Organization Data
Full legal entity name, EIN, mailing and physical addresses, and any DBAs used for billing or contracts.
A clear configuration sheet reduces setup time, prevents configuration drift, and provides an auditable record for compliance and internal review. It helps ensure consistent application of policies, simplifies audits, and documents who approved critical settings that affect data handling and legal obligations.
Cross-functional review before final sign-off reduces rework and supports accurate eSignature and retention settings.
IT Lead — Chief Systems Administrator or IT Manager who verifies technical fields, integration credentials, API keys, and deployment checklist. They confirm that required integrations (CRM, ERP, cloud storage) are reachable and that role-based access controls are mapped accurately.
Authorized Officer — CFO, COO, or other delegated executive who approves financial and legal settings, confirms governing state, and attests to accuracy of tax identifiers, billing accounts, and signature authority on behalf of the business.
| Field | Configuration |
|---|---|
| Approval Order | Sequential or parallel signer routing, based on role hierarchy |
| Authentication | Email link, SMS code, or multi-factor for sensitive approvals |
| Retention Tag | Attach retention category for automated retention and disposition |
| Notification | Email alerts to owners on completion or exceptions |
Verify that chosen platform supports API access, audit trails, and any required compliance addenda before enabling automated workflows.
Full legal entity name, EIN, mailing and physical addresses, and any DBAs used for billing or contracts.
Names, titles, and scope of signing authority including dollar thresholds and role-based limits for eSignature.
API endpoints, OAuth client IDs, SFTP locations, and required credentials or key rotation schedules.
Approval order, conditional routing, required fields, expiration windows, reminder cadence, and escalation paths.
Retention tags, redaction needs, access controls, and required compliance standards such as HIPAA or SOC 2.
Billing contact, payment terms, tax jurisdiction, invoicing email, and agreed-upon billing cycle or PO references.
Articles of organization/incorporation, operating agreement, or partnership agreement showing legal name.
EIN confirmation letter or other tax documents to support the TIN provided.
Board or officer resolution delegating signing authority where applicable.
Network or integration diagrams that show where data flows and who has access.
Optica standardized a single-sheet onboarding form to reduce configuration calls.
The organization centralized patient-facing workflow settings into one configuration sheet.
Complete draft within 5 business days of request submission
Allow 3–7 business days for IT, legal, and finance validation
Obtain signatory approval within 5 business days after review
Deploy configured settings within 5–10 business days after signature
Apply retention category at time of storage to meet audit requirements
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Bulk Send | Yes (plan-dependent) | Yes (plan-dependent) | Yes (plan-dependent) | Yes (plan-dependent) | Varies by plan |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes (BAA available) | Check BAA options | Check BAA options | Varies by plan | Varies by plan |