Boost Your Efficiency with Online Signature Legitimacy for Warranty Deed in Australia

How to eSign a document: online signature legitimacy for Warranty Deed in Australia

good afternoon everybody welcome to this training session with the track today um we will be talking about Simon which is our electronic signature product with me to walk us through this is Samuel Louis Zoo uh who is a product manager for cyanex I'll sign it today our eSignature solution with a particular focus on using it with land registry Deeds so on the agenda today we have what is an eSignature who can use it what are they used for and who regulates them the full process of the land registry deed using looking at it from both the solicitors perspective and from that of a signer and we'll also go through some of the common challenges that that people sometimes face with these signatures okay without any further Ado before I do pass over to uh to Sam just a quick reminder we will have time for questions at the end of the session if you if you do any questions you should see a little q a box at the bottom of your Zoom screen so just drop your questions in there try to keep them please relevant to the the content of this session you've got any queries regarding your particular accounts any uh charging issues and things like that please address those to your account manager um there's a lot of people on the court so we probably won't get through all of the questions but any questions we don't ask so we will follow up on either Sam or follow-up directly or your account managers will follow up okay without any further Ado I shall pass over to Sam thank you Chris so what is an eSignature and if any signature is basically your electronic version of your um where ink signatures they are now used um and trusted because of the certificate that accompanies the electronic process that will log the day time and IP addresses location of that person's sign in um slide um so we have electronic signatures embedded in our info track platform um it's called sign it anyone with access to infotrac will be able to use the sign it platform and the land registry now accepts electronically signed Deeds um with the requirements set out in their practice guide 82 so although it it's important that you read and familiarize yourself with the practice guide 82 we are also familiar with it and have built their requirements into our sign up for Deeds product um so I will now share my squid show you what that looks like foreign sits in the workflow underneath productivity and if you were in the training last week you will remember that we have the classic option and we also have the land registry deed option so the classic option for sign it is to get any document signed electronically or we specifically have a tab at the top for land registry Deeds so if you are sending a deed for electronic signature you will need to make sure that you are on this land registry deed Tab and that will ensure that you have um included all of the lab Registries and requirements for an electronically signed deed so if you are integrated um through your case management system you will and we will pull through your case reference number and so you won't have to re-key that the property details you'll see is an extra requirement so what we have in our classic um version of sign it and the reason that we ask for the property details is the land Registries requirement is for I'll type until and so the lamb is used requirement is to provide a conveyance certificate with your electronically signed deed so it's important that you fill in all of the information on this creation page as we will create that conveyances certificate for you um we create it at the point of you creating this envelope and therefore it cannot be changed at a later date so it's important that you get the property details and correct at this point you've then got the option to upload your documents you've got the options to upload as many documents here as you want you've got the drop down box to select the application that you are um submitting for electronic signature and again it's important that you select the correct document that you are uploading because that too gets pulled through to the conveyancers certificate you can then upload your document I am going to use a transfer and then the conveyancer details is the person who's going to date this deed once everybody has signed but also the person that signs off the conveyances certificate that needs to be a license convincer or a solicitor so although a support staff member can create this envelope it's important that they use the drop down to select the conventor or solicitor here so that they can sign off the conveyances certificate at the end you then have the option to add your signers so you can have as many signers in here as you want and you'll see that you've got the details to add the name email address and SMS verification for your signers you'll see at the SMS verification is a mandatory field and that is because sending a two-factor authentication to a mobile telephone number is one of the land Registries requirements and so you must put the mobile number in here there are a exception to the rule so if for example you've got a company with two sinus if you have two directors you no longer need a witness and we already have those rules in the platform you'll also see that if you have a director and a company secretary you also don't need a witness and we have removed the mandatory witness option over here just going to go back to one signer it is important that you select the correct role and as this two will be pulled through to the conveyances certificate and you can put in the details of your sign up foreign once you've got all the details of your signers in here you can then proceed to document setup which will take you to the document that you've uploaded you'll see on the left hand side that you've got the relevant tags to drag into the document where you need them so for example on a transfer you would want that dated by the conventor so you can just drag and drop the date tag into the document where you need it and then you can scroll down and we've got the signatures here so for the sign up you can drag the signer tag through and for the witness it can do the same so you can see here that it says witness for Sally signer so what that means is that you don't have to get involved in this witness nomination process and your signer will nominate their witness you don't have to know who that witness is going to be in advance um once you've got all of the tags in the document in the correct place you've then got the button to request signatures and that's when the process will begin so we will send an email to your sign up and ask them to nominate their Witness in the infotrac platform we will have the witness tab the witness tab will show you all of your signers and then a status so if you're still awaiting the witness form you will see that as a status if your signers say they haven't received the email we have a resend email button over here on the right hand side you've also got the options here in settings to invalidate the workspace if you've accidentally sent that out you can invalidate the whole workspace using the invalidate tip box here so I'm just going to show you what that will look like for your signers so you've sent your email to the sign up and the first thing that will happen is They will receive an email asking them to nominate a witness so we give them the requirements for a witness so reminding them that the witness needs to be physically