Online Signature Legitimacy for Business Transaction Management in European Union

How to eSign a document: online signature legitimacy for Business Transaction Management in European Union

good morning good afternoon thank you everyone for joining us today my name is Casey I'm an implementation specialist here at Broker mint super excited to be here show you guys the new release of our esign 2.0 I want to show you guys everything you need to know about the recent assign updates in broker mint some of the things that we're gonna be covering today is going to be our new cover sheets draft documents highlight autofill information Auto populate signer email and search emailing executed documents to all signers new notification types improved selects template UI roster ization account and we're gonna go over the warning you might see go to correct domain I'm here to kick off this webinar with this today is gonna be Frisco Doyle our other implementation specialist hello Frisco hi everybody I do want to let everyone know we may be having some questions pop up on your screen throughout the webinar feel for you to answer those polling questions any feedback is always greatly appreciated another exciting thing I want to tell you guys all today is everything being reviewed today all functions are available in all three subscription plans simple start standard and enterprise you'll notice we do have a QA button down there at the bottom of your screen I want you guys to feel free to ask questions at any time we'll try to get those answered we will also have a Q&A session at the end of the webinar let me go ahead and get this new window up for you guys all right so the very first thing that we're gonna start off with here Oh give me one second so you have an issue there we go alright so the very first thing we're gonna start off with here is our cover sheet so what we've done is we've updated this signature process to have a cover sheet your cover sheet has a list of all the fields listed in the documents that were selected for East signature now what this means for you guys is from now on you'd be able to initiate the new Isan process verify information list on the cover sheet and then add or update any of that information the system shows document preview and then we'll give you the option to Archy signature process now this is important because the system can now Auto populate information to the cover sheet with transaction data this guarantees data is correct and of course saves time on entry so we'll start off by using our form here now this is a window a lot of you are familiar with now before I get jump straight into the cover sheet there has actually been an update to the way this will look for you guys as well so what will happen is when you go to use forms you'll now get two tabs after we have this set up for you guys the first tab company library is going to show all of the templates and forms that were created using the older style of forms creation your secondary tab will have all the folders and forms inside of it that were created with the new cover sheets you'd simply select the one that you wanted to use for that item on that checklist and then go with it from there so for here we're gonna go ahead and start with our form we'll click Next and here is our cover sheet now we can see one of the first things up here is our context so now we've got the ability to auto populate some your contact information not only can we auto populate who signs the document but we can also auto populate some of that clients information their name their phone number even their address to the document now this helps eliminate some of that extra data entry time and minimizes our chances to have errors in our document now as we go through we can see all the fields that were selected for Auto populate that we can change any of this as necessary so our purchase price changes from 275 you know down to 200 thousand that's just fine now keep in mind that this cover sheet is for of the document that means any changes that we make here do not affect our transaction so if I do change the purchase price only on this cover sheet I'll have to go back afterwards and change the transaction itself so as I go through and I update all this information and verify what's already here I can click Next if I'm ready now if anything does happen to come up and I need to back out of this I can simply click the eggs and go back now this brings us to one of our next up basemen to talk about now is our drafts so now if I have to back out of this form I can come back four minutes four hours even four days later resume this process and any of the changes that I make will stay now you guys don't have to keep you know do everything all at once you can kind of break up and gather additional information if that's something that you need now before I finish with this cover sheet do I have any questions about it I don't think we have any questions so far Frisco all right well if I don't have anything about the cover sheet itself we'll go ahead and start the creation here ah I do can you modify the template for the cover sheet so the information for the cover sheet in how its created so I'll go over that now so to create one of these mapped forms as we call them get with your implementation specialist you'll provide them with one of the forms or a few of the forms and go over exactly what needs to be changed and how it needs to be set up once we get that information from you will actually take those forms in and map everything for you now when it's all said and done we'll give it back to you we'll make sure any information is good if for example you want an additional field to show up here as Auto populating this is not something that you can just do on your own just relay that information back to your implementation specialist and then we'll take care of it on the broker mat side does that answer your question we're all right so are you able to add more than just one buyer and seller yes you are so the way this form was set up we set it up with only one buyer and seller now in terms of roles which is what we're traditionally known to to you know call these as here you can when we get this form created the first time you know when you pass the information to your to your implementation specialist yes we can set up as many buyers or as many sellers that are necessary and just like the older way of doing forms