How to use Foxit eSign in SharePoint

After completing the installation, users can seamlessly use the Foxit eSign in their SharePoint site. This allows for easy document management, electronic signing, and tracking directly from the SharePoint interface. With Foxit eSign, sending, signing, and managing documents becomes streamlined, ensuring a more efficient workflow for your team.

Create Unique Envelopes from New & Existing Files

Any existing files and newly created Word documents can be sent for signature request and initiated from the SharePoint platform

Request Signature or Sign Yourself

Two workflows included for clients signing their own legally binding documents, or sending a signature request

Status Tracking

A quick view of all documents sent from an account will be available. Columns can be customized to include Envelope ID and Status for a quick status updates on most recently sent SharePoint files

Executed Documents Automatically Stored

Foxit eSign Executed Documents folder will automatically be created for any completed envelopes sent through SharePoint

1. Upload a PDF or Word document, or select an existing one from SharePoint. Additional options will become available after selecting the document.
2. Click the three dots (ellipses) on the top command bar to access more options. Choose "Request Signature" from the list.
3. A new tab will open, displaying the Foxit eSign sending flow web view. If necessary, add more documents to the envelope by clicking the "Add Document" button. Once done, click Next.
4. Add a new signer or select from Address Book. Signers are automatically added to the Address Book when they are included in previous signing or reviewing processes. Once in the Address Book, easily find them by typing their name or email. Enable options like signing sequence, in-person signing, and authentication level at this stage if needed. Click Save and Next to proceed to document preparation.
   
5. Drag and drop fields (such as signature fields) onto the document. Assign each field to the appropriate signer using the dropdown above the toolbox.
   
6. On the right side, find the Recipient Parties tab. Use this tab to update, replace, or remove recipients.
   
7. In the same tab, adjust each recipient's permission level. Control their access and workflow. By default, the 'Fill out Fields and Sign' option is selected, but it can be changed by clicking the dropdown to see other options:
   • ‘Fill out Fields and Sign’ is given to recipients that are required to sign and fill in fields. Recipients with this permission are required to have at least one signature field on the document.
   • ‘Fill out Fields only’ is given to recipients that do not need to sign the document but will enter information in their assigned fields.
   • ‘CC/View Only’ will send an email notification and a copy of the Envelope after all parties complete the signature process.
   • Give Edit privileges to a recipient by selecting ‘Edit and Sign’ , also called Version Control.
     
8. Click on any field to access and configure its properties. Below is an example of configuring a Date field.
9. In the Field Property Settings, name the field, provide an optional description, and apply format or data validation rules. For Text Fields, you can set a character limit, apply preset validations, or use custom validation with RegEx. Different fields will offer different property options based on their type.
10. Once all fields are placed and the document is ready for signing, click ‘Send’.
    
11. This step allows users to send the document with email an template. The default email template may be changed by choosing a different email template from the drop-down list or by simply editing the text by selecting Editor View. User can create as many email templates as required in the ‘Email Template’ section of the Settings page.
    
    
12. Click Send to finalize the process and send the envelope for signing.
    
    

Track the Status of Shared Envelopes in SharePoint

Users can easily monitor the status of their shared envelopes directly from SharePoint. Here's how:

1. Select a Document:
   Choose any PDF or Word document from your SharePoint library. After selecting, click the three dots (ellipses) in the top command bar and choose "View Document(s) Status".
   
   
2. View Document Status:
   A new tab will open, displaying a list of documents. This list includes the document names, recipient details, date sent, and current status of each envelope.
   
   

Automatically Store Executed Documents in SharePoint

Each recipient will receive an email invitation with a link to the document, which directs them to the signing process. During this process, recipients will complete the highlighted fields (unless they have been assigned CC/View only permission). Once all required signatures are completed, the document is executed.

The executed document is then automatically stored in SharePoint at the defined location.

Steps to Access the Executed Documents:

1. Folder Creation:
   A new folder will be created at the specified path to store the executed documents. This folder will be labeled eSigned Documents, containing subfolders for each recipient.
2. Navigate to eSigned Documents:
   Open the eSigned Documents folder. Inside, multiple subfolders will be present, each named after a specific recipient. These folders will hold their respective signed documents.
   
3. Access the Executed Document:
   Select a recipient's folder and open the executed document inside. The document will display all completed field values and include the signature certificate.