document signing user guide

Modified on Wed, 16 Aug 2023 at 11:19 AM

TABLE OF CONTENTS

Video Resource (for staff regarding reporter profiles)
Staff Permissions (for reporter profiles)
Creating Document Signing Fields (for reporter profiles)
Add Signing Fields & Assigning Signers (for reporter profiles)
FAQ: How do my staff sign documents? (for reporter profiles)
FAQ: How do my reporters sign documents? (with Video Resource)
FAQ: How do I signup for document signing in America Learns?
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Video Resource (for staff regarding reporter profiles)

To turn on the document signing for your staff, you'll need to update their staff roles. Here are the steps.

Staff Permissions (for reporter profiles)

For your team to sign documents, you'll need to turn on the appropriate permissions for each applicable Staff Role.

On the left, in your Mission Control, click the Reporters, Staff, & Sites.
On the right, click Manage staff roles.
Find the role you would like to change and click the Edit link.
When the window opens, you can turn on permissions to access document signing in the Reporter Account Management section.

The document signing system allows you to set a hierarchy of signers beyond your reporters.

There are two roles that you can assign to staff members: Supervisor or Director.
- For Supervisors:
- For Directors:
To save your changes, scroll to the bottom of the window and click Update.

Creating Document Signing Fields (for reporter profiles)

Next, you'll create fields with signable documents by following these steps:

On the left, in your Mission Control, click Reporters, Staff, & Sites.
On the right, click Manage reporter accounts.
use the More drop-down menu and select Manage Fields and Profile Layout.
On the top-right, click Create a Field.
A window will open:
Type your new Field Name.
Optionally, you can create a Field Description which is help-text that colleagues can see when viewing the field.
Next, choose the Field Type by clicking the Assign link.
Choose the Document Signing option and click Apply.
Now you'll decide if you want to use One document for all reporters with access to the field or A unique document for each reporter.
- You will use One document for all reporters with access to the field if this is a generic document that can be completed by any assigned reporters.
- You will use A unique document for each reporter if this is a document that needs to be customized for a single reporter or group of reporters.
Let your Impact Suite know how you'd like document links to appear after they've been signed using the Link Displayed Once Signed field.
Determine the Column Width of the field (1 or 2).
Add the field to Panel (and, if relevant, a subpanel).
To allow your staff to upload a signed document to the field say "Yes". Otherwise, say "No".

The most common reason for Allowing Staff to Upload Signed Documents to this Field is that you need to get an additional "wet-signature" from someone without an account in America Learns (a guardian, beneficiary, principal at school, etc.). To learn more about this feature, click here.
Decide what your Reporter Profile Page Access will be.
Decide what Staff Access tp Data in this Field will be.
Click Create.

Add Signing Fields & Assigning Signers (for reporter profiles)

Once you've created a document signing field you're ready to add your signing fields and assign these fields to signers.

Follow these steps:

On the left, in your Mission Control, click Reporters, Staff, & Sites.
On the right, click Manage reporter accounts.
On the far-right, use the More drop-down menu and select Manage Fields and Profile Layout.
Open the panel in which you've created your document signing field, and click the link that says Next Steps: Add Signing Fields& Assign Signers.
Enter your signNow credentials. Click Log In.

If you don't have this information or need help please contact us at support@americalearns.net.
Next, you'll see a pop-up letting you know how many of your documents you've used and the steps for preparing your document. Click Go to Step 1 to continue.
Tell signNow who will be signing the document and click Go to Step 2 to continue.
Reminder: Once in the signNow portal window, please do not click this button.
Next, click (a) Upload; then (b) locate the document that you would like to set up for signing; and, (c) click Open to continue.

signNow will open your document. Here's a key of the important functions you should be aware of.

Request is the space where you will choose which of your signers will complete the selected field. These signer types and designated fields are color-coded (Blue = Director, Orange = Reporter, and Red = Site Supervisor).

Tools are the space where you can choose which type of field you'd like displayed for the signer type. Here are the field types and a description:

Field Type	Description
Signature Field	Ask your signer types to legally sign the document.
Text Field	Allow signers to input their own text.
Date/Time Field	Instruct signers to enter a date (like Date of Birth).
Calculated Field	Insert a formula with at least one operator (more info here).
Initials Field	Require signers to initial the document.
Checkbox Field	Enter a checkbox for signers to check.
Radio Button Group	Enter a group of options from which signers will select one.
Dropdown Field	Enter a group of options from which signers will select one.
Request Attachment	Allow signers to upload attachments
Stamp Field	Place a custom image stamp field in your document (more info here).

The Help Ribbon on the far-right is the space where you'll set up the requirements of the field. (For example, you can make fields required, set up conditional logic, and other actions here.)

Once your document is ready, click the SAVE AND CLOSE button found here.
You will receive this confirmation message when the document is available for signatures. Click Close to finish.
Now your document is ready for signatures.

FAQ: How do my staff sign documents? (for reporter profiles)

Once your staff has documents to sign here are the steps.

Log in to America Learns.
On the left, in Mission Control, click Action Center.
Use the Go to the drop-down menu and choose Document Signing.
From here click the links under the reporter's name to start the signing process.
Next, you get this welcome message. Click Get Started.
Use the (a) "Next" button to navigate and complete the required fields, (b) choose your signature, and click Sign to sign the document.
When you are done, click the Done button.
That's it! Keep signing all the documents in your Action Center until there are none left.

FAQ: How do my reporters sign documents? (with Video Resource)

Once you've got documents ready to sign here are the steps for your reporters.

Check out this video:

Your reporters should follow these steps:

Log in to America Learns.
On the left, in Your Space, click View and Update My Profile.
At the top of your profile, you'll see a section called Quick Access: Documents to Sign.
Click the Sign the document links to sign documents.
You will get this message. Click Get Started.
Use the (a) "Next" button to navigate and complete the required fields, (b) choose your signature, and click Sign to sign the document.
When you are done, click the Done button.
You will see that the field with the document you just signed will have this message (if others need to sign it).
That's it! Keep signing until all of your documents are complete.

If you haven't already paid for document signing via your current contract with America Learns, just email us at support@americalearns.net and we'll get the ball rolling. It just takes a few minutes for us to get it working for you.

Update Your PowerPoint Presentations with These Slides

To use these decks, please click the link and then download the document.

PowerPoint Decks

Document Signing for Reporters