to CH choose here my James template one of my sub accounts that I have now this recipient is associated with the CLI rule under add more recipients I can add additional people to be CCD if I want them to be to be or I can also add I add me as a recipient if I want to be cced on my documents so what I'm going to do now is click on start editing so what we're looking at here now everybody we're now inside of a document and we can confirm that by over here on the upper left hand side we're in documents and of course we have a status of draft so once again draft status this is all about creation of our documents right so as we scroll down here you notice that my uh s have been populated by using uh the rule and my uh contact information as I scroll down here here's my template once again with all my documents excuse me with all its great information and content that I've created here today as I scroll down here's my pricing table so I'm going to have a website setup for them to choose and the quantity and of course we have the uh the uh the total of the pricing table automatically populates when I'm using s right there so you can notice how uh useful that situation could be for sure by using s as well here we are with those three fields that we have first is that initial field right so over here on the right hand side the initial field all we concerned about now is it's assign a recipient and you notice that is recipient now is associated with this role so when we send out this document and they open that they're going to be asked to fill in this initial field next of course we have the signature field once again associated with that same recipient as we associated with the role and of course the date field is assigned to that individual recipient as well okay so what I'm going to do now everybody is I'm going to take this document and I'm going to send it out to my my sub account here so let me click on send so now we're going through the send document process option we first thing it's proposal name and I'm going uh put this in here for James so I'm going get a full title click on Save and continue next here's a send document screen that pops up here I can go ahead and change the subject line here if I wanted to I can add an additional message here if I wanted to or I can use a save message for example here's some save messages that I've created in the past I'm going use example here it drops all this information in here just like that and now we can click on send so what we're doing now we just went from a draft document to a sent document because we physically clicked on the send button which in turn be sent out to our recipients so what I'm going to do now is I'm going to show you the email that's coming out of pandok we'll be going through this proc process together of what it looks like from a recipient's point of view and how we can use it and how they could fill out those fields okay so here's the email that I've just sent out you notice that here's the subject line and all that type of stuff right there inside of this main view of the main body of the email we have this panel do logo which you could change inside of your account down here at the bottom we also have this email footer that you could change but it says um hello for our discussion please open the complete the document questions let me know let's do it so now we're opening the document so now we're going from a sent status right to a viewed status which in turn this is all trackable inside a pan to always let you know where we at which status what's going on with that document so now we open open up this uh document that we sent out so as I mentioned in the beginning Pand can be used across any standard web browser Chrome Safari Internet Explorer Microsoft Edge Firefox and of course through mobile devices such as an iPad or an Android tablets and phones as well so from a recipient's point of view over here on the Le left hand side you have a pandoc logo you can change this inside of your account we have of course the document name over here on the right hand side we have a comment section so this is really great for for your recipients to understand that this is the first email that we sent out to them but also in Pand our recipients also have the ability to reach out to us as well saying hello I just opened the document and will be completing soon right so this is a really great way and communication method with your recipients of documents so maybe they haven't opened the document or maybe they haven't completed the document you can always open up you know as the author open up those documents use comments send them an email says hey take a look at your document in turn you can follow up with them as well so inside the main view here now of this document as we scroll down uh we have our sample proposal our table of contents about us information our Solutions overview of course what makes us unique and all the great information that we have there are some case studies that we've included within this document here's this pricing table that we got we have a website setup of four to 5 days a price of $400 uh we have a quantity option this is configurable is for your pricing tables as well right so if you want to give them the ability to make a change to the quantities let's say we want a two here right you notice that this pricing table will be automatically updated in fly in real time uh our 's been populated with our information and now is is asking about you have three items to fill in and this black bar is basically telling us that our recipients has fields to capture because the system is smart enough to let our recipients know what they need to complete right so we have a couple different options we can click on each one of these fields if we want to or our recipients can click on the next button and we'll take them through each of these fields so let's go click on next so first is there an initials field now the initials field we have two ways that we can use or set up inside of Pand for our recipients to capture our initials right there's a drop options so using their Mouse they can draw all their initials like that and of course they could choose color as well or there's their type options so their initials would show up here and in turn they could choose one of these six uh predefined views of that initials so I'm going to choose this one right here and I'm going to choose the blue ink today and I'm going click on accept you notice that this field has now been completed and the black bar will tell us you have two more items to fill in which of course we know which is the date of the signature in the date field so we click on next here of course here is our pandoc e signature tools using the signature field with this we have three options which is also configurable inside of your account from here there's a draw option the type option and the upload so draw option of course using their Mouse they get to draw out their signature the type option their full name you can have them choose from one of these six options including a different color or we have the upload option so your recipient has the ability in order to upload a signature image to this field as well so many different options available for you however you know it is also customizable depends on your area depends on your country or you know just depends on the type of options you want to provide so for this example here I'm going to use the type option today and I'm going to choose this one right here and then click on blue and click on accept and sign it goes through it one more process of course is you have one more item to fill in which is that date field right how date field works it's very simple we click on next here you notice a calendar will pop up here and we're going to choose the last day of the month which is the 28th we click on that you notice so a PO plate has we Define that individual field and then once all fields are completed the next thing it says you click done to complete this document so once again it gives our instructions to the recipients of what they need to do next right in order to complete so all that we need to do now is click done once we do that in turn they're going to receive a message like this it says congratulations you successfully completed this document you can download a pdf version now let's do it so remember everybody while