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Send seer digital sign

good morning everybody so let's get started just a quick introduction my name is Anthony I work here at the Orange County Association of Realtors thank you all very much for attending today's web page webinar of beyond the basics advanced zip forms digital signing of contracts what we're going to go over today is basically how to digitally sign documents using DocuSign as well as digitally signed documents using digital ink we'll go over the differences between the two we'll show you how to set that up in zip forms to digitally sign one way or the other and then of course how to send it out to a client and then we're going to show you with both systems how a client digitally signs documents okay with that said let's get started here so what we're going to do is we're going to digitally sign documents using either DocuSign or digital ink so it really comes down to us logging in to zip forms before we do that just to go over a couple of differences between the two DocuSign versus digital ink DocuSign is a third-party vendor that third-party vendor if you go to DocuSign comm here you can go to DocuSign com sign up for their free trial service now their free trial service for realtor members allows a realtor to be able to digitally sign five transactions one time that month absolutely free or you can sign and one transaction five times that month absolutely free or a combination of the two anything above and beyond that those five digital signing choices or those sessions DocuSign which is sign up for their paid service another paid service is about $20 a month for unlimited signing I do believe that translates to be about two hundred and fifty dollars per year I do believe some agents have told me that the renewal for a realtor has been as high as $400 a year but it looks to be that right now they're running a per month plan or an annual fee of two hundred and forty dollars per year so that costs you money now on the opposite spectrum here digital ink digital ink as part of zip forms so it's been created by zip logics who create zip forms and like zip forms you can create as many transactions as you want at no cost Digital link allows you to sign unlimited transactions unlimited amount of times for virtually zero dollars so if we think about this real quickly two hundred and forty two hundred fifty dollars out of your pocket versus zero honestly there are agents out there that swear up and down that DocuSign is the undal and be all of digital signing contracts and they've been using it for years so that's what they like to use it really depends on personal choice so today's class is going to go over those two choices now the one thing that I am going to show you today if you are a DocuSign user and you are attending today's class or even better yet maybe you're thinking about using DocuSign sure go to DocuSign com sign up for their free trial what we're going to do is we're going to log in to our zip forms account now when we log into our zip forms account when we login to our SEP forms account typically an agent using DocuSign are usually following these steps they create the transaction and their transaction list then they have to go into the transaction after they've typed up the transaction under documents and then they have to save as PDF files these unsigned contracts onto their computer then they're finding themselves go into DocuSign upload the PDF documents where now they have to place all the digital signing areas indicating to their signers where they need to sign an initial well we're going to eliminate that step DocuSign can be merged with your zip forms account so whether yours in the free service or the paid service we can merge our DocuSign account into zip forms so that way we don't have to export any documents how we do that is very simply we're gonna come over to the top right corner and we're gonna click on where it says me when we click on where it says me we're going drop down menu from here we're going to click on the choice that says view profile when we click on view profile in our profile settings we're going to go to the gray bar here and we're going to go to where it says settings when we click on settings our very first option here and it looks like it was already selected typically you're going to see this our very first option here says e signature options this means that where I can pick and choose my digital signing service now typically every agent or every realtor that's part of CA r is automatically defaulted into digital ink because again digital ink is your free member benefit now if you have signed up for DocuSign or thinking about signing up for DocuSign you'll notice that right above the digital ink choice you have a DocuSign choice from here when we click on the dock you sign choice this green button right here will say link existing DocuSign account but you could get a DocuSign account and pay for the two hundred and forty two hundred and fifty dollars for this subscription or if we've already gone to DocuSign com we've already signed up for it even the free version we're just going to click on link existing DocuSign account from here we're going to input our DocuSign account information and then our use and our password now it you'll see here that it says that the account has now been linked to save this as my digital signing preference for all of my transactions I'm going to come over to the top left and click Save when I click Save this now means that my DocuSign choice is has been selected to be used for all of my transactions so now I as an agent do not need to export the contracts out a zip forms and upload into DocuSign because I have selected DocuSign as my preferred diet digital signature option when I go to e signed documents within zip forms the digital areas will automatically be placed on 90% of all the forms in DocuSign so I don't have to export anything so we've saved ourselves some steps are there any questions so far so we're now ready to go in digitally signed documents my disclaimer before we do any digital signing of any documents the one thing that I always ask agents to do is to make sure that please make sure that all parties involved in your transaction are ok with accepting digitally signed documents no reason why I say this is that not everyone or not every vendor like title escrow and lenders that you will work with will accept digitally signed documents not every agent that you work with on the other side of the transaction will accept digitally signed documents and most importantly not every client so we got to do some communication ahead of time depending on your vendors ask your title lender and escrow contacts do you accept digitally signed documents ask the other agent on the other side