Send for Signature

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:

1. Navigate to the Locked section. 
2. Select the document(s) you wish to unlock and select Unlock via the Bulk Actions OR
   • Use this if unlocking multiple documents.
3. Select Unlock under the Action menu. 

Upload Files

1. Drag and drop or Click to open your File Explorer to upload files into SafeSend Signatures™. 
2. Select Access (Optional) will allow you to restrict other users from being able to view the document on the Delivered and Archived reports. 
3. Enter Client ID (Optional).
4. Enter Client Name.
5. Office Location. 
6. Select Tax Year.
7. 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. 
8. Click Delete if the document was uploaded in error.
9. Select Next.

Add Signers

Recipient Information

1. 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 [e-mail].
2. 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.
3. 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.
4. Recipient Type - Select the type of recipient based on signing needs. 

   Important

   CC recipients will not receive the document until all signers have signed. Signers receive the document in the order they were added. Subsequent signers will not receive the document until the previous signer completes signing. 
5. 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.  

1. Select Custom Message to add a message that has not been added to Saved Messages in the settings.
2. Enter the Subject and Message Body.
3. Select 'Save & Close' to save as a Draft OR
4. Select Next.

Add e-Signatures

1. 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.

   • 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. 

2. The Reset icon will clear the document of all signature controls and return the document to its original state.
3. The Undo icon will undo the last action.
   • Undo will not remove Signature Placement Controls
4. Select Save & Close to save as a Draft OR
5. Select Next.

Review & Send

1. Review Document Details
   • Client ID
   • Client Name
   • Office Location
   • File information
2. 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. 
3. Toggle Reminders on/off to adjust the automatic reminders. 
   • Select the drop-down to adjust the days in between each reminder. 
4. Click Save & Close to save as Draft OR
5. Click Submit to send.

Draft Dashboard

Bulk Actions Icons

Info

Click on the checkbox next to the document(s) to enable the Bulk Action Icons. 

1. Click Set Access to restrict other users from being able to view the document(s) on the Delivered and Archived reports.
2. Click Assign To to assign another user to send the document for signature.
3. Click Delete to delete the document. The user will need to start over.

Document Actions

Info

Click on the ellipses (...) to open more actions. 

1. Click Resume to allow you to continue processing the document where you left off. 
2. Click Delete to delete the document. 
3. Click Set Access to assign another user to send the document for signature. 
4. Click Report a Problem to send a ticket to the support team.