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Digital signature summer camp permission slip

hi this is Scott Trudeau senior solutions consultant with Adobe am on the education team today we're going to take a look at adobe acrobat and adobe echosign and how these two great solutions from Adobe can streamline collecting signatures and your documents that you use commonly seen in education setting so you're probably really familiar with adobe acrobat already it's a great tool for creating PDFs editing pdfs distributing forms and creating forms about two three years ago adobe acquired a company called adobe echosign which really helps us streamline the signature workflow so the example we'll be using today is a permission slip that you would send out with the students and we'll keep that in mind as we explain what is adobe echosign so when you take a look at your institution you know a common workflow for many people as you distribute a form paper-based for more paper-based document to whoever needs to read it or sign it they they print it they sign it in ink they either fax it back or handle the right back to you and if you take a look at a permission slip a process is even more complicated in that you distribute it to all these different students you don't know whether that gets crumbled up in their backpack thrown away in the trash it ever gets signed by mom and dad and we hope that it gets back to the school these are all different document challenges across the university whether it's an HR procurement legal university relations across the institution so if you think about all the roadblocks that can occur whether objects are lost or they're legible or there's all this manual routing again the students just crumple it up throw it in their backpack there's all these manual roadblocks that we have to deal with when sending out documents and try and get those back so adobe echosign allows us to you quickly and electronically take a document I see a permission slip route that to the appropriate people in this case all the parents of the students in our class I'm quickly get those documents signed and back and do some reporting on those documents and what I mean by reporting is we have a classroom of 30 kids perhaps only 25 get them back we can run a report and quickly send out reminders to those parents who have not yet send the documents and sign those documents and rather them back to us so echosign manages us all this in a digital environment and people can also sign on any device so whether it's an android-based device someone this mobile device an iOS device computer or laptop they can sign on just about any device and get those documents quickly back to you so the beat the benefits of adobe echosign in accra battle that we get the streamlined document process where you can use a craft to create the form you can upload that form within the echosign environment you can track and manage those documents and get the signatures back and sindh if we need to in reminders to those people's not yet signed we also have some reduced printing and shipping costs if you think about how much it costs to print all these documents I know I taught for six years we're only allowed so many prank dobbs out of the print shop each semester and after we exceeded that we were no longer able to print documents this greatly reduces the cost of ink reduces the cost paper and of course the cost of time so if you think of a common institution you know you can wear we're collecting signatures we're collecting signatures all the time in the HR department and admissions the secretary of the school is constantly receiving and sending documents special education for student documents but today in this case will are Oh will focus on a student permission slip so just real quick a couple of institutions that are already using adobe echosign we have the nation's largest community college system in California cut the turnaround time on some of its contracts from three weeks only a single day we have University of Georgia University of Georgia's using it again to approve new positions in the HR department huge advantage especially considered the time it was taken the efficiency that echosign has allowed them to achieve Pepperdine use them at University you can see from the picture it's built on this hilly campus they're constantly having to use couriers to run documents around the campus so it's no surprise that signatures can take weeks to get back and now it was reduced to a matter of hours so how does the adobe echosign work works very much like an email so you address who you place the addresses of the people who need to sign your document into the to field if you need to sign the document you can select that as a choice as well I'll give the document name upload the documents send it out so very email like experience people have been using email for years now they know how to send and receive email they know how to check email it's as simple as using email you also have this nice dashboard that shows you any document so once you sign into X echosign shows you any documents that need to be signed they're out for signature as well as any archived documents we can do things like send out reminders to those who've not yet signed documents and you can create what's called a widget as well so a nice management type portal within echosign and I've already mentioned that you can sign on any device that is web enabled you were simply receive an email sign with your finger on touch devices or you your mouse on computer laptop and send it off to the request door as you can see you can also afford these documents so if you have a document for example that received from a parent requesting maybe a special education meeting you can afford that document on special education teacher student advocate right from within the odd cosine environment once it's sign it gets filed and then once it's filed you can do things like view share the document and run reports on the document we also have a detailed auditing system that shows you when the document was sent when it was created when was emailed when it was viewed and whether it's sitting in someone's inbox going to be signed or not once it gets signed that gets added into the audit trail audit trails great for attaching