of the transaction hey I'd like to do digital signings for my clients whether you accept them it'll be a quick yes or no answer and of course judge your clients ask your clients do you prefer setting down and signing the contracts physically or because of the digital age would you prefer getting an email to digitally sign contracts and one big indicator about their technical expertise if a client or clients do not have email addresses chances are you're not going to be digitally signing contracts because the last thing you want to do is to do digital signatures and then find out in the 8th hour you've got to run around town getting real so save yourself that hassle so in our perfect world it's two o'clock in the morning our clients are getting our plane headed to Maui unfortunately we're not getting on the plane with them to get them to sign these contracts but the plane does have Wi-Fi for right now right they are allowed to take their computer and tablet devices with them on the plane they will have access to their email and I've already double-checked with all my vendors and the other agent on the other side of the transaction to make sure that they do accept design contracts from here what we're going to do is we're going to go into our transaction we're going to go to the documents button in the transaction we have our contracts that we've uploaded by the way I've uploaded a PDF document I can digitally sign that as well I just have to indicate to the signer where they need to sign an initial on this document will show you how to place us today from here after I've typed up the contracts I'm going to come over to the top left corner and click on the button that says II sign when I select a sign here will be a list of all my digital signing history for this transaction as you notice there is no digital signing history because this is a brand-new transaction for me and my clients at the very top left next to where it says back I'm going to click on where it says new I'm going to highlight that for you I'm going to click on the button that says new I'm going to create a new signature packet when I choose that from here we are now going to select what documents are going to be digitally signed by my clients so in this case my clients are going to sign the purchase agreement they're going to sign the Commission agreement and I've got a letter from the and actually let's close that out I want to add in a couple other documents here or a different document I accidently chose the wrong PDF so let's do that again add a document browse the computer for the document and now we are looking for I don't know a company disclosure all right now and we go back to e sign new purchase agreement commission agreement and disagreement between me and my client for the company when I hit close here are the documents that we selected at the very top where it says signing service you notice that it has selected DocuSign because that was our preferred digital signature choice under our settings we do not need to worry about naming the packet because the name of the packet will be the name of the transaction that's sent to the client from here with the document selected and our get on our signing service chosen we're now going to click over here in the right hand corner next from here we now select the signers this is the where the power of the cover sheet form comes into play if I have a cover sheet in a transaction page one of the cover sheet if I fill that in with my clients first name last name and email address then when I go to digitally signed documents the first name last name and email address will be pulled from the cover sheet if I do not have a cover sheet as part of the transaction then the first name and last name will only be filled in based on what's been written on the contract before I can select the signer I would then need to click on the email button or email section to be able to type in a physical email address I always recommend having a cover sheet because the cover sheet has not only all the common areas of all the forms but just for page one alone to be able to fill in a first name last name and email address of my client this helps out with digital signing now from here with the first name last name and email address of my signers I'm now going to select my signers in this case I'm selecting my buyers and myself you'll notice that I didn't I select the listing agent reason why I'm not going to select the listing agent is that I cannot force or I should not be forcing the listing agent to sign the acceptance of my offer most agents when it comes to their offers are making mistakes by including the listing agent as a signer if the listing agent does not sign this session then that means that technically no official signed contract have been submitted to the listing agent to officially submit to their sellers avoid that all you should need to worry about as an agent whether you're representing a seller or a buyer is just your side of the transaction now unless you represent both listing side and buying side you should really only care about your side of the transaction meaning yourself and your clients only select your clients in you because now once the sessions or that signature session is done you can now officially submit it to the other side to be able to count your dates based on your contracts here I've got my clients selected if you'll notice as I select my signers after I select them I'm going to hit close from here this is where we're gonna have a little fun we've got Stan Martha and me this in a particular order number 1 2 & 3 this is the order in which I selected them this is the order in which the email will go out to the signer meaning that Stan will get the email first before Martha I will not get the email until Martha and Stan have signed the documents order may be important for you we can switch this around maybe after you've talked to Stan and Martha Martha says that she took off work today and that she can get to the documents before Stan so do I want Martha to be second or first I want her to be first how we switched the order we come over to the four-way arrow we click on it with our mouse we hold it down we drag it above number one and we let go now we've just switched the order now some of you in this attending to the webinar today want to send us these documents out to everybody all at the same time well you can do that too simply hover over top of the number click on the down arrow next to the number and make everybody number one that means that now Martha Stan and myself I'll get the email request to sign the documents within the first 5 minutes there is no waiting typically I don't like doing that couple of reasons one if I happen to look at I sign the documents right away but then after two or three