SafeSend Signatures™ allows for sending documents that need to be e-signed and are separate from documents that could be sent with a return package. With SafeSend Signatures™, documents can be sent any time of the year. This article will walk you through uploading and adding signature blocks to a document to signers that you specify.
Please Note:
- Up to 30 documents can be sent in each transaction.
- Word documents and PDFs only (.doc, .docx, .pdf).
- Documents should not be password-protected when uploaded.
- Documents will remain separated when completed.
- Word documents will be converted to PDF and can’t be edited.
- Reporting information is separate from SafeSend Returns® reporting.
Sending Documents for E-Signature
Important
A document will become Locked if the system times out or the user does not select Save & Close before exiting out of processing. Follow the steps below to unlock:
- Navigate to the Locked section.
- Select the document(s) you wish to unlock and select Unlock via the Bulk Actions OR
- Use this if unlocking multiple documents.
- Select Unlock under the Action menu.
- Drag and drop or Click to open your File Explorer to upload files into SafeSend Signatures™.
- Select Access (Optional) will allow you to restrict other users from being able to view the document on the Delivered and Archived reports.
- Enter Client ID (Optional).
- Enter Client Name.
- Select Tax Year.
- Select Document Type.
- Expires On date will automatically update based on the Document Type selected.
- View Adding Document Types for more information on how to set the default retention period for each document type.
- Expires On date will automatically update based on the Document Type selected.
- Click Delete if the document was uploaded in error.
- Select Next.
Recipient Information
- Sender - The Sender will be the company name by default.
- The sender can be changed to another user. View our Sender Delegation article for more details.
- This will serve as the name of the sender that will appear in front of noreply@safesendreturns.com.
- Sender Signing - Select if the sender will be signing the document.
- If the name is set to the company, the only option is Sender does not sign.
- Recipients - Enter the email addresses for each signer and CC'd recipient.
- Click Add Recipients to add new recipients.
- If the same email address is used for two signers, color coding will be active to identify Signer 1 and Signer 2.
- Click Add Recipients to add new recipients.
- Recipient Type - Select the type of recipient based on signing needs.
Important
CC recipients will not receive the document until all signers have signed. - Link Authentication - Select the type of authentication. Leave blank to provide no signer authentication.
Message Configuration
Template - The Default saved message will be selected by default. View more details in the Signature Settings.
- Select Custom Message to add a message that has not been added to Saved Messages in the settings.
- Enter the Subject and Message Body.
- Select 'Save & Close' to save as a Draft OR
- Select Next.
- Drag and drop each signer's signature field onto each document.
- The signer fields will be highlighted for the user selected.
- Each document needs to have at least one signature field for every signer on it.
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If a text field is used, a Tool Tip prompt will appear, which allows you to select if it is a required field or not.
- The Reset icon will clear the document of all signature controls and return the document to its original state.
- The Undo icon will undo the last action.
- Undo will not remove Signature Placement Controls
- Select Save & Close to save as a Draft OR
- Select Next.
- Review Document Details
- Client ID
- Client Name
- File information
- Select the drop-down for Notify about signing event.. to select the user who will receive notification when the document has been signed.
- This can be updated in the My Settings.
- Toggle Reminders on/off to adjust the automatic reminders.
- Select the drop-down to adjust the days in between each reminder.
- Click Save & Close to save as Draft OR
- Click Submit to send.
Bulk Actions Icons
Info
Click on the checkbox next to the document(s) to enable the Bulk Action Icons.
- Click Set Access to restrict other users from being able to view the document(s) on the Delivered and Archived reports.
- Click Assign To to assign another user to send the document for signature.
- Click Delete to delete the document. The user will need to start over.
Document Actions
Info
Click on the ellipses (...) to open more actions.
- Click Resume to allow you to continue processing the document where you left off.
- Click Delete to delete the document.
- Click Set Access to assign another user to send the document for signature.
- Click Report a Problem to send a ticket to the support team.
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