which we'll see here we can also if we don't need those roles we can exclude them just like we used to be able to not really okay so your original question was are you able to no sorry are you can you modify the template for the cover sheet so it just seems like a lot of information to input on a cover sheet for electronic signature requests so for this demonstration yes because that's the way that this particular form was set up not every form needs to be set up with all of this information we will pull only exactly what you asked for so if you want something as simple as the property address the price and maybe the buyers contact and that's all you want to be on this form and that's all we'll put on this form all of this additional information is stuff here these are the items that were requested for this particular form kind of just to show you how much we can do with this cover sheet does that help okay awesome so I don't see any additional questions here I do see one in the chat from mark will you be showing adding a new form mapping it to create a template so I will not be showing that because that is not something that you guys as agents can do you can't really map this process this is more of a behind-the-scenes coding type deal so that's something that will take care of on our side so now that I've got all my information here we'll go ahead and click on next again it will just verify the roles that are included here I can drop any roles that I won't need Jorge popped up with is hello sign different I've been using the e sign up until last night and the system hasn't changed so hello sign isn't necessarily different it's some of the ways we're going to go about this so you will still have the ability to create a hello sign package from scratch and drag and drop your fields as you like these changes are coming to creating templates for hello sign so the way creating templates for hello sign used to work it was the same exact way as if you start a document from scratch you'll pull up the form you'll drag and drop fields and now it's set now we're just changing the way we go about creating that more for consistency purposes so you have one contract and instead of each agent creating their own form version of it slightly different now we can use one of the library forms we have set up this way and make sure that every forms the same way every time does that help worry you so I see an anonymous question here I'm with Jill VA are are your forms like the are PA complies with GL var forms so if you're asking in a basic sense will these forms comply with what your guys are currently using in terms of compliance there's no difference between what we're doing now and what we've been doing with a sign in terms of you know compliancy all we're doing is expediting the way information appears on the form so instead of you know always having to drop a text box here now the information will auto-populate here same information same place same style just different way to go about it so the woven there won't be any changes it to compliancy i hope that answers your question all right and I see the only only thing I see would be an issue with the size of the form if you set up a template on a form taken directly from CA our form those fields will be set up based on the size that document however you take the same form and scan it I'm not not entirely sure what you mean by size are you meaning like file size like you know megabytes are you talking about like field size so as we clear it what you mean by that I see can you describe what you mean by the two tabs on the different forms is the second type of forms directly from the state okay so what I mean by the two forms is when you go to select which form they're gonna use you'll get these two tabs your company library are all the forms that any of the forms that were created prior to the mapping so I mean the old-school you know drag and drop fields any of those forms that your brokerage has already created will be located in here the additional tab will be any forms that are created using our assigned 2.0 using this new mapping process so that's the only difference between the two taps I hope that answers your question Ryan alright so using hello Laurie asks so using hello sign with the dragon drop is not going to change no Auto populating of context etc correct and the reason being for that is so I can explain this is our cover sheet is something that we're controlling we've created that we're controlling the full process of this when you use the dragon drop like you're creating a document any sign package from scratch that process is controlled by hello sign so hello sign doesn't really operate in terms of Auto populating contact information but when we do the cover sheet we can control what information gets pulled in so I hope that answers your question Lori all right Hannah said maybe I miss this but is there a cover sheet for each individual form so that's a good question there so if I'm going to select forms and say I select multiple forms and each one of these forms you know would have their own cover sheet but when I create this package of each one of these forms it'll give me one cover sheet with all of the fields that I've requested to be auto filled so it's you know I won't have to do one cover sheet for the first part of this package and another cover sheet for the second part of the package if I'm selecting multiple forms for one esign package I will get one cover sheet covering all the information I hope that answer a question Hannah Laurie said he has but I'm not happy about and I you know I do apologize for what we can and can't control with that's kind of just the way they do it so hopefully this this new cover sheet process will kind of help to work around some of the limitations that has bye-bye kind of implementing our own steps there now Jorge came back with the formal shrink but the fields will not match so let me give me one sec Jorge let me reread all of your all of your comments up here so I can kind of put them together into one total one total thing okay issue the size of the forum if you set up a template on forum taken directly from car forum those fields will be set up based on the size of the document however you take that same forum and scan it okay so we are talking about fields based on that last but you drop for me so this cover sheet update portion will not apply if you're scanning