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Add Retention Agreement signatory

in this video we'll take a look at how easy it is to compose an e pack from scratch simply go to compose a single a pack the first thing you need to choose is what type of signature or certificate policy you're EPAct needs please note the selections available to you may be different than the ones you see on my screen depending on your specific configuration I'm going to choose 21 CFR for this e pack the next thing we can do is set an expiration date by default the expiration date is set to be the same as the retention date as the retention date draws near the system will start sending email reminders to your EPAct recipients reminding them to sign the e pack if they have not yet signed it you can set the expiration date to be earlier than the retention date and those reminder emails will be sent out much earlier please note that changing the expiration date does not affect the retention date the next thing we can do is add a subject now we need to add our epoch recipients here you can see that assigned status already started for us we can simply add recipients to this sign state begin to type them and you'll see a list of matching users you can continue to add users as many as you like here you can see the sign state has more than one user the system would send the e pack out and both of these users would receive an email notice notifying them that an e pack is waiting for their attention it won't matter what order they sign in because they're still both within the same workflow state if you need to control the signature order simply use additional States if I send an e pack with this type of workflow it'll enter the top state this person will receive an email notice they can come in and sign the document once they sign it'll move forward in the workflow then this person will receive an email notice if for any reason the first person refuses to sign the document and they reject the e pack it will stop in the workflow it will not move forward the system will not send an email to this user instead the system will email you the document custodian and let you know that the e pack has been rejected you can address any issues make any changes and go ahead and send out a new epoch request in addition to sign States there's also other actions you can choose to use the sign review or email actions if you use the sign action any recipient will be actually required to sign the document they'll have to actually apply their signature to the EPAct documents if you choose to use the review state any recipient will be required to look at the documents and either approve or reject them but no signature is physically applied to the documents this is useful if you have a legal team or a QA team that needs to review a document and make sure that the document is accurate before it's routed for signature you can even set minimum reviewers so if you do have a team of QA or legal users that can review your document you can add all of them you can even set a minimum reviewer hair as soon as the minimum is met it'll move forward in the workflow and complete the workflow process the review action is recorded in the audit trail any comments that were entered by the reviewer while they're reviewing the document are also recorded in the audit trail as well so it's very handy if you have a use case where you need to track that review approval before a document is routed for signature the next thing we're going to do is attach our document you can attach more than one document if you choose but you need to attach at least one document I'm just going to grab a sample document and attach it once you attach your document it will show in the document preview window now we need to prepare a document for signatures so here in my workflow I have one signer I'm going to go ahead and add a second signer so you can see how to prepare a document for multiple signers the current signer that I'm working on is the one that's highlighted in yellow so I can choose which signer I want to prepare the document for simply by clicking on them here on the document I can now drag and drop the signature tags onto the document the tags that you see available to you will depend on what type of signature policy you're using so don't be alarmed if your tags look a little bit different than what you're seeing here on my screen so now I need to place at least one signature block onto the document from each signer in my workflow all of the other tags are optional let's place a signature block for the first person simply drag it down onto the document position it where you want it to be and release you can still reposition the tag and you can even resize it I'm going to make it a little bit larger so you can see here because we're using the 21 CFR policy instead of a simple signature block you can see that the signature block is more complex it contains the signature the printed name of the signer the date and time of the signature and the signature reason or meaning all four of these components are required for the signature to be 21 CFR compliant so that's why this one looks a little bit different if you were using a contract policy the signature tag would look slightly different and don't be alarmed if it looks a little different for you that is intentional if your signature block contains a reason you can actually choose a reason for your signer if you want to so here I have an author I want them to approve it as author if I choose a reason for them they cannot change it it is selected for them if I want to allow them to change it themselves I simply don't select one then they can choose that for themselves it's now I'm gonna place the signature block for the second signer if you've noticed I clicked on the second signer and it's now highlighted so here's the block for the second signer over here on the left you can see the first name of each signer pointing to the block that the signer owns so this one belongs to Linda this one belongs to Linda won and I can reposition these as needed all of the other tags are optional signer text allows the signer to type text on to the document initials allow the signer to actually initial the document custodian text allows me the document custodian to add markup to the document myself any markup I add will become permanent text on to the document the attachment and signed attachment tags are if I want to require my signers to actually upload and attach a document some use cases for this might be if I need the signer to upload a photo copy of their ID maybe it's an HR use case and they want to set up direct deposit I need them to upload a copy of a voided check there's a lot of different uses for this attachment and signed attachments you can also use check boxes but like I mentioned you only are required to use the signature block you don't have to use all of the others if you have a document that does not have a signature page and you don't have anywhere to actually physically place these signature tags you can use the auto append by default it's usually turned off if you turn it on MSB will add a signature page to your document and simply place all of the signature tags for all your signers onto that page so if you don't have a document page a signature page in your document don't be alarmed just use Auto append you also see here that there's other controls there's email attachment type it might be defaulted to one of these options for you when the workflow completes MSB will send an email notice to you the document custodian letting you know that all actions have been completed that email will contain whatever attachment you've designated here so you can choose to have no attachment if you don't want the document attached to that email you can choose to have an photocopy of that document which is a copy of the document which has the document validation report and audit trail all combined into one document you can choose to simply have the signed original or you can choose to have both copies appended you have full control over what goes out on that email allow delegation is whether or not you want to allow your signatories to delegate the EPAct to other signers there's some cases where this is appropriate in other cases where this is not appropriate so you have full control on whether or not you want to allow your signers to delegate the EPAct to another signer please keep in mind that if they do delegate to another signer that will be tracked in the audit trail so you will be able to see who delegated the e PAC to whom and why you'll be able to see any message that they sent along with that delegation this allows signer attachment toggle it's just whether or not you want to allow signers to voluntarily attach documents it is separate from the attachment and signed attachment tags those require the document those require the signer to actually attach a document but this is just a voluntary attachment at the bottom there's a CC field you can add email addresses to the CC field if you do they will also receive a copy of the email that goes out including whatever attachments you've designated you can add keyword tags and special instructions if you add any special instructions those will be inserted into the email that goes out to your reviewers and signers all of these items at the bottom are optional we can go ahead and send the e pack so that's how easy it is to send an e pack from scratch from within MSB