days I noticed that that I've not gotten the completed signed documents back and I go and check on the history and I noticed that maybe Martha only signed one of the three documents and Stan's only signed two of the three documents now I personally have to make multiple phone calls to people to figure out why they didn't finish signing the document and I don't like making multiple phone calls so this is where I like to leave it in the water the other reason why I like to leave things in an order if you notice it in this case scan and Martha share an email if I were to send this out at the same time that both my parties it could be very easily that because they get two different links sent at the same time at the same email address Martha could click on a link but then all of a sudden she's signing a scan Stan clicks on the other link and now he's signing his Martha technically according to California law spouses are not allowed to sign documents for each other without a formal power of attorney so do not let spouses sign for one of them if your spouse is share one email address please leave the documents in an order or I should say send it out in the signing order that way in this case Martha and Stan being at the same email address the email request will be sent to Martha or for Martha signatures first then when Martha is done signing the email request is then reset to the same email address for Stan in this case we're going to send them out in this order now because I want to show you what a you know session is like for the signer side I'm going to get rid of these other two signers and go with the one firm signer here that way I can show you what a signer experiences but now with our signers in whatever order that we want we're going to hit next this is where we're going to do the most important step stage 3 making sure that all the digital areas have been placed on our documents so now DocuSign is going to open up for us because we're now chosen DocuSign here are some of the pluses and minuses I like about DocuSign what I like about DocuSign form takes up a bit good portion of the screen over here to the right hand side we can just go right through all the pages to review our documents what's super cool about this is that once I even done with one or once I go through one contract immediately uploads the next and then the next so easy for me to go and quickly review the documents over here to the left hand side the signer underneath that are the tasks that I can drag-and-drop into a form as I mentioned earlier 90% of your forms already have the digital areas already placed here in DocuSign how do I easily tell that well I have to literally go through all the documents and see what flags have been pre placed on my forms DocuSign requires that I review every page to make sure that my signer has something to do now when I come across say that PDF document that I uploaded I need my signer to signing the initial this document possibly so scroll on that document now we can choose a task by clicking and holding down with our mouse dragging and placing wherever you want that task to go so here I just placed an initial task force Tan and come down below further on this document now I can grab his signature task drag it and place it where it needs to go now once I drag a task you'll notice that back over here to the left or to the right it gives me some settings for this task like a required field I can unselect the requirement and make it an optional field okay so now they optionally can initial that area or optionally or I make it mandatory that they initial it so what we do here at stage 3 is we go through all the forms and drag and drop what we need in zip forms itself there are a few documents that will not place the digital areas on those documents for you that is because those forms like the Commission agreement as an example is a form that is signed by a principal even though I've got my clients names typed in on this form this form whether it's DocuSign or digital link will not automatically place the initials or signature areas on this document so what I need to do is to make sure that if I use a form like this I need to make sure that I go through drag in place my task on this form so what I need to do is go through all these pages make sure that all my digital areas are placed even though 90% of them are already there I just have to review it real quick now once I've done this through all my documents at the top right corner I'm now going to click send when I click send now the email has been generated and emailed off to the very first signer and they have will receive it within the first 30 seconds does anybody have any questions on setting up digital signatures out to a client none all right perfect okay so let's go through what our signer will experience by the way I want everybody to be able to practice this at some point so please by all means try this out practice this so that way when you go over the contracts with them using follow along sort of with them and say this is where you want to click and sign and click to initial because you have to explain each and every paragraph or at least make sure that your client reads and understands and if they have any questions answer them right on the spot before they sign the contract so let's go into my email we're going to our email let's go into our email here within the first 30 seconds in the email I have an email Anthony be a DocuSign 4 1 2 3 4 5 Main Street and set me documents to review the clients going to click on this here with DocuSign nice big yellow button that says review the documents now this is where I'm gonna like and dislike about DocuSign for a signer DocuSign opens up here it says continue they click continue they hit the start button ready we're now down at the bottom of the ad technically the signer has not read anything in the ad the moment they click sign you know they can sign it so in a way this is what you need to do you need to make sure that your client if you're using DocuSign go back up and read this contract because the moment we hit sign they pick a font style and come over here to change a style and we can we have 23 different font styles to choose from or if they have a touchscreen computer they can physically write their signature in initials typically a client is always going to select a font style from here they click on adopt and sign now we're down at the bottom of the PRBS done at the bottom of the wire fraud if you notice me as the client has not read a single thing so this is where we need as agents to make sure that our clients read and understand everything it's too easy in the digital age not to read what it is that you're signing so make sure that you're you go over the contracts with your clients here we go sign initial initial