in documents and creating forms from scratch that way the size of the print area not the size of the document so yeah like I was saying if you're scanning in a document and creating an assign package that way that process is not going to change kind of the same thing I was telling Laurie that process won't change if you're creating a nice on package from scratch using a document you've scanned in if you're creating an assign package using our new map forms that will eliminate you know you won't have to worry about size the documents and fields not fitting because everything will be configured to that form so everything will fit the same way but yes if you are scanning in a document and creating a form that way this is our cover sheets not going to cover that portion of it so give me one sec let me make it through the rest of these comments all right so I got a new one here from Brent I'm located in Arkansas and we use Form simplicity for our forms they are serialized in form simplicity and the serial number changes with each revision to and save to the form as a result were unable to use forms in procurement so will these updates have any impact on us or are we still stuck uploading the document into bro commit and then manually creating an e sign session in the hello sign interface so for that the same way that you guys are uploading this form into Berkman and then creating an assign package instead what your admins can do is they can upload that document into your company's library and then we can use that document and map the information to it the same way that you're creating the e-sign assign package and now we can change that process and create a form template in your document library instead so then you won't have to constantly update anew and the only time you would have to do that is yeah if they do release a new version of a form for your state then uploading that document one time giving us the notification saying hey they've changed this field can you remap it for me then yes we would be able to cover that remapping get it back to you guys and then you guys are you know rolling again hope that answers your question Brent that doesn't help with buyers over 75% of the time the disclosures that need to be signed or scanned into the system so that doesn't make sense alright this seems like a more of a brokered specific thing for you Jorge so I'd love to cover more of this kind of one-on-one with you so if you don't mind sticking around afterwards we can definitely cover some of the stuff that's going on for you here Ryan asks can bro commit received forms to map directly from the state if I am in North Carolina versus uploading the forms one by one so we are currently trying to work with a lot of states right now trying to get access to all of their state forms of ice having our clients provide them to us it is it's a it's a tedious process it is a work in process so as we're going through with this until we do finalize things with these states we will need you guys just to you know just upload it and I mean that's as simple as you know drag-and-drop it upload it and then everything that you've got in we can work with it from there but until we finalize everything with the states that we're working with we will have to get that document from you all right so I'll go ahead and continue on what I got here so once we're done you know verifying the information that's up there we'll click Next and now we'll see one of the updates that we have released that a lot of people have seen already and that's the highlighting of information that has been Auto populate into the system so we see that any of the information that we pulled we see we pulled my contact we pulled his address from his contact card as well as the other information that we filled out and it'll all show up in blue so again if you're using hello sign now this is something that you're already kind of used to seeing all this blue lettering that's not gonna change and we'll kind of you know make sure that we keep this information steady so that you guys can definitely see what you've made onto here now once we're done with all this we can go ahead and click send and that document will go ahead and create it'll send out to the respective parties now this brings us into the next update that we've made and that's we're so used to sending an e-zine package out and seeing the status change from uploaded to awaiting signatures we've taken this a step further and we've created new notification types so if you come into your notification window you'll see we've created signature request viewed document partially signed and document signed so now as long as these are on you'll get an immediate email notification as soon as anyone that you've sent that document to even opens that package if you've sent it to multiple parties as soon as any of those individuals also sign it say your buyer signs it you'll get an email letting you know you signed it and if your seller then signs and you'll get an additional email letting you know he signed this way you don't have to go back into the transaction just to track what's going on with that package and finally we've got our document sign and that's once all parties have signed this document you'll get a final email notification telling you all parties of sign but there's also more we've also introduced an automatic email of a fully executed document so now when an Isan package has been signed by all parties now that fully executed document along with the existing notifications will be sent out so now your buyer and seller will receive a copy of the document that they signed also kind of saving you time so you don't have to go back into the system and do it manually now before I move on I do see another question coming up into the chat here updates have been covered already in terms of you know what's already what's easily seen I do have you know just a few more to go through and that's it so you know we'll wrap this up pretty quickly here so one of the another thing that you may not see very often come up is rasterized so now we have the ability to save PDF as rasterize PDFs instead of vector PDS now before any of you guys start asking what's the difference basically when some documents for certain brokerages are signed they come back as a very large file size and what we've done is we've changed the way that some of these PDFs will sign by request so if