The ySign service gives internal users and members the option to electronically sign contracts. This article covers the member signing process and the internal user countersignature process.
NOTES:
Depending on your assigned role and permissions, and the version of Kube your organization uses, some or all of these menus or services may not be available or displayed.
If you have not yet added a contract approval condition or ySign workflow, see Adding a contract approval condition and Adding a ySign workflow.
Some contract stages and tasks require approval before you can proceed. For more information, see Contract approval flow overview.
Starting the ySign signature process
Select Customers from the top menu and then Contracts from the drop down. The contracts dashboard appears.
Select a contract from the grid. The contract window appears.
TIP: The contract must be in the In Progress stage for this next step to be available. For more information about creating a contract, see Creating a contract.
In the contract window, select Communicate from the side menu.
Select the ySign radio button.
Select a ySign template from the Template drop down.
TIP: If you would like to append an additional PDF document to the ySign template, click Upload next to Append Document. The file uploader appears. A file uploaded here appears at the end of the ySign template and not as a separate document.
If a space is included in the contract, select whether you want to include the corresponding floor plan image. Click View to customize the view of the floor plan image the member receives.
NOTE: This option only appears if the space has been mapped to a Floor Plan Image. For more information, see Mapping spaces to a floor plan.
Add signatories to send the contract to. You can add up to two signatories in either category.
TIP: Use the blue plus add button to add a signatory and the delete button to remove a signatory.
Use the Authorized Signatories to select members of the company.
Use the Other Signatories to add a signatory who is not a member of the company.
Click Send.
The contract enters the In Progress (waiting on signature) stage.
Member ySign signature process
The member receives the New Contract ySign email containing the ySign link to start the signature process. The following window opens to the member.
TIP: For information on customizing the New Contract ySIgn email template, see Reviewing and editing email templates.
The member completes the fields, then clicks Submit. The contract signing screen appears.
TIP: If the contract template has been customized, it reflects the customized template selected. For more information about creating a custom contract template, see Creating a custom contract template. Additionally, if a PDF has been appended, this document appears at the end of the ySign contract template.
The member clicks Create Signature. The Your signature and initials prompt appears.
The member selects either a predefined signature or creates their own. See the end of this article for Signature Creation Screen Examples.
The member clicks Save Signature.
The signature creation screen disappears. The member clicks the appropriate fields to apply their signature and the current date.
The member clicks Submit Document. A confirmation prompt appears, and the signing screen can be closed.
The contract enters the In Progress (waiting for countersignature) stage.
Internal user ySign countersignature process
After the member has completed signing the contract, internal users responsible for countersignature are notified via email and the bell notification button in Kube.
From the contracts dashboard, locate the contract in the grid, and click the (waiting for countersignature) flag.
TIP: If you are not using the notification or the email to navigate to the contracts page, see step one in the Starting the ySign signature process section.
Select Communicate from the side menu.
Click Countersignature. The following options are available based on your organization's ySign workflow settings:
The contract can be countersigned by selecting Countersign. Skip to step five if this option is selected.
The electronic signature can be skipped and a PDF copy uploaded instead by selecting Skip and Upload PDF.
The signature process can be skipped for a later time, and the contract activated by selecting Defer and Activate.
Complete the same signature creation process as the client.
TIP: If you have created your signature and initials on previous contracts, you can edit your signature and initials in this window by clicking Edit Signature.
Once the countersignature process has been completed, the ySign timeline updates, and the contract can be activated.
CAUTION: The activate option may be available at different stage gates. Refer to your contract approval conditions and workflows. For more information, see Contract approval flow overview and Adding a ySign workflow.
Signature Creation Screen Examples