to those documents that you know may need more legal backing based on the signature so the audit trail is very detailed informative it also allows you to see where the bottlenecks are being tied up so from the reporting interface you can run a report see who signed the documents who hasn't how many documents have been signed very simple and easy to use interface so let's take a look at adobe echosign so the first thing that we'll be doing is taking a look at the word document that would be working with so here's a field trip permission form you actually download this template from your office templates in this case we're working with a derby middle school form the top section needs to be filled out by this teacher for the event in the bottom section filled out by the parent so what we're going to do is save this document we'll just save it as our field trip permission slip and school field trip permission slip there you go save our desktop and will log into adobe echosign so you just simply go to echosign adobe com you sign in with your username and password this case we'll use my gmail once you sign into echoes on you're going to be presented with your echosign dashboard you can see we have a recent events section get signature add functions we need to send this off to perhaps students not yet returned their form their permission slip form real easy to do will say get a document signed and we're going to address this to faculty or you know to whoever the address is in this case I some addresses just set up for demo purposes this case Darby faculty one at gmail com is the parents of the student if I need to sign the document I can choose to do so and we'll call this field trip permission slip and then we simply upload the document now notice i'm uploading the document to echo sign and it is going to be in word format so you can either choose to do an acrobat form or you can simply upload the word format into the echosign environment and then we can add fields right within echosign so there you can see the film the school field trip permission slip i want a preview position and sing i want to check this checkbox preview position signatures add form field I'll click Next when I click Next it processes the document then the echo sign interface and you can see it's uploaded the field trip permission slip right into the browser and here i can start formatting the fields so what I'd like to do is pre-fill the section up at the top so I'm the teacher i'm in my echosign account when a prefilled a section up at the top and then request this information from the signer which was darby dot faculty member so if i want to pre filled this i select a participant i'm going to say pre-fill by me so we'll say pre-fill there and then i can just bring in some data field so I need a text field here and you can see we have different fields that we can add to it this will be a text field for the date and a text field for the time so all these fields need to be prefilled by the Teacher because Parent doesn't know the location or the specifics of the field trip and will also choose some transportation I make these a little bit longer a little bit smaller so this is all within a nice browser-based interface and so you you can build your form all within adobe echosign so then we'll add a field trip notes section it's nice about this is if you just click on the form field in this case what double click I'm going to choose to create a multi-line data entry field save that so you have some properties that you can flout with a double click and finally we'll add when the permission slip needs to be returned by and any of these if we need for example a time section I can choose what kind of field type what kind of validation or conditions or appearance I need to go into this so you can see it can be prefilled I can enter a value I can put a default value any validation in this case it's a date field and I can save that to the field and this is a time filled so it's time to save that as well so that this is almost done so the top part again needs to be prefilled by the teacher before being sent out and the bottom section needs to be filled out by the person who it is being emailed to so then I change the participant and then I can drag the fields in for the participant so we're selecting a role based environment for this permission slip and we'll say on this is going well and then from and then too so the parent needs to fill all this out it's kind of overkill permission slip probably but it's all right and then in case of emergency you know will provide emergency contact and a phone number and remember I can always double click on this and add some validation so we'll say needs to be a phone number save that and finally we need the Guardian signature so we're going in placing the signature field and we're going to place a date field the date field will automatically pop be populated based on when it was signed so once this is all done we're ready to send it out notices sections greyed out so I'll choose to send it out so i made my echosign environment we got my form all ready to go choose sin starts to process the document and before it sends it out remember I have some pre-fill fields I need to fill out so you know depending on the field trip information it'll change from trip to trip I can just simply pre fill out the requested information on each trip so we'll say they will be visiting the denver zoo and the date for this will be notice it gives me some validation there that i have to enter it in a specific format so we'll say 01 and they'll go on the twenty-second on 2015 and the time will be from 34 will say it'll start at 11am so the location denver zoo transportation will be school bus and any notes please bring five dollars for fees and return this by then I needed to throw some form validation in that too forgot to do that but i will say 01 13 2015 there's plenty of time to get all this back so I pre-fill all this out and now I'm ready to submit it so I'll click to submit the form and the form automatically gets sent via email to Darby faculty one at gmail com so then what I'll do is jump in so that you can see what it looks like for the end user and they've already received it so they could check this on their phone on their iPad on their laptop I'm