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Email signature bridge loan agreement

welcome everyone and thank you so much for joining us for this uh webinar on signature processing with inside that document so before we get started we're just going to go through just a couple slides before i sort of do a live demo for you so first thing i wanted to do um is to just talk to you about our um signature process so for almost everyone that is attending this webinar um obviously signing um sending out your contracts externally has become a big thing uh something to keep in mind with those is when we're sending out external con signatures or contracts for signature we need to make sure that we're tracking uh we're getting confirmation of those signatures and we're managing the results from our signatures so again there's a lot of elements that we need to sort of track as as this part um so the big thing for me when we talk about external signatures especially when we're talking about an electronic model is uh when we talk about proving that something is signed so a lot of almost any uh document signature program that you're going to be leveraging needs to leverage the details of a signature right um where someone signed it proving where someone signed it you know trying to include as much data as possible so that unlike a person filling it out with a pen you know we're trying to use data to sort of prove that you know even though that recipient wasn't in front of us that that person indeed uh signed that particular contract so again these days with all of the details it's pretty hard to dispute um moving on from there what we're going to talk about um is some of these live details that were you're sort of looking um at on my screen so basically uh with remote signatures in my mind it's all about location location location so um inside docusign which is what we're going to be looking at today you have the capability to see completed contracts you'll be able to look at the envelope history so again if you think about you sending out a normal contract to someone in an envelope same sort of concept exists when we're talking um about docusign when you send it out through docusign docusign does create what they call an envelope and part of that envelope um just like a regular envelope would have a stamp and obviously is what you're sending out to your recipient same sort of concept docusign built as well you have sign in locations that will give you details so you know again i'm actually going to show you a live example of what that looks like um but the goal with our signature process um and it should be your goal as well is that we are moving to try and get to a sort of seamless management solution right something where you're taking your contracts you're sending them out uh hopefully via some sort of management software element where basically it gets sent out comes back into that software once signatures are done it's more of a fully automated process you know without a fully automated process there is the human element right the you have a human that is taking maybe uploading a contract into a docusign type program to the recipients and then when that document comes back signed they're having to take that signed document and put it somewhere you know um and let's be honest you know these days with all of the distractions of sort of um you know kovit and what have you going on you know we're all a little bit more distracted so something that can help either yourself or your staff help process these signatures is certainly going to be something very helpful so uh without further delay we are going to hop into my live demo i'm going to minimize this and what i want you to to show you is my um net document system so i realized that for most people they fall maybe within two categories maybe you have net documents and maybe you have not actually activated the signature piece of the program and then scenario two is maybe you don't have a document management system at all um and you're just curious how those pieces fall together so for those of you that have a system that haven't connected we're good i'm going to go through sort of one initial step um that you know will be for those others that may not uh be experienced with how document management system might work so within my net document system i currently have my little lebowski matter that we're going to be working on today favorited on my desktop so i don't have to go out and do a search work right it's something that i'm using quite regularly so i've set it as a favorite i just simply click on that name and we're going to go inside of my lebowski matter and so for those of you that haven't seen this before i have all of my documents they are summarized by what we call document types so today we're going to be dealing in our agreements i can actually drop a little drop down here and look at a display of my agreements on this item which we call a filter or i can actually just click on that agreement filter and go into my documents that are saved as agreements so first thing i want to point out to you is we're going to be dealing with the lebowski bankruptcy contract what you'll see is there's only one version of that particular document we have our document id so this is the one that we're going to be working to send out for signature so i don't know of any uh firm or organization that will send out a word document to someone for signature so what we're going to do is we're going to start off with our word document we're going to click on it and within netdocuments we go through a checkout process similar to you basically going into a library and checking out a book if anyone actually still does that same sort of concept happens here i've clicked on my document we are launching that over into microsoft word here this is the contract we're going to be working with today so again we need to convert this into a pdf document so what i'm going to do is just use my little shortcut save as button here and we are going to save a new version of our existing document so in the background we have our lebowski contract there's only one version we are going to convert this to a pdf and since we can name versions which i think is incredibly beneficial um we are going to basically say say that this is ready um for