document signing for site profiles

Modified on Wed, 16 Aug 2023 at 11:32 AM

TABLE OF CONTENTS

Helpful Links
Staff Permissions
Creating Document Signing Fields
Add Signing Fields & Assigning Signers
FAQ: How do my staff (Site & Your Program Representatives) sign documents?
FAQ: How do I sign up for document signing in America Learns?

Helpful Links

Sign Up: Not signed up for document signing? Get started here!

More Docs: If you are signed up for document signing and need more documents, complete this form. 

More Training: Want a bit more training on document signing? Sign up to meet one-on-one with a Customer Support team member here.

Staff Permissions

To turn on the document signing for site profiles, you'll need to update each applicable Staff Role. Here are the steps. (For more information about Staff Permissions, click here.)

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 Site Management section.
1. First, you'll decide which sites folks with this role should access:
  - All Sites, or
  - Sites One is Assigned To (in their profile)
2. Next, you'll decide how they'll interact with the site profile:
  - Edit
  - Edit and Delete, or
  - Read Only
3. Finally, you'll decide which type of signer type staff with this role should play:
  - Site Representatives, or
  - [Name of Your Impact Suite] Representatives
To save your changes, scroll to the bottom of the window and click Update.

Creating Document Signing Fields

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 sites & cohort.
Use the More drop-down menu and select Manage Site 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 staff with access to the field or A unique document for each staff.
- You will use One document for all staff with access to the field if this is a generic document that can be completed by any assigned staff.
- You will use A unique document for each staff if this is a document that needs to be customized for a single staff member or group of staff members.
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 a Panel.
(If relevant) Add to a Sub-panel.
Next, make a decision to Allow Staff to Upload Signed Documents to this Field (or not).

To allow your staff to upload a signed document to the field (bypass the document signing feature) say "Yes". Otherwise, say "No".

The most common reason for saying "Yes" 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.
Lastly, you'll decide if staff can see the field and, consequently, view it in the Quick Access menu.
Click Create.

Add Signing Fields & Assigning Signers

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 sites & cohort.
Use the More drop-down menu and select Manage Site Profile & Layout.
Open the panel where 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.

Select who will be filling out. These signer types and designated fields are color-coded (Blue = Director and Orange = Staff).

You can use the Me (Fill Out Now) option if you have items you need to fill out on the document before releasing it to others to sign.

The Fields space allows you to choose which type of field you want to be displayed for the signer type. Here are the field types and a description:

Field Type	Description
Signature Field	Ask your signer types to sign the document legally.
Text Field	Allow signers to input their own text.
Date/Time Field	Instruct signers to enter a date (like Date of Birth).
Initials Field	Require signers to initial the document.
Formula	Allow you to create a formula between fields.
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 DONE 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 (Site & Your Program Representatives) sign documents?

Once your staff have documents to sign, here are the steps.

Log in to America Learns.
On the left, in Mission Control, click Reporters, Staff, & Sites.
On the right, under Manage Sites & Cohort, click Manage sites & cohort.
Click the site for which you would like to sign documents.
The site profile will open, and fields needing immediate attention will live in the Quick Access: To Do list.
That's it! Keep completing and signing until all of your documents are done.

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

Or, if you are ready to go, complete the form found here.