a desktop computer so you can see they get a nice little email with some instructions they click to review the field trip note see it opens up it's been pre filled by the teacher all the information that we need I'll see I'll give permission to my child Abby Trudeau and limb 203 I probably am I maybe even wanted to pre-fill that out because oftentimes parent doesn't know what room the kids in will say trip to the denver zoo on the one to say 5 p.m. and you emergency contact will be less 855 and then they simply need to sign this is where the magic happens so if i choose click to sign i can simply type my name here this case we'll see Dory Trudeau sign that the mom of the student generates an e-signature it's perfectly legal in United States all 50 states as much as most civilized world but if you don't want to allow that you know will say edori Trudeau needs to sign this but she'd like to draw our own signature so then they can come in and I'm doing this so in my mouse here you can imagine if I was doing this on my mobile phone it would be nice and neat and I can apply the signature in user does not need an echo sign account simply check their email much as I've done here and then I choose to ye sign the document it gets processed and sent back to the end user so let's see as the teacher now I'll go into my home screen and right under my recent events I see that my field trip permission slip was assigned by Dory to Devon if I click on that it'll show me the document and with the signature in any of the details that reported inside the document and I can also view what's called the audit report and this is going to tell me when it was created when it was emailed to the recipient was viewed by the recipient when it was East signed and finally when it was sent back and not only do I get a copy of this but so does mom or dad whoever signed the document so if I jumped back over into on a dad screen here you can see in my inbox you will see that I can view a copy of the document so again this is mom and dad checking their email after they have to e sign it that gets to copy of the field trip report and they can also download an audit report as well and they don't have to include the audit report I in fact I don't include audit report when I send it out to the end user but it's something that you can include so that they get both an audit report and the permission slip so real quick some other things that we can do is when we choose to get a document signed last time I'll i sent it to a single recipient but you can enter as many email addresses as you wish here so I could put you know 20 email addresses here an email an entire class and what's nice about this is you can choose to have the signed in the order entered so if I say for example Darby faculty member 1 and then after they sign it darby faculty member to has to sign it what happens in this case is it's routed first a faculty member one they fill it out and then it's routed to the next person after I've received it but in the case of like a field trip letter you may not want to have a bottleneck where one parent is not yet received it so it won't go down the chain of emails so you can choose any order instead and then it gets blasted out to everybody doesn't matter when they sign it they'll jump back to you in the order that they receive it and assigned it in what is nice about the order entered though is imagine you have a student special education student whose parents need to sign some paperwork and then the teacher needs to sign it the principal needs to sign it may be a student advocate needs to sign it you can set it up in that workflow to where first it's routed to the parents into the teacher then to the principal and then finally to say the student advocate and all that's taken care of all that writing is taken care of by adobe echosign some other things that you can do in this case this is probably what I would do for the field trip form as you could do what's called a mega sign and a mega sighing sends too many people at once and you can import CSV file like an excel file with everybody's email addresses into at the echo sign environment and blast us out to the entire classroom and their parents so that makes it much easier to deal with for large documents that have a large amount of recipients so I know we have a k-12 school down in Texas that uses this to collect their HR department to collect say a thousand documents and i think it was around nine hundred to a thousand documents from people who are not drawing a paycheck from the summer so they're not full-time employees but they have to receive this email this letter back the HR department does or they have to pay them throughout the summer so it's very important that they get this signed document back and they'll blast out that document using a mega sign so that is how i do OB echosign works and of course under the manage section that can come in and if i need to pull this out you can see there's the signed document for the field trip and then i can choose to share the document send out a reminder so if i send a say a mega sign out i can program a reminder out to go out a specific time so that only those people who have not yet signed it receive a gentle reminder to send their permission slips in and notice i can also send it every day or every week for a specific time until I have all the documents back and people if you think of how busy people are today you know parent might be at a grocery store and they receive the email on their phone they can fill out the permission slip right there or if they're at a baseball practice or softball practice gymnastics practice waiting on their child they can fill out the permission slips there as well and you know that mom and dad is getting its not the forms not crumbled up in the backpack somewhere and then of course you can see a history of the document which gets appended to the audit report in any notes associated with it so great way to manage a great way to manage anything that needs to be signed and workflows the things that need to be signed like the specialized student with the routing involved so that is adobe echosign and how to process a document to get signed so I hope that was helpful against Scott Trudeau with the Adobe education solutions consultant team