signing um and maybe we even have as part of our workflow that we're putting in our date that we're sending it out for signature uh today being 9 18 20. i'm just simply going to hit save my system is going to create a new version of this particular document and while it's going through that process it's basically going to pop open my new version of which is now a version number two in my pdf format this is the one that we want to work with so what i'm now going to do is i'm just going to simply close out of this excel and when i x out of this inside of um when i exited this particular document inside um a document that's connected to netdocuments it basically just removes my check mark you'll see that we went from our version number one to actually two versions here so we have my version which is ready for signing and unfortunately i named it wrong so i'm just gonna correct that really quick we're gonna just say that this is ready and it is ready for signing so just update my version name it's all ready to go gonna close out of that so now what we're gonna go ahead and do is we are going to use an additional function which is we are going to send it to an application so the way that this works is that net documents is connected to docusign via a program called trump so think of trumpet is basically a bridge or for some of you technical folk it is called an api or application interface so it connects net documents to docusign um it literally acts like a bridge it will receive updates from um trumpet along the way so when i when i selected send to application i now have this option to select my trumpet signature bridge um integration so what it's doing right now is it's taking the document within net documents over here and it is going to start the handoff process and it's not transferring it into docusign so here is our contract within docusign now now what i'm going to do is come back over here because i want you to see this i think that this for your organization is going to be incredibly incredibly powerful because not only once we check it out within docusign doesn't check it out and it will leave it checked out during the sort of contract transmission process but it also will get receive updates from docusign throughout the process so right now it's just showing us that it's currently inside of a of a draft process you'll see that when i click on it i could view it but it's not going to let me make an update because it's currently checked out so again it sort of locks it in its current state so if we flip back over here to our docusign process you know not everyone has used docusign before so you know for those that have not have seen docusign this might be a little repetitive for others um this might be sort of a new experience for you so the first thing i'm going to do within doc design is i can put in that i have a signer and with docusign you can put in multiple signers you know you could have a numerous number of signers but what's what's important about docusign is i can add in you know just recipients people that don't necessarily need to sign you know people that just might be copied on this contract so that helps out because let's just say that i'm the signer but i need to copy others on the contract so that they can see that i signed it and they get a copy so that we're not having to keep you know throughout our signing process send out copies to external people so they're aware that something took place you can add in recipients and make them part of the process without necessarily having to be assigned so just something to you know sort of mention to you to be aware of so next i'm going to click on next and we're gonna get into the signing phase of our contract so with docusign um i'm gonna here's my contract here i'm gonna just scroll down here to the bottom and for my signing process i'm gonna require that my signer basically signs right here and i can add things like initials if i decide i need initials if i need a date stamp i can certainly add in the date stamp you know whatever fields i necessarily need i can add those into my contract i also have a way of creating templates for some of these forms as well so again if you don't feel like clicking and dragging you know maybe you want something that's more set in stone you can also set up some templates as well so now that we've added our fields on our contract we're just going to go ahead and click send here and we're going to send this out to our recipient for signature so what happens is since we sent it out for signature basically again this is constantly going to be updating my my net document system and it's while i'm hitting refresh it's just letting me know the current status so we went from a draft now we are awaiting our signature um so i'm going to just come over here and talk to you about that timing the timing of our contract so one thing with with signature bridge is it shows us both sides of how it's connected so let me just point that out to you so right here this is the connector to net documents and then this is the connector to docusign um so i can click and view in docusign if i want to get a status of what is going on with that document i could view it in here get it get a sense of where things are at obviously we know because not only in our document our document management system lets us know where we're at so i don't actually even need to go inside of here because of the fact that signature bridge is communicating between systems now what i'm going to do is bring over i'm going to open up my email here and i want you all to see what it looks like when a recipient receives an email from docusign so again some of you may have already seen this before but i just want you to see what it looks like so here's an here's my email with my contract you'll see that i have this option now to review that document so for my recipient who's going to be signing this this is what that experience looks like they simply hit continue they're going to turn let the system know that they're going to start this process and it will take them down to every field that you have required that them that they fill out you'll see what's nice is date just auto populates for me the minute that they hit start the assumption is they're going to be signing it they can choose to either literally