Electronic Signature

Introduction

The Electronic signature Check allows you to securely collect legally binding signatures on documents for Individuals. To perform the signature, we are relying on Yousign, a reputable signature provider with multiple levels of signature (simple, advanced, qualified).

The electronic signature feature helps streamline document signing processes like:

• Power of Attorney documents
• Consent forms
• Legal declarations
• Authorization documents

The Electronic signature Check requires Document Templates configuration to define the content of the document to sign by adding static content, dynamic fields from the case or the individual and the position of the signature anchor in the document.

Creating Document Templates

Go to the Document Templates section in Dotfile settings.

Create a new template using your own .docx, .doc or .odt file and enrich it with carbone.io syntax for dynamic placeholders.

More information on the syntax you can use here

Available data

To access the data you will use a placeholder like {d.Property.*}

Some of the data is stored in arrays and will require you to loop on the elements or to find a specific element with some filtering.

Example:

POWER OF ATTORNEY

I, the undersigned,
{d.signer_individual.first_name} {d.signer_individual.last_name}
Born on {d.signer_individual.birth_date:formatD(LL)}
At {d.signer_individual.birth_place}, {d.signer_individual.birth_country}

Residing at:
{d.signer_individual.address.street_address}
{d.signer_individual.address.postal_code} {d.signer_individual.address.city}
{d.signer_individual.address.country}

Acting in my capacity as {d.signer_individual.position} of:
{d.main_company.name}
Registered under number {d.main_company.registration_number}
With registered office at:
{d.main_company.address.street_address}
{d.main_company.address.postal_code} {d.main_company.address.city}
{d.main_company.address.country}

HEREBY GRANT POWER OF ATTORNEY TO:

{d.individuals[is_signatory=true].first_name} {d.individuals[is_signatory=true].last_name}

To represent me and act on my behalf in all matters relating to:
[Scope of authority to be specified]

This power of attorney shall remain valid until [specify end date or condition].

The attorney-in-fact shall have full power and authority to act on my behalf in the same manner and with the same force and effect as if I had taken such action myself with respect to the powers specified above.


The Delegator:

{d.individuals[is_delegator=true].first_name} {d.individuals[is_delegator=true].last_name}

Date: {c.now:formatD('LL')}

{{s1|signature|85|37}}

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Signature tag

You need to add an additional tag that will determine the position of the actual signature. Since this tag will be overlap by the signature you can set in white color in your text editor so that it is hidden on the final document.

Pattern: {{s1|signature|width|height}}

Example: {{s1|signature|85|37}}

Attaching an Electronic Signature Check

Such checks can be initiated from the Dotfile Console, by going on an Individual page and clicking “Start New Check” or via a Template.
To perform the Electronic signature, the Document template must be configured, and the individual must be a Business Contact with a valid email address to initiate the signature process via the Client Portal.

When the signature is pending (waiting for the individual to perform the signature), the status of the check will be “In progress”, before being “Approved” when the signature flow is complete.

The Compliance Analyst can access the signed document and the audit trail provided by Yousign within the check details.