If you need to send a document via a static link but do not actually require a signature, set the Signature control default required for Static Template to "N". Generally, this setting is used to keep end-users anonymous. It is often used if a document contains sensitive information, but does not require the identity of the person filling out the document.

SETTINGS Tab

In the SETTINGS tab, under GENERAL SETTINGS, you, the Sender, have the option to configure how you want the setting for Signature control default required for Static Template to be set in the Templates tab.

1. Options: Lists the setting Signature control default required for Static Template.

2. Display: Controls if Signature control default required for Static Template will be active, disabled or viewable in the Templates tab.

a. Active: Signature control default required for Static Template will be visible in the OPTIONS section on the TEMPLATE tab.

b. Disable: Signature control default required for Static Template will not be visible in the OPTIONS section on the TEMPLATES tab.

c. View Only: Signature control default required for Static 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 Signature control default required for Static Template. The value will be displayed in the TEMPLATES tab when preparing a template.

a. Y: When the template is created, and a user accesses this document via a static link to fill out, the user will be required to provide a signature to complete the document. This is irregardless of whether a Signature fillable field control is added to the body of the document or not.

b. N: When the template is created, and a user accesses this document via a static link to fill out, the user will not be able to provide a signature to complete the document. This is provided a Signature fillable field control is not added to the body of the document.

If a Signature fillable field control is added to the body of the document and not set to required, the person filling out the document will have the option to sign the document or not. If the user adds a signature to the body of the document and it is filled in by the person filling out the document, a signature will also be added to the signature certificate.

ii. If a Signature fillable field control is added to the body of the document and set to required, the person filling out the document will have to sign the document. A signature will also appear on the signature certificate. If set to this configuration this setting will have no effect on the RSign document if the setting Signature control default required for Static Template is set to "Y" or "N".

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 add a description (sample below):

 

b. Set Create Static Link for Template to "Y".

 

c. 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.

 

3. Add one Role.

a. Only one Role can be created when using a Static Link.

b. Press + Role.

c. Add the Signer’s Role. Example: Survey Recipient.

d. 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) for this template.

5. Ignore ADD MESSAGE section is not relevant and can be kept blank when using the Static Link.

6. Click Next.

7. Prepare the document by dragging and dropping the fillable field controls onto the desired location.

 

a. Do not add a Signature fillable field control.

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 submit the document he or she filled out.

1. Generally, when creating a survey where a signature is not required, as in this situation, it is advisable to leave Send confirmation email to complete process unchecked.

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, click Copy

a. Copy: Click Copy  to copy the link to your clipboard. This link can then be pasted into a website builder or used as a standard link for anyone to access this RSign document.

3. Provide the link in whatever method is necessary to be accessed by one or more people that need to fill out this document.

 

User Experience

1. A person who has access to the static link clicks the link. The person is then brought to the RSign document completion page.

2. A new tab on the default web browser opens showing the document ready to be filled out.

3. The person filling out the document completes the form by filling out the required fields and choosing to fill out the optional fields.

b. The form field checkboxes turn green as they are completed.

c. Checkboxes with an * inside are required fields.

d. Email will always be required for the person filling out the document. This is so the person filling out the document will receive a copy of the completed document.

i. If the user wants to remain anonymous he or she can use an email that does not trace back to the user (for example an address that does not say the name of the user or is easily tied to the user.

ii. Alternatively, the person filling out the document can use a temporary email to view and save the document. Options are listed below. Please view the site and make sure you are familiar with how the temp email system works before filling out the document and including one of these email addresses.

1. https://www.mailinator.com/

2. https://www.tempmailaddress.com/

3.  The person filling out the document then presses Submit.

a. If if the checkbox Send confirmation email to complete the process was unchecked, the person who filled out the document will be brought to a web page informing him or her the process is complete. Note, the template creator has an option to direct the person who filled out the document to another website dependent on the Sender's RSign plan.

b. If the checkbox Send confirmation email to complete the process was checked by the person who created the template, the person who filled out and submitted the form will be required to click on a confirmation link to complete submitting the document.

i. The confirmation link is sent to the email address the person provided who filled out and submitted the document.

4.  The RSign user who created the template/static link and the person who filled out the RSign document (via the email he or she entered) receives the completed RSign document.

a. The document will be attached as a PDF file to an email reading Final Document." 

b. The completed document will also be available in the MANAGE folder in RSign to the person who provided the static link.

i. This is provided the setting to Store Signed PDF is set to "Y" for this transaction5. The signature certificate of the completed document will not contain a signature.