we're almost done with the RPA here just like so should be coming up to that commission agreement here up we just passed it and now we don't you know there's the PDF document now we can hit finish moment we hit finish it's off to the next signer once all signers are done DocuSign will send you the listing agent two things one you get an email that says your digital signatures through DocuSign are done click on the link to access the session to download and print your PDF files you could do that or we can go back into zip forms go back into our transaction and within the first 30 seconds of the last signer signing the document a folder is created automatically within our transaction in this folder are the signed PDF documents through DocuSign we look at that real quickly I'm going to open up one of the PDF documents here and there is their signatures do you notice that happened super quickly I didn't have to go into my email I didn't have to download anything and then re-upload it as part of the transaction it automatically uploaded it for you this is the $250 a year fee did that look super hard to anybody looks pretty easy as a signer right click click click click click and you're done make sure again you read the contracts are there any questions or DocuSign let's go over and sign the transaction using digital link how do we switch our digital signature option again we come back over to the top right click on me click on view profile now we're going to click on settings from here we're going to switch it from DocuSign to digital link when I select digital link have this as my preferred digital signature option I'm now going to hit save now my preference of signing documents is now through digital link so this is what we're going to do we're going to go back into the same transaction we go to our documents we have everything typed up we come over to where it says e sign we create a new signature packet we select our documents we've got that PDF file that we selected come down below hit close Digital link is going to be used here are the documents that are going to be signed we now hit next now we select our signers select them in their order put them in their order I'm going to take these out here so I can show you how to digitally sign using digital ink there is one nuance here however when I select my signers and I put them in my signing order when I select next this is something that digital ink now offers digital ink understands as well as ciear understands of wire fraud computer hacking digital ink offers to you the agent the ability to add in cyber security for the digital signature session in this case for the transaction this used to be a $5 per signer per session charge so meaning that if I had three signers here and I said add cyber security this was a per session fee of $15 for this session it would ask me for my credit card today see AR has said let's not make it personal per session let's make it a one-time transactional fee for you five dollars so regardless of how many documents I send out for this transaction as if I add in the cyber security it's just a one-time fee of five dollars I have the one signer today I've got four signers tomorrow for this transaction five dollars what this does is it sends the signer a special code to their cell phone number to input in before they digitally sign the documents I would say it's well worth the five dollars I mean it's just a cup of coffee at Starbucks whether you pay for it or you defer the payment to your client if I hit add cyber security a credit card field will appear for me to input credit card information into but it is a choice you don't have to add it but maybe you want to add it for your clients to give them a peace of mind that you are taking steps to specifically protect them any questions are in cybersecurity so far are there any questions on some of the steps so far of how we got here in this case I'm going to say no thanks because we're testing this today now I'm going to again step 3 so steps one through two are exactly the same because we're all doing it through zip forms now step three here this is what digital ink looks like here are the press pluses and minuses about what I like and dislike about digital ink one big plus that I really like about digital ink thus far is that the form takes up the full size view of the screen so it's now easier for me to read and review whereas if you noticed in DocuSign the form took up maybe three-quarters or half my screen size so it's easier for me to read like DocuSign there is easy way to know what digital areas have already been pre placed for me so what I am again forced to do is scroll down on the document if you'll notice here that instead of a flag that says sign it's a big green bar that says what their signature is going to look like or will be but we just go through and we just look at these documents quickly now don't worry Stan hasn't signed the documents yet because we haven't sent them yet but this is just to remind me of who I'm currently signing for so at the very top here we got what document we're currently in what signer we're currently working worked and over here to the left what tasks so that I can drag and drop or place in a forum again we click on the down arrow we find that PDF document here on the PDF document we can scroll down first and we click and hold his initials we drag in place or we scroll down to the area that I want them to sign in that PDF we drag in place now one of the things I like about the signature box and digital ink is that it automatically drags over a date box meaning that the date that they sign it that's the date that will appear in this date box I can move this box independently if I choose to to the date section we go to that commission agreement again this document signed by that principle we come over we drag and drop the initials we drag and drop the signatures just like so again once we go through all the documents making sure that all the signers have at least one thing to do in a form we now can come over to the top right corner click send this is digital ink are there any questions about how to set up and send out documents through DocuSign or through digital ink and zip forms look pretty similar right let's show you what a signer experiences using digital ink digital ink goes out they receive it within the first 30 seconds so now we're gonna go back into my email here now instead of the zipped are the DocuSign that says Anthony via DocuSign says that the emails coming from zip objects digital ink now here in zip logic stage that link it says your documents are ready to review we click on the email and save it being blue and yellow it's instead gray and purple but you'll notice here that now we have a button that says sign documents so the signer is now going to click