Try RMail PRE-Crime Services – The E-Sign – Send for Signature feature allows the recipient to electronically sign and timestamp an email and each page of attachments entirely by email. There are three options available: E-Paper, Smart Tags and One-Click.
The allowed files types are:
Microsoft Office: .doc, docx, xls, xlsx, ppt, pptx
Text: .txt, .xml
CSV: .csvTIFF: .tif, .tiff
PDF: .pdfImage: .png, .gif, .bmp, .jpeg
This article covers the following topics:
- E-Paper
- Smart Tags
- One-Click
- Post-Signing Behavior
- Tracking the Status of Signature Requests
- Sending Signature Requests Reminders
- Tag Settings
- Using the Send to RSign feature from the RMail app for Outlook
- Video: How to e-sign a document with RMail
E-Paper
- Allows you to quickly send documents to be signed or to have text added to them in the recipients' web browser as though it was paper.
- You may obtain signatures for up to 100 recipients on up to 10 attachments per message, either on a first-come first-sign basis or sequentially. After the document has been signed, you receive a single PDF with a signature certificate plus a Registered Receipt™ authenticatable forensic audit trail record. You may add RMail Encryption for privacy and compliance.
Sending with the E-Paper feature
To use the E-Paper feature, follow these steps:
1. Compose an email.
2. Attach any document or multiple documents you would like to have reviewed and signed.
3. Click on the Send Registered button.
4. In the pop-up feature panel check the E-Sign box. The default feature is E-Paper.
5. Click on Send.
Recipient's view
The recipient will receive an email inviting them to view and sign a document. When they click on the View & Sign Document button, it will open a new tab on their web browser with a quick signing instruction page and then the document to review and sign.
The signer may:
- Draw on the document or script their signature with their mouse, finger or input device:
- Type or sign their name in a signature font:
- Add text to the document when and where needed:
- After completing the required information, the recipient clicks on the Next button, which takes them to the final touchpad screen.
Smart Tags
- Allows you to add tags to the document that the recipient needs to sign, specifying the information they must complete. This is ideal for commonly used documents requiring a signer’s name, date, and/or signature. Additionally, you can add Custom Tags for any other required information, such as the recipient's company name.
- The recipient simply views and e-signs inside a web browser. The recipient’s e-signature and other information inputted are automatically placed on the text tags in the original document.
- You may obtain signatures for up to 100 recipients on up to 10 attachments per message, either on a first-come first-sign basis or sequentially. After the signature process is complete, you receive a single PDF with a signature certificate plus a Registered Receipt™ authenticatable forensic audit trail record. You may add RMail Encryption for privacy and compliance.
Sending with the Smart Tags feature
1. Compose an email.
2. Attach any document or multiple documents containing the tags you would like to have reviewed and signed. Click here to learn more about creating a document with Standard or Custom tags.
3. Click on the Send Registered button.
4. In the pop-up feature panel check the E-Sign box and select the SmartTags option
5. Click on Send.
Recipient's view
The recipient will receive an email inviting them to view and sign a document. When clicking on the yellow View & Sign Document button, a new tab will open on their web browser with a quick signing instructions page. After clicking on the Continue button, they will be directed to the document to review it.
When the recipient reviews the document, they will see blank spaces where the tags are placed, as the tags themselves are not visible. After reviewing the document, they simply need to click on Next.
A window will appear displaying all the fields that need to be completed based on the tags in the document. After completing the required fields, they need to press the Click to Sign button.
The e-signature process is now complete.
The information the recipient enters will replace the tags in the final document.
One-Click
- The e-sign process is completed entirely within email, with no need for the e-sign recipients to visit any web browsers.
- The recipient’s e-signature is captured with just a click of the mouse in their received email.
Sending with the One-Click feature
1. Compose an email.
2. Attach any document or multiple documents you would like to have reviewed and signed.
3. Click on the Send Registered button.
4. In the pop-up feature panel, check the E-Sign box and select the One-click option.
5. Click on Send.
Recipient's view
The recipient will receive an email inviting them to sign the document. They simply need to press the Click Here button. A new email composer page will open pre-addressed to route back to the RMail system and back to the sender.
An agreement statement is auto populated in the body of the email together with the phrase Type your name here for the signer to add their name as their signature before pressing the Send button to complete the signing process.
Post-Signing Behavior
E-Paper and Smart Tags
Once all signers have signed, an email is returned to all parties with the signed document attached.
The signed document contains all the information inputted by the signer. It also contains a Time and Date stamp on the bottom left corner of every page.
The final signing certificate can be found appended to the last page of the document.
One-Click
The signed document is sent to the sender and the signer containing the entire transaction information and the signer’s agreement.
The attached signed document is returned as a PDF and it is digitally signed to maintain its integrity. The signing time and date is stamped as a watermark on the bottom left corner of all pages and a Signature Certificate is appended to the last page of the document.
Tracking the Status of Signature Requests
You can keep track of your signature requests easily by checking their status in real-time. Monitor whether your documents have been viewed, signed, or are pending, ensuring you stay updated every step of the way.
Click here to learn how to track the status of your signature requests.
Sending Signature Requests Reminders
Ensure timely document completion by sending reminders to recipients who haven’t signed yet. This feature helps keep your signature process on track and ensures no signatures are missed.
Click here to learn how to send signature request reminders.
Tag Settings
Perform the following steps to configure tags for RMail:
1. Contact an RPost Representative to provision your RMail account.
2. To use RMail Tags with an Outlook Desktop plugin, log-in to your company’s RPortal account and verify the following settings under your Company Account.
Company Accounts > Settings > Electronic Signatures > Document Annotation > Set by App
Using the Send to RSign feature from the RMail app for Outlook
RMail allows you to send documents requiring signatures directly to RSign. This process captures recipient details, email body content, and subject lines seamlessly. To learn how to use it follow these steps:
1. Compose an email on Outlook. After entering the recipient, the subject and body email click on the Send Registered button to open the features panel.
2. Enable E-Sign and click on the Send to RSign link.
3. A pop-up will appear, click on OK to confirm sending this transaction into the RSign® system.
4. Click on OK.
5. You will be redirected to the RSign® Web Application, where the selected document along with the recipient, email body and subject line will be pre-loaded in a new envelope. In this stage, prepare your document by dragging and dropping the desired control fields. Once your document is ready, click on Send. The recipients will receive the signature request via email. Click here to learn more about the process of creating a signature request in RSign.
Note: Press the green back arrow on the top left corner to go to Step1/2 if you wish to review or change the recipient, subject or email body.
Using E-Sign with the RMail app for Gmail
1. Once in Gmail, click on Compose.
2. Enter the recipient's name, the subject, the body of the email, and attach the document that needs to get signed.
3. Click on the E-sign button to open the options window.
4. Select the options according to your needs. Click on the Send Registered button.
5. The recipient will receive an email inviting them to view and sign a document.
When using RMail for Gmail, the system will detect if the sent document contains tags. If the document does not contain tags, the recipient will have the options to draw, type, and add text as if it were E-paper. However, if the document contains any type of tags, the recipient will complete all the required information after reviewing the document and clicking on Next, as if it were Smart Tags.
The One-click option is not available in RMail for Gmail.
Video: How to e-sign a document with RMail
The following video covers the basics of how to eSign a document using RMail in Outlook.