sign with a with a with their mouse or they can just choose to use an automated signature that basically creates a very a unique document id per that signer so again it's not something that's replicated it's unique to every individual that's using a docusign design so now that i've signed my contract here i can simply just hit finish and this process is considered done now the reason i bring this up to you is that um that over here within trumpet signature bridge there there is about a 10 to 15 minute delay when someone signs that a batch process runs and it looks for the status of any contracts that you have out there to see if the status has changed when when they're in a signature state now again my document management system still knows that it's awaiting signature now if i know that it's been signed all i have to do is hit refresh status and the system goes out what trumpet does is it goes out looks at the sign it looks at docusign and determines it's been signed and what it's done is it's transferred or updated net documents with that status and what you see is we went we started with version one we went to version two and now we're at version three when i click on my version number right here you'll see that it's automatically moved the signed the signed contract to be version number three now the thing that netdocuments does allow us to do is that once a signed contract happens it's the same thing as having a piece of paper where someone has put ink to it and so what netdocuments has created is there's a function over here in our more options and it is called sign document when we click on sign document we're going to get this little page and basically at the end of the day this lets us know that the minute we click ok it's going to put this little signed next to this document what that means is that this document can never be edited it can never be deleted it basically it is it is in the document management system forever um just like if you took a signed contract you would probably put it in maybe a secure filing cabinet or something of that nature that you know and you would make sure that obviously someone couldn't affect that signed contract same thing that net documents is doing right here they're just doing it with an electronic stamp here that ensures that this contract will never be um can never be edited adjusted or deleted now so that completes that full circle you know from us adjusting the document to sending it out now the other thing i wanted to show you within within uh within docusign is that i'm going to view that document in docusign and so if you if you all have docusign or signing up for docusign there by all means is the ability for you to do all sorts of different things with the documents you send out with your documents account so what you can do one of those things i showed in my earlier slide is that for this signed contract i can come in here and do a history and so what history will tell you is all the details so it tells you obviously the subject of what went on gives you a specific envelope id lets you know what was enclosed how many documents that you signed up for signature lets you know who the recipient was when it was sent when it was created when it was completed what the status date was when it was completed lets you know how it was signed it was online who what account used to transfer it over lets you know all the activities so when it was um when it was originally um registered when the it was sent when it was opened when it was viewed i mean we're talking milliseconds here but it is literally tracking all of those things and you know i actually showed this to some on my team and they're like this is creepy but when you hit sign location on this little link it literally shows you this is my house this is the longitude latitude of my house and this is just in case you didn't know where i'm located well as i scroll out here you'll notice that i am actually in colorado so it will literally take you to the exact location that the signature can place so can be a little crazy a little creepy it'll actually show you my exact house location in my neighborhood so um again very hard to dispute we have all of these details and it will be tracking history um just like net documents is tracking the history as well so what's great is if you need to download or print the details those are available to you and again this is taking place using uh that that application signature bridge that is again the middle man or the connector between docusign and our net document system so this is basically what i had to show you today hopefully it's given you a little overview of how netdocuments works how we can obviously use our document converted and use this external program to facilitate the signature process especially in uh sort of our today's uh current age of remote um the remote experience so i wanna thank you so much for joining me and i'm gonna hand this right back over to karen great thank you ted thanks for showing us how to process signatures socially distanced great job and thanks to all of you for attending if you were intrigued by ted's presentation this afternoon and want to learn more about processing signatures with netdocuments or have any other document management questions i encourage you to take advantage of our free 30-minute dms consultation this is your chance to speak with one of the dms experts at affinity and get those important questions answered just reply to the follow-up email i'm about to send and i'll do the rest we have more dms focused sessions coming soon with a binder how-to coming up next and uh email management with your dms in october you can check out all of our upcoming webinars by jumping onto affinityconsulting.com webinars i do have one other shameless plug for you we have an exciting day long conference called lemonade coming up affinity is co-sponsoring lemonade for legal where an amazing group of legal industry experts will provide insight on running today's law firm with just the right amount of focus on health and wellness happiness and positivity uh to make the best of the rest of 2020 and get us ready for 2021 can't come soon enough i hope you'll check it out at lemonade4legal.com please do share your feedback with us on the 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