you are brokerage that suffers from signed documents coming with an extremely large file size you know 20 up to 100 megabytes after signing simply goop your implementation specialist and let us know we'll do some behind the scenes work and we can get those file size automatically reduced so now that every time you save your PDF packages they'll only come in you know as kilobytes you know to 6 megabytes are a lot smaller and more easily send out in the emails now the final update that I'm really going to go over with you guys today is gonna be more for our white label clients so now if you go to use esign and you're not signed in to your white label account you can come in we'll go to a document say we're gonna assign this if you're not signed in to your white label account you'll get a new pop-up each signature not available now this isn't telling you sign this down instead it's telling you that you need to switch over to your white label to proceed you can simply click the link or click the button proceed to my white label everything will refresh and you'll be placing your wire label account now you can go back to the transaction go to e sign and you can Isan it now with your white label so that your company's information is you know process ingly with your white label restrictions so that covers it for all of the major and minor updates that we've done with esign do I have any lasting questions about anything that I've covered already now we will stick around you know for a few more minutes while everyone kind of clears out their last bit of questions that they may have for those of you that need to go and don't have anything else for us again thank you for attending and taking times out of your days to sit here with us and kind of go over what's going on we really appreciate it and take care everyone for those that still have questions we'll be here for a while longer to go ahead and go over those hey thank you a lot Frisco for going over all those exciting new updates as Frisco said we will stick around feel free to ask any questions in the Q&A if anything comes up that we can't answer here over the webinar just reach out to our support team at any time via phone or live chat and go ahead and get those questions answered through there as well so Hannah ass we would have to manually have to remap documents that are already done in our library to implement the new cover sheet process so you guys won't have to do it necessarily have to do anything if you want to implement the new cover sheet process for any documents that you've already done all you have to do is just let us know let us know hey I've got a document I've created already but I'd like to use this new e-sign this you know new cover sheet function once you let your implementation specialist know that this is what we want to do he'll go over with you that form to kind of make sure that he understands exactly what you need and we'll take care of everything else we'll take care of all the mapping for it and then we'll give it back to you ready to go so you guys won't have to spend your time to manually go through and redo all of those documents so Brent asks how do you upload and submit a form for templating and just so I understand I'll be able to upload a new document with updated serial from forum simplicity and then apply the new template to that document for signing so how do you upload and submit a form for templating so in your company's library you can simply come in upload a document and once you've uploaded this document to your company library you can then reach out to us let us know you'd like that document mapped we'll go over that document with you and then we'll get that created if a new revised copy of a document comes out simply upload that new revised copy now you won't be able to reapply that template to the new document and that's mostly because if that document does change we won't be able to recognize those changes so instead reach back out to implementation specialist let them know hey we've got a new revised copy let us know what changed from the first from the first copy to the new revision and we'll those changes for you hope that answers your question Brent Laurie said it was hope these a hello sign is not all our Doc's will be coming from the library and that I do understand um I hate to kind of reiterate it again but that that one that portion there will just be hello sign as a company we're doing everything on our part to kind of make our clients as happy as possible by kind of going around and mitigating some of the issues that you guys have with and that's part of the reason why we're doing this this uh this new template system hopefully we can get you guys to kind of get on board with the new templates will do the work for you that way we can get around some of the issues you guys have with Ryan who is spearheading the state forms process I'd like to find out the progress through North Carolina's uploading one by one violates copyright rules we can get with you offline about that that would case if you don't mind just take a take a note first real quick about talking to Ryan about the state forms absolutely is there a limit to how many forms can be remapped there is no limit you just let us know what you need and we'll get it done for you um what we will say is the first time that we map forms for you will probably ask for you know three or four so that we can map them for you and you can look over them first and make sure that you know things make sense into the way you like it after we make it through those first handful of forms then we can proceed with mapping the rest of them all right I hope that helped you out Hanna Brent the only thing that changes is the serial number for each form if the only thing that changes if the only thing that changes for each form is just the serial number then that's okay just let us know hey I've uploaded a new revision the only thing that changes a certain number will say okay and then we'll apply the the mapping rules to the new form for you so we won't have to rego over anything if the only thing that's changing is the serial number all right well we've really appreciate you guys coming out and joining us here for this Isan webinar we appreciate all the really great feedback and questions you guys have had for us and you know we really hope these features hope you guys out well well without further ado have a good day guys