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For Document Sender

Login Account

  1. For using the e-sign service provisioned by signNow, ITS will assign a new departmental account (i.e. login account) for the department to use the e-sign service. The password will be sent to the contact person of the department separately.
  2. Please click here to login.
  3. Input the esign-XXXXX@hku.hk account and Password. Click “Log in”. signNow login page

Prepare a Single Document for e-sign

  1. Click Upload or Create.
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  3. Select Upload Documents.
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  5. Click Prepare and Send.
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  7. Enter the names and email addresses of the recipients one by one. To add recipient, click the Add Recipient
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  9. Click the Signature Field for inserting a field that requires e-signature in the document.
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  11. After inserting a field, click it to add a label name, validation type or prefilled text as appropriate. If it is a required field, check the box Required.  Click Ok after the field is defined.
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  13. Click SAVE and INVITE to send out the invitation email.
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  15. You can change the email subject and message of the invitation email if necessary. By adding CC Recipients, they will receive a copy of the signed document.
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  17. For advanced settings, click the gear icon.
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  19. If a document is confidential, you can add second authentication for opening the document. Under Authentication Type, select an authentication method among password, SMS and phone call.

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    Other options include Set Expiration Date, Set Reminder, Allow Forwarding, Allow Recipient to Decline to Sign.

    Click Apply after the setting is completed.

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  20. To cancel an invite, go to the document and click Cancel Invites next to it. single_doc_12

Prepare Multiple Documents for e-sign

Document group allows you to send a package of documents including documents for e-signature and attachments. You can invite one or multiple recipients to sign different documents within a document group.
  1. Click Upload or create and select Create Document Group.
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  3. Select Upload Documents. Click Next.
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  5. Click the pen icon to edit the name of the document Click Prepare Documents to define the fields in each document.
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  7. Enter the names and email addresses of the recipients one by one.  To add recipient, click the Add Recipient button.
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  9. Click the Signature Field for inserting a field that requires e-signature in the document.
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  11. After inserting a field, click it to add a label name, validation type or prefilled text as appropriate. If it is a required field, check the box Required.  Click Ok after the field is defined.
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  13. Click INVITE To SIGN to send out the invitation email.multi_doc_07
  14. You can change the email subject and message of the invitation email if necessary. By adding CC Recipients, they will receive a copy of the signed document.multi_doc_08
  15. For advanced settings, click the gear icon.
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  17. If a document is confidential, you can add second authentication for opening the document. Under Authentication Type, select an authentication method among password, SMS and phone call.

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    Other options include Set Expiration Date, Set Reminder, Allow Forwarding, Allow Recipient to Decline to Sign.

    Click Apply after the setting is completed.

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  18. To cancel an invite, go to the document and click Cancel Invites next to it. multi_doc_12

Prepare a Document for Multiple Signers

  1. For documents that require multiple people to sign, click Edit Recipients.
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  2. Enter the recipient’s name and email if not yet filled in. You can add more recipients here by using the Add Recipient
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  3. Click the Signature Field and assign the field to the corresponding recipient by using the Role setting on the right.
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  4. Define if the recipients will receive the document At the Same Time or In Order.
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  5. If In Order is selected, you can defined the sequence by adding the sequence no. on the left or drag the recipients to your preferred order.
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Create a Document Template for Sending Bulk Invites

  1. Upload Document

    Click Upload or Create.

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  1. Select Upload Documents.
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  2. Select the document to upload and click Open
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  3. Select the newly uploaded document.
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  4. Tag all signature and date field and click SAVE AND CLOSE.
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  5. Select the document > More > Make Template.
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  6. Name the template and click Create Template.
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  7. The newly created template will be stored under the folder on Templates.
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  8. Select the newly created template and click Bulk Invite.
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  9. Click Download Sample CSV.
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  10. Add the email addresses of the signers into the .CSV file (one email address under each row). . Save the file in your PC. 
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  11. Click Upload CSV and upload  the saved .csv file created at the preceding step.
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  12. Select Recipient Emails under the CSV Column and click Done.
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  13. The signers’ email addresses will be listed as below.
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  14. Name the file created using the bulk invite template.  Click Select Folder to change the destination folder.  You can create a sub-folder if necessary.
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  15. Click Send Invites to start sending the bulk invitation.
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  16. 3 document invites are created (1 for each signer) and stored under the designated sub-folder “Bulk invite By Template”.
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Check Document History

Administrators can check all actions taken under a document by downloading the document history.  The document history includes timestamps and IP addresses.

  1. Go to a document, select More and History.
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  2. You can click Download Document with History to save a local copy.
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Save Signed Documents on Microsoft OneDrive for Business

A default OneDrive is associated with each departmental account registered to use the signNow service.  All the signed documents and document history will be saved under this OneDrive by default. 

You can change the file saving location by the following steps if you do not want the signed documents to save under the default OneDrive:

  1. Click the account icon at the top right and My Account.
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  2. Select Cloud Storage and Click Change Cloud Storage and Folder.
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Forward a Signed Document by Email

  1. Go to the document. Click More and select Email a Copy.
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  2. Enter the email address of the recipient, subject and message. Click Send Now.
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Delete Documents

Please note that by default, all documents including document history will be saved on

  1. signNow’s cloud platform; AND
  2. designated OneDrive assigned by use by department

If you wish to delete the storage from signNow’s cloud platform, please go to the document > click More > select Delete.  

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For Signer

e-Sign a Document

  1. After a document is assigned to a signer, he/she will receive the following invitation email. To sign, click View Document.
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  2. Click Get started.
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  3. Click START and the document will lead you to the required action fields indicated by NEXT. Fill in the fields as required. 
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  4. For the Signature Field, you can type your full name, draw your signature or upload your signature. After selection, click Sign.
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  5. All the fields will be completed as below. Click Done once completed.
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  6. Signer will receive the following email enclosing the signed documents. Click the attachment or View Document to view it.
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FAQ

Supported file formats: ‘pdf’; ‘doc’; ‘docx’; ‘odt’; ‘rtf’; ‘png’; ‘jpg’; ‘jpeg’; ‘gif’; ‘bmp’; ‘xml’; ‘xls’;  ‘xlsx’; ‘ppt’; ‘pptx’

Maximum size of each document: 50 MB on desktop PC and 15 MB on iOS/Android signNow app.

Maximum no. of documents in a document group: 10 documents in a document group, each within 10MB

  1. Click the account icon at the top right.
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  3. Select Settings.
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  5. Under Password, click Change.
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  7. Input the current password and new password. Retype the new password to confirm. Click Change.
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When a Date Field is added, click the Lock signing date under Validation Type on the right pane. esign_faq_q3_01
  1. Click the gear icon next to the recipient. esign_faq_q4_01
  2. Select the Authentication Type. esign_faq_q4_02
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