present uh older than 18 and can't be another signer of this document and they've got a start now button which will take them to a very simple witness nomination form foreign ation form they will have a preview of the document they'll be signing and they can then put in the details of their Witness and then they've got the orange witness nomination nominate witness autumn once they have nominated their Witness they will then receive an email for them to sign back from your point of view we will then add a sign up tab which will give you the details of all of your signers and their Witnesses and then you as the conveyancer signing that off at the end you do have the option to edit the witness so if your signer has accidentally put in the major typo in the email address or the mobile telephone number you can use the edit button on the right here to edit those details you also have the resend button to be able to resend those emails your client will then receive an email to sign the document it's a very um short email with your logo over on the top right hand side they have a review document orange button which will allow them to open the document as per the land Registries requirements there is a two-factor authentication process that needs to happen before they view the document and so they will just need to double check their mobile telephone number is correct and send an SMS that text message will come direct to their phone and give them a one-time passcode that they will then key in here and confirm the code once they have confirmed the code it's at that point then that they will see the deed document that you have sent them to sign they'll need to agree that they are signing electronically they are then able to view the document and sign where you've added the tags for them to sign you'll see that they can't amend any of the document and they can't complete information for any of the other signers they've got the option to sign by adopting a signature drawing a signature or uploading a signature you can add that to the document and finish they won't be able to finish this process until they've completed all of the tags that you have dragged into the document for them to complete once your signer has signed it will go direct to their witness and their witness will then follow the same process so they have the review document button they then have to do the two-factor Authentication and type in the code okay they follow the same process by agreeing to sign electronically they can then only complete the details where the tags we have Dragged In for them will pull through as much information as we can so you'll see that we've pulled in their name we've pulled in the address from the witness nomination form and they can also amend that to add the postcode for example and then they can sign the document you may have seen that I dragged in a tag called witness statement and that witness statement basically brings in this paragraph I confirm that I was physically present when Sally signer signed this deed um which is also a requirement for the electronically signed Deeds okay so once all of your signers have signed and all of your Witnesses have signed you will see from your side on the sign up tab the details will be updated here so you'll be able to see the status you'll be able to see who has signed we will then be able to see who is next to sign you've got a full audit process so you will be able to see when an email has been sent to somebody to signs if you need to chase somebody you can um know who you need to chase using the audit Trail we also have um reminders in here so you can set reminders to automatically remind your Finance to sign and you also have a warning prior to this envelope expiring so each sign-in envelope is valid for 120 days so normally that's enough time for you to get all of your signers and your witnesses to sign the document it means that you need to date the document within that time too and we will send you an email one day before it expires if you feel like you need more time you can use that drop down to sell select um another reminder you also have the option in settings to invalidate the workspace in here too so once all of your signers have signed and all of your Witnesses have signed you will receive an email as the conventor to date the deed and to sign off the conveyances certificate at this point you may not be ready to date the transfer and that's absolutely fine you can either leave that email in your inbox or you can use the option in the sign it tab to resend that email when you are ready to date that just remember that the envelope expires within 120 days when you are ready to date the transfer you'll receive a very similar email to your client you've got the review document button which will take you straight to the document okay you can then put the date inhale check that everybody signed and then you'll see the conveyances certificate so the converter certificate is what the land registry require you to provide with any electronically signed Deeds you'll see that the information in here is the information we use to set up this envelope at the beginning so as I mentioned then it is very important that you get that information correct at that point as there is no way of changing it at this stage okay all you then need to do is sign off that convention certificate and press finish once you have dated and signed off the conveyancer certificate we will send you a final copy of that document we will also send a copy to the signers we will not send a copy of the document to any Witnesses you'll also see that that gets updated foreign tab to show that everybody has signed we will also update related files to show your completed transfer your conveyances certificate and the sign in certificate which is effectively the certificate which looks the dates times IP addresses Etc we will save all of these documents back to your case management system if you are integrated um and you can always come back here to review them and you can download the documents from here too and I think that's it we're ready for any questions thank you Sam there are a few questions coming in thank you guys for those I will start at the top and run out of these um like hopefully Bunch them up where relevant um whether it's crossover any questions that we don't get to we will follow up currently okay so starting at the top you you'd normally not necessarily have a title number and yet the title number was a required field some as I normally can we can we use the system without the title number that is a very good question um it is a required field it is required in the um conveyances certificate but it might be something that I can look into on that particular um inquiry I know you're anonymous um but if you um can email into your account manager then I can answer that on a um separate note if that's okay okay thank you for that one um so with regards to witness statements um just a question as to the terminology um yeah does that have to be included um this particular inquiry um suggests that they would usually change the words to witness occupation um is that something that we need to include in the electronic application you need to include the witness statement it is a mandatory field um and I'm not sure if by the way that that question is worded that you thought it might have meant something else but it basically pulls in the wording we confirm that we were physically present when this was signed so it is needed um for that electronic signature also acts as a reminder for your witness to remind