Some RSign Templates can be set to be accessed by signers using a static hyperlink instead of a standard signature request email.
This is useful for inbound signature requests, where the link can be embedded into a website, for example, an online application to fill out a bank account. The website of the bank would post an image with the link to the RSign document. When the link is clicked the signer will be able to fill out the RSign document and submit it. The email address managing the static link-template will then receive the application via email.
In the SETTINGS tab, under GENERAL SETTINGS, you, the Sender, has the option to configure how you want the setting Create Static Link for Template to work and be set in the Templates tab.
1. Options: Lists the setting Create Static Link for Template.
2. Display: Controls if Store Signed PDF will be active, disabled or viewable in the Send tab.
a. Active: Create Static Link for Template will be visible in the OPTIONS section on the TEMPLATEs tab.
b. Disable: Create Static Link for Template will not be visible in the OPTIONS section on the TEMPLATES tab.
c. View Only: Create Static Link for Template will be visible in the OPTIONS section on the TEMPLATES tab but will not be configurable. The setting will be displayed for reference only.
3. Default Value: Lists the default value for Create Static Link for Template. The value will be displayed in the TEMPLATES tab when preparing a new template.
a. Y: When the template is created, the template will support the ability for a signer to access this document via a Static link. Note other features when creating a Static link will be limited.
b. N: When the template is created, the feature for a signer to access this document via a Static Link will be disabled and not supported for this template.
Creating a Template with a Static Link:
1. To create a static link template, click the TEMPLATES tab and click Create Template.
2. Name the Template and set a Description (sample below):
a. Name: Name the template.
b. Description: Assign a description to the template.
i. N (default): The template may not be edited in the Send tab. The parameters set when creating the template are fixed for what is sent to the sender.
ii. Y: The template can be modified in the SEND tab, to add custom information or delete unnecessary fields. This will only apply to the template being sent within the Send tab and not the underlying template.
d. Create Static Link for Template: This setting must be set to Y for the Static Link feature to be enabled.
e. Signature control default required for Static Template: This setting will determine if the Signer of a static link document will need to provide a signature to the final document or not. Generally, this setting is used to keep signers anonymous if this is a document that may require sensitive information but is not necessary for the person filling out the document to identify him or herself.
i. Y: if Signature control default required for Static Template is set to "Y" then a signature must be provided to submit this document accessed via the static link.
1. If no Signature fillable field control is provided on the body of the document then the person filling out this document will be required to provide a signature. This signature will not appear on the contract but will appear in the signature certificate.
ii. N: if Signature control default required for Static Template is set to "N" and no Signature fillable field control is added on the body of the document, the person accessing this document via a static link can not add a signature to the document. The otherwise filled out document can be submitted without a signature.
1. If a Signature fillable field control is in the body of a document which was accessed by a Static Link and not required, the signer will have the option to provide a signature, but will not be required to.
a. If the person filling out the document chooses to add his or her signature, then the signature will also appear in the signature certificate as normal.
2. If a Signature fillable field control is added and required, this setting will have no effect. A signature will be added on the document and in the Signature Certificate.
3. Add one Role. A Role is a description of the kind of Signer who is expected to complete the template. Only one Role can be created when using a Static Link.
a. Press + Role
b. Add the Signer’s Role. Example: Insurance Claimant.
c. To ensure you can create a Static Link:
i. Only one Role is permitted.
ii. The Type in the dropdown menu must be set to Signer.
4. Attach Files.
a. Either, drag the document you wish to upload onto the whitespace under “ATTACH FILES.”
b. Or click + Document.
c. Attach the necessary document(s) to this template.
5. The ADD MESSAGE section is not relevant and can be kept blank when using the Static Link.
a. If you intend to also send this document using the Send tab, fill in the information you would like to communicate to signers when sending this document via the Send tab and not as a Static Link.
6. Click Next.
7. Prepare the document by dragging and dropping the fillable field controls into the desired location.
8. Add the Email fillable field control (required).
a. Note, when creating a document that is accessed via a static Link the Email control field is required. This is so the signer can receive a copy of the completed document.
b. Send confirmation email to complete the process:
i. Unchecked (default): The signer is not required to click on a confirmation link sent by email to complete the signing process.
ii. Checked: The signer is required to click on a confirmation link sent by email to complete the signing process.
9. Hover the mouse over Save As and click Template.
10. You, the template creator, are brought to the TEMPLATES tab.
Sharing a Template using a Static Link
1. Click the link icon in the TEMPLATES tab.
2. On the link pop-up window, there are three options.
a. Copy: Click the copy button to copy the link to the clipboard. This link can then be pasted into a website builder to build a button for this link.
b. Disable: Click to disable the link so it may not be used in the future.
i. Since this link is being posted on a website to be accessed by many potential end-users, it is recommended to take the link or button off the website when disabling the link. If the button is not removed it will appear misleading to end-users as they will not be able to access the page that they are intending to go to.
c. Refresh: Click to change the link for the template.
i. If this action is performed, it is important to also change the embedded button on the website to the refreshed link or the document will no longer be accessible.
Creating a Static Link Button in a website.
To add static links into a document.
1. Copy all Template Static links you wish to add to the website into a word document or conventional email.
2. Many websites use images or buttons instead of text links to navigate end users to different pages. The website owner can use his or her own images to link to the RSign document or he or she can use buttons provided by RPost/RSign. Two RSign images are provided below for use, please follow the instructions to download one or both of the images.
a. 64x64 px. image, click the image below or click here.
b. 32x32 px. image, click the image below or click here.
c. Once you click on the image you want to download you will be brought to a site where you can download the image. Click “Download” in the top toolbar and follow the prompts to download the image.
3. Provide the template links and images to your web developer. Specify to the developer to embed the links within the image icons and provide instructions on how and where the end-user should access these links leading to the RSign template document.
a. The image below is an example of RSign Static Links embedded within a webpage.
Signing a Template using a Static Link on a Website
1. A new tab on the default web browser opens showing the document ready to be signed.
a. The signer completes the form by filling in the form fields.
b. The form field checkboxes turn green as they are completed.
c. Checkboxes with an * inside are required fields.
d. Email is always required.
2. Press Submit.
3. If the checkbox Send confirmation email to complete process is checked, the signer is required to click on a confirmation link sent by email to complete the signing process.
4. After pressing Submit, the signer will see the message prompting him or her to complete the signing process.
5. An email is sent to the signer to confirm his or her identity by clicking the Confirm button.
6. After the confirmation link is clicked, the signer is brought to a web page informing him or her the process is complete. Note, the template creator has an option to direct the signer to another website dependent on his or her RSign plan.
7. After the confirmation link is clicked, you, the account that created the template/static link and signer will receive the completed RSign document. The document is attached as a PDF file and will be available online to the person who created the document, provided the setting Store Signed PDF is set to "Y".
8. If the same signer clicks the link again within 5-minutes, the signer will see a time-limit pop-up.
9. After 5-minutes is complete, the signer will be able to fill out the form again if necessary.