targeting documents to individual reporters

Modified on Fri, 16 Feb 2024 at 02:41 PM

TABLE OF CONTENTS

Video Resource
Step 1: Creating Document Signing Fields
Step 2: Prepare Your Documents for Uploading to signNow
Step 3: Add Signing Fields & Assigning Signers

You might have document signing scenarios that require you to target either specific individuals or groups of individuals.

For example: Your program has some reporters who will serve a total of 1,700 hours and others that will serve 300. 

Or, perhaps you have some folks who will have a very different position descriptions from others. 

In both of these scenarios you will need the option to target documents within the signing system to those individuals.

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

Video Resource

Step 1: Creating Document Signing Fields

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.
One Document for All or a Unique One for Each Reporter? allows you to decide if you need to target the document or not. Choose one:
- One document for all reporters with access to the field, or
- A unique document for each reporter.
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 sub-panel).
Allow Staff to Upload Signed Documents to this Field. If you'd like to allow your staff to upload a signed document (instead of using signNow), select Yes here.
Decide what visibility settings you'd like using the Reporter Profile Page Access section.
Click Create.

Step 2: Prepare Your Documents for Uploading to signNow

The next step is to get organized. You'll prepare your documents for each individual or group of individuals before proceeding to the next step.

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:

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 Step: Upload Your First Document.
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 in what order and click Go to Step 2 to continue.
Now, choose which individual or groups of individual reporters will be signing the document. (Remember, you can upload and target as many documents as you need to in this field.) You can sort your reporters in the following ways:
- By Name
- By Site Assignment
- By Type 1 Association (and Time Sheet Association), or
- By Profile Field
Once you've selected all relevant reporters for your first upload, click Go to Step 3.
Next, click (a) Upload; then (b) locate the document that you would like to set up for signing; and, (c) click Open to continue.
After selecting your document, signNow will prompt you to give the template a unique name:

Once this is done, click 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.
Your document for the targeted reporters is ready for signatures.
If needed you can upload additional documents to the same field and target to different reporters by clicking this link.
Follow the steps to upload and target the document, noting that you will not be able to select reporters you have already targeted.