them that they should be physically present when electronically sign up and it's a London history Doc is signed in the classic version is that still acceptable um so the quick answer is no um there are certain uh requirements of the land Registries um but if you were going to create your own conveyances certificate and if you had used the classic option and included the two-factor authentication option which is possible through our classic um version then yes that would be accepted by the lamb registry um you're much safer using the language tree Deeds option because then you can be sure that you've included all of the requirements in the practice guide fantastic okay a few um people have actually asked this question with regards to whether a silence um Silex lawyer or a chartered legal executive can sign off do you need to be a CRC or a solicitor it's a good question I think you are okay but I would double check on the practice guide um because I wouldn't like to say for sure so yeah on that note we're not really in the position here on this webinar to give a strict advice on that but um yeah it's definitely worth verifying okay so presumably if getting the documents signed by both sides of the transaction you need to have details of the other side's email and phone number or can that be inserted by the other side um it's entirely up to you um you what people um normally do is just get their um deed signed electronically um and then the other side can then choose to put their um deed through their own electronic signature solution or even get that signed and wet Inc if you want to get um if you want to use the solution to get both sides to sign the transfer that's fine and but you will need their signers details in advance so that you can then put those um into the system and create the envelope from the beginning fantastic okay um I have already had a client sign the transfer and complete last week however I was unaware and didn't sign the document for the sign it form cannot now be done um I might need to answer this one on a specific um case basis I'm thinking you might have used the classic version um as if you use the Deeds option we would automatically included you um as a signer to sign that off so I might need to look at that example um outside of course okay we'll follow up separately on that one Shawnee thank you for asking the question okay it keeps going through some of these apologies while I pause and read I just wanted to make sure I'm not repeating things or throwing some under a bus um I don't mind answering this one's a good question um Chris what is documents locked to Creator and so in a classic sign it we lock the document to the Creator the person that's created it and so the rest of the team can't see it just in case you are sharing HR documents and with Deeds we don't do that so everyone will have access and you will have seen on the sign it tab that the documents look to Creator was grayed out and so it's not actually a applicable for the Deeds fantastic okay um okay if your document is signed and ready to date it do you have to go through the link in your email or go through the info track portal is it saved on the individual case um you will need to go through the email um link you don't have to keep that in your inbox though there is an option on our platform to resend the email so you can just get rid of it from your inbox um if you're like me and like to keep your inbox clean and then you can come back to the info chat platform on that matter and resend that email when you're ready to date it thank you okay what documents can be signed for land registry mortgage Deeds contracts that's a good question um so we do have the list of documents there so if you take a look on the um sign it Deeds page the list of applications is there and the mortgage deed needs to be sent through the lamb registry tab but the contract doesn't necessarily need to be sent through um land registry deeds and you can send that through um classic however um if you send them both together if that's your usual procedure then you can absolutely do that you can upload the both documents so your transfer and your contract for example and just make sure that you've used the correct drop down in the um application drop down when you create that envelope um and that will pull through correctly into the conveyancers certificate and that's obviously a two-part question and how much is each document sign and so we charge per envelope and not per document so you can upload your transfer document and your contract and add another document if you wanted to and we charge four pounds 80 for the Lambert she did um sign it and that is however many documents you've got in there and however many signers you have okay thank you that's actually knocks out a few questions about costs thank you for that Sam foreign okay so there's a couple of questions where people are referring back to uh questions earlier in the thing it's probably easier if we uh if we respond to those offline I've just been through and look for some fresh questions that we can easily answer on the call okay does the system require that the witness can see the full document we have a similar question last week actually yeah so the witness is able to see the full document is important that the witness is actually able to see what they are witnessing I know they are just witnessing the signature and if you were to be signing that wet ink I'm sure they would just be given it on the correct page for them to um witness the signature with electronic signatures they need to actually see what their um sign in so they do have access to the full document but they should also be present with the signer um and they do not get a copy of it later they only receive that copy um that email with the link to the document after the original signer has signed and so the time that they will have access to that document is very limited hopefully that answers the question correct thank you okay just time for it for one or two more as I mentioned earlier in the course if I haven't read out your question we are not ignoring them we will follow up on everything after the call directly so he will get a response um here's one we're adding more than one title number to a transfer document to throw up any issues for example if a property is sold in additional pass of land included can both property prescriptions be added through Signet yeah you can add um more than one um title number you can just um put a comma and then you won't be able to use the verify button and but if you just type in the property address and the proprietor that's absolutely fine and we'll pull through the information that you've put there into the conveyances certificate for you okay thank you there's a couple of questions here also just um noting that the screen that Sam showed looks slightly different to the screen that you might have in your um platforms so again those are best followed up directly either with Sam or with your cam managers so we will make sure that that happens um we are coming up to time now thank you all for your questions thank you all for your attention Sam thank you for spending the time to run through that um as I say all questions will be answered and we'll follow up with everybody on the call after after the uh after it's closed off um and we will also circulate a recording for for those of you who might want to share it with a colleague or perhaps a throwback to uh to some of the things that Sam stepped through today so on that note thank you very much enjoy your rest of your day thank you