on sign documents here are some nuances about digital ink and DocuSign that I like and dislike if it's a signer signing documents they do not need to worry about creating a user account or accessing an existing account your signers should always click on this choice here guest the reason why these two other choices are here are for other features within zip forms called the share the share button allows you to share access into the transactions for a person to view save and print documents from within the transaction unless you're doing that with a client your clients do not need to worry about creating a new user ID or password or accessing a pre-existing one what they should do instead is access this choice over here to the far right called guest they just click on the blue button that says continue without an account from here Digital link will now open up this is what we're going to need to do because digital link and zip logics work very closely with CA r and CA r wants to make sure that everyone understands what it is that they're doing you need to make sure that your clients read through the legal agreement the legal agreement basically explains what a digital signature is and what the legalities are behind a digital signature if you noticed DocuSign didn't give you anything like that so if someone wanted to argue their signature a document they could with DocuSign not that they can't with digital link but at least the legal consent explains what digitally signing documents means hopefully they will hit accept the Terms if they don't that stops what we're trying to do today so hopefully they'll hit accept now from here they're going to hit next at this point what should happen is that the client will now create a password what's super cool about creating the password is that they'll be able to pick their font style once they pick their font style or draw their font style the next time you send them documents to digitally sign that will the system will keep that same font style consistent for all of the forms for this entire transaction this is what I mean so here I'm going to put in the password that I created I'm gonna say I'm gonna update my signature so I can show you here are the font styles now unlike DocuSign and DocuSign gives you 23 different font styles to choose from digital link only gives you 6 but it also does give you the ability to write your initials and signatures but again typically the clients going to pick their font style I recommend choosing the font styles over to the right they're bigger and stand out more these are really tiny but these are really big and prominent so you want your clients signatures to be seen once they pick a font style and because they've typed in a password we're now gonna hit let's go now did your link ass would you like to review your documents or just go from one signature area to the other if they hit go then it's going to be just like DocuSign where they just are dropped from one signature choice or initial choice directly to the other one so what I recommend is that you tell your clients always hit let me review when they click on let me review this allows them to slowly read through the contract before they click the buttons to sign an initial for you because you should know the contracts you can always hit go let me demonstrate go ready go we just are now down at the bottom of the ad now unlike DocuSign where you only have the one find that says sign in digital link it highlights the entire line the required fields are in yellow but it says when the client clicks on sign there now job to the next choice if they clicked on the let me review button they would click on the sign and then go right on through to the contract reading everything again sign sign right on through the list but the signer can now do is go through and initial and sign the documents just real quickly as I'm doing this in the AR PA there are two paragraphs in the our PA which are the liquidated damages and arbitration paragraphs now technically those paragraphs according to the paragraphs are optional initials now if you noticed in DocuSign just had us initial and sign everything it didn't tell us anything that was optional because hey we just wanted to sign the documents quickly right well here when I come across those types of paragraphs did you link automatically highlights it in a different color in this case it's purple and it even says that this is an optional initial now the signer needs to choose to either initial or opt out of this particular paragraph or term so now they can pick or choose but at least digital link shows them what in the contract is considered optional now they can choose to opt in or sign again there's the other paragraph that's considered optional right back into required as long as all the required fields are done or all the initials and signatures are done at this point once everything is done they can now click finish the moment they hit finish the email has now been sent off to the next signer within the first 30 seconds for them to sign the documents once all signers are done signing the documents again like with digit DocuSign you are set two things one you get an email that says your documents are completed in that email will be the signed PDF documents so digital ink will actually put the doc it's in a PDF file in the email for you again within the first 30 seconds within the transaction itself a folder is created within those first 30 seconds that says signature packet completed and now here are this digitally signed digital ink documents that now I can email to the other agent my clients the assistant the TC whatever or we can go over to the share button but this is what the digitally signed documents look like in digital ink there we go there's the font style that they picked for their documents this is free are there any questions on this what I would suggest doing create a transaction in your transaction that you're creating call it test so make a test transaction at at least one form to practice this on the form at least have a property address and a signers name on it if you're using VR PA buy your home by a fictitious property make yourself the buyer and then email it out to yourself as if you were the buyer and then practice what we just went over because again with digital ink you can do this unlimited amount of times DocuSign you just gotta be careful because unless you're paying for it you only got have five sessions free per month but maybe you try it out once or twice test it out see which one you like better well with all that said I want to thank everybody for attending today's webinar I hope you all enjoyed today and had lots of fun learn lots of great information and I look forward to talking with you all very soon have a great day and I will seize