When DocuSign is integrated with Classter, the institute’s administration can require applicants to sign a private agreement or any other document, and then both the institute and the applicant receives a copy of the signed document.
The process is simple. In the Application Management menu, a back-office employee can require an applicant to sign a document.
This is achieved with the “Send to DocuSign” action. (Figure 1)
Figure 1
When clicking on the action, the following pop-up appears. (Figure 2)
There, the employee needs to choose which file is to be signed and to whom it will be sent.
Figure 2
In the “Send To” field, you can select the person that you need to sign the document. The available options are the student, the father, or the mother, and the person set as the payer.
Then you get to select the file that needs to be signed.
You can either enable the Private agreement radio button so that the contract is sent or the File, to send a file from the student profile.
When the private agreement is selected, you can select if you want to send it in Word or PDF format. (Figure 3)
Figure 3
When the File option is selected, a file that is already uploaded to the student’s profile must be selected to be sent for signing. (Figure 4)
Figure 4
Now let’s talk a bit about the document. When sending a file to DocuSign, the recipient will be able to sign it in wherever they want.
To avoid that and force them to sign in a specific area(s) of the document, the document must include a specific area like below. (Figure 5)
Figure 5
Whenever the “**signature**” text is included in a document, DocuSign will force the user to only sign to that specific area. Moreover, it is optimal to paint the “**signature**” text white to avoid the signature getting mixed up with the text.
When the back-office employee clicks on send, the recipient will receive an email like the one below. (Figure 6)
Figure 6
The recipient will then have to open the link and put his/her signature on the indicated area; then click on the Finish button. (Figure 7)
Figure 7
When the Finish button is clicked, the person that signed the document will immediately receive a second email with the signed PDF.
Regarding the institute, there is one last step to return the signed documents into the system. Since there is no way of knowing when or if people will sign the documents that are sent to them, there is no automated process of returning them to the system.
What can be done is that an employee requests from DocuSign to return all the documents that are signed up to this point.
This request can be sent from the employee portal in the Application Management menu > Actions > Retrieve Signed Documents from DocuSign. (Figure 8)
Figure 8
When clicked, this action will return all the signed documents in the student’s profile. The employee can locate them in the Student’s profile > Files & links tab, with a note that they got Retrieved from DocuSign. (Figure 9)
Figure 9