you're creating of documents inside a pan you're really creating two versions right you're creating a web version and also you're creating a pdf version that your recipients can download Once the document has been completed as we scroll down here here's a version of the p PF that we have here with all the great content and information today uh we scroll down here is our uh um initials that we completed our signature that we completed and of course the date information and then as we scroll down each and every single document that you send out pandok will have a digital certificate that includes a document reference number a first and last name of your recipient their verified email address the date and time of that event or of that signature or initial and the IP address just in case you have any questions legal issues those type of stuff as well where in turn as you as the author have the same ability to download this version to a PDF document and you also have this e signature certificate okay so what I'm going to do now is I'm going to go up and back into my doc into my doc where I created this one today and now we notice up here in the left hand side we have a completed status right so in Turnal where I can scroll through my document as well inside of pan do here and you notice that all the fields have been completed which in turn we have now gone through a complete life cycle of a document from a draft to a scent to a viewed and to finally to a completed option just like we have on our dashboard right which in turn we can track all documents by individual status now with each document itself we also have over here on the right hand side thing is called activity and inside of that of course is comments and this is how we can communicate down here at the bottom this is something I recommend that you do especially if you after your recipients have completed the document right you could go back in here and says hello again um thank you for completing the document we will get to work soon right so what you're doing here is just a great communication method back to the recipient of the document letting them know right that you have the you saw that they have completed the document and we could start our process with getting to work okay also we have things called the audit Trail so as I mentioned in the beginning it's all about statuses in pan right well each document we Track by status when it was a draft when it was sent when our customer viewed it when they completed it and all that information available available to you based upon a date and time stamp based upon your computer settings so this in turn could help you understand where know your recipients at in the documentation and Sig signing process okay so I'm going to open up to some live Q&A now so if you do have additional questions this is now the time um I'm going go through and talk about some additional settings that we have regarding these signatures and we'll go through some questions together okay so down here in the lower left hand side I'm going go into my settings and inside of settings of course we have all these different great things but the first option course is a profile and inside a profile we recommend that you go down into notific ations and check which how when you want to be notified personally I want to be notified when all events happen when documents were open where comments are posted where documents are completed right but these you can certainly give us some um you know options available for you depends on how you want to be notified of the documents as well okay uh next I'm going into settings and settings here you're going to find those available signature types that we just talked about giving your choices of how your recipients can uh complete documents with the signature field right so for example we don't want to give them the ability to upload their own individual signature by image we can certainly turn that off just like that we also have the available uh initials so once again we have the two initial types the draw and the type option and if you do not want to provide them options uh for the type for example or for the draw you can simply uncheck that box save and then going forward all brand new documents your recipients will only be able to choose the options that you set up right there as well okay uh questions here we go uh can you hide the pan do span I'm not sure what you mean by that uh Johnny uh we do a great deal of number of things in our back end reduce the amount of spam uh that we have or how recipients receive email documents or email from pan excuse me um if you have some questions concerns about that you're always welcome to reach out to us okay thank you so much uh uh question when the uh customer downloads the document uh yes they can download the documents at any time once the document has been completed uh question from Noel uh if we are if we are out in the field with a client they want to seal the deal uh if uh and we want them to sign on the spot are they able to finger sign on the spot that's a very very good question no well um and unfortunately at this time we don't have the ability for inperson sign meaning that if you uh have a tablet right and you open up your pandoc account you open up that document you want your recipient to sign it right then and there they can't do that inside of your account okay that document needs to be sent out of Pand so your recipient can open the document via like a mobile web browser for example and if that is the case yes using the sard web browsers on your Android devices such as Google Chrome or in your Mac devices such as Safari they can open up that document go into that individual field and then complete that document I hope that makes uh question makes sense here for you well um another question when we first signed up with pandoc they showed us that we'll be able to build it in the system will this be coming out soon uh yes this is something that we are working on for 2017 I don't have a specific ETA as of yet Noel uh but it's definitely something that we're going to have in our system here very good question so much thank you so much everybody all right I'm not seeing any other questions coming in today so let me do a couple additional things and we'll hop off okay so you know as we as all of you go forward here with Pand and you might have some questions you might have some ideas or thoughts or enhancements just like Noel ask me there all of you are very very welcome to contact us and reach out to us and how how we can help you if you have any ideas of thoughts of how we can do better going forward we do that by down here in the lower right hand sign we click on the green gear icon and in turn um this will take us to a fully functional FAQ Center so if you want to know information about signature field right you do a search for signature for example and it will take us into the fields and how to use them but we also have a contact our support button that we can click on in turn this conversation piece will come up and in turn we can click on new conversation and this will send us an email to a very well trained and very well patient support staff that can help you out with any questions concerns or ideas and thoughts that you maybe want to bring to pandoc in the future please use that please reach out to us and we'll do our best to take care of you hi Johnny I'm sorry I would miss your miss your message there if you can please just reach out to us and we can help you out with any questions that you have okay and then finally of course H our website let's go back to that real quickly uh we're going to our webinar section and we do have more upcoming webinars here as well for the next two or three months including two weeks from now templates and Content Library design options and much much more so if you're interested certainly learning more about pandok please be sure to sign up for those additional webinars and we'll do our very best to take care of of you as well okay a survey will pop up at the here at the end so if you do got about two minutes please let me know I did and as always if you do have any additional questions concerns please reach out to us and we'll do our very best to take care of each and every one of you we thank you so much for attending our webinar here today and you all have a fantastic afternoon take care everybody bye bye