capturing both digital signatures and "wet-signatures" from folks without America Learns accounts

Modified on Wed, 16 Aug 2023 at 04:25 PM


TABLE OF CONTENTS


You might have a document signing scenario that requires "wet-signatures" from folks without America Learns accounts. 


For example: Your program requires that reporters under the age of 18 get permission from a guardian via a wet-signature to serve. 

Or, perhaps you have some folks who sign your document digitally and others will sign manually. 

In both of these scenarios you will need the option to upload documents to the same field that will hold your fully executed, digitally signed documents. 


America Learns has the necessary functionality to support you when this circumstance arises. Here are the steps. 


Step 1: Creating Document Signing Fields

  1. On the left, in your Mission Control, click Reporters, Staff, & Sites.

  2. On the right, click Manage reporter accounts.

  3. Use the More drop-down menu and select Manage Fields and Profile Layout.

  4. On the top-right, click Create a Field.
    A window will open:
  5. Type your new Field Name.

  6. Optionally, you can create a Field Description which is help-text that colleagues can see when viewing the field.

  7. Next, choose the Field Type by clicking the Assign link.
  8.  Choose the Document Signing option and click Apply.

  9. 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.

  10. Determine the Column Width of the field (1 or 2).

  11. Add the field to Panel (and, if relevant, a sub-panel). 

  12. If you'll need to get that additional wet signature, under Allow Staff to Upload Signed Documents to this Field select "Yes". 

  13. Click Create.

Step 2: Prepare Your Document for Uploading to signNow

The next step is to ensure that the document that you would like folks to sign is all set, making sure that you have added spaces for the digital signatures you need (for folks with America Learns accounts) and adding space for the "wet-signatures" you need. 


Here's an example of a document: 



Step 3: Add Signing Fields & Assigning Signers

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


Follow these steps:


  1. On the left, in your Mission Control, click Reporters, Staff, & Sites.

  2. On the right, click Manage reporter accounts.

  3. On the far-right, use the More drop-down menu and select Manage Fields and Profile Layout.

  4. 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.
  5. Enter your signNow credentials. Click Log In.

    If you don't have this information or need help please contact us at 
    support@americalearns.net..

  6. 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.

  7. Tell signNow who will be signing the document (folks with America Learns accounts) and click Go to Step 2 to continue.

  8. Reminder: Once in the signNow portal window, please do not click this button.


  9. Next, click (a) Upload; then (b) locate the document that you would like to set up for signing; and, (c) click Open to continue.

  10. signNow will open your document. Here's a key of the important functions you should be aware of. 
    1. 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).

    2. 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 TypeDescription
      Signature FieldAsk your signer types to legally sign the document.
      Text FieldAllow signers to input their own text. 
      Date/Time FieldInstruct signers to enter a date (like Date of Birth).
      Calculated FieldInsert a formula with at least one operator (more info here).
      Initials FieldRequire signers to initial the document.
      Checkbox FieldEnter a checkbox for signers to check.
      Radio Button GroupEnter a group of options from which signers will select one.
      Dropdown FieldEnter a group of options from which signers will select one.
      Request AttachmentAllow signers to upload attachments
      Stamp FieldPlace a custom image stamp field in your document (more info here).

    3. 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.)

  11. You will not need to create signNow fields for the "wet-signatures" that you need. You'll just need to leave space on the document for folks to physically sign these documents. Like this:

  12. Once your document is ready, click the SAVE AND CLOSE button found here.

  13. You will receive this confirmation message when the document is available for signatures. Click Close to finish.

  14. Now your document is ready for signatures.


Step 4: Ready for Signatures - Steps for Staff and Reporters

Next, all of the folks with America Learns accounts will sign the document in your selected order.


When the document has all of the signatures that can be completed from within the system, either you or your reporter will download the document in preparation for your "wet-signatures".


Steps for staff to download the document: 


  1. On the left, in your Mission Control, click Reporters, Staff, & Sites.

  2. On the right, click Manage reporter accounts.

  3. Find and click the name of the relevant reporter. This will open their profile.

  4. Open the panel with the document that needs a "wet-signature".

  5. Click the document link and download the file to your device.

  6. Send the document to the relevant folks for "wet-signatures".


Steps for reporters to download the document: 


  1. On the left, in your space, click View and Update My Profile.

  2. Open the panel with the document that needs a "wet-signature".

  3. Click the document link and download the file to your device.

  4. Send the document to the relevant folks for "wet-signatures".



Step 5: Delete the Incomplete Document, Upload the Fully Executed Document


Once you have received a copy of the fully executed document (all parties have signed the document with both digital and wet-signatures) you are ready for the last step. 


  1. On the left, in your Mission Control, click Reporters, Staff, & Sites.

  2. On the right, click Manage reporter accounts.

  3. Find and click the name of the relevant reporter. This will open their profile.

  4. Open the panel with the incomplete document. Use the Edit button to access the document for deletion.

  5. Delete the document click the red X.

  6. Once the red X is clicked you'll see a note reminding you that a copy of the document will still be available on the signNow portal.

    If you wish to cancel this operation and not delete the document, click the Don't Delete link.

    To proceed with deleting the document, click Update.

  7. Now you will see a link that will allow you to upload the fully executed document. Click Upload a signed document and follow the steps to locate the document on click Save to finish the process.


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