Basic Info

Dashboard

Menu

After logging into the eformsign dashboard, click the menu icon () at the top left corner of the screen. The sidebar menu will be displayed as shown below.

Note

Each menu may appear differently depending on the permissions you have. The company administrator can access all the menus and have all the permissions.

The description of each menu is as follows:

• New document: Shows the menus in which you can create a document by uploading a file from your computer or selecting a template uploaded to eformsign.

  • New from my file: Allows you to create a document even when there is no template. Simply upload a file (pdf, doc, docx, xls, xlsx, ppt, pptx, odt, jpg, png, gif, and tiff) from your computer and then upload it to eformsign. Then, add fields onto the document and send it to recipients for signature.

  • New from template: Views the list of templates in which you can create documents from. You can select a template and then create a document.

• Drafts: Shows the list of documents saved as draft when creating a document by accessing the New from my file menu.

• Documents: Shows the menus in which documents are stored.

  • Action required: Shows the list of documents that you need to sign, approve, or send.

  • In progress: Shows the list of documents you have created or processed but are incomplete.

  • Completed: Shows the list of all the completed documents you have created or participated in.

  • Bulk send: Shows the list of all the document you have sent in bulk.

• Shared: Allows you to share your documents with others and view documents others members shared with you.

• Manage documents: Only document managers can access this menu. Document managers can view, download, permanently remove, and void (excluding completed documents) all documents created from a template that they have permission to access. The company administrator by default has permission to do all this for all documents in the company.

• Manage bulk sent documents: Only document managers can access this menu and can view documents bulk created from templates in which you are given permission. However, the company administrator can view and manage all documents.

• My signature: You can create and add your signature to be used when signing a document.

• Manage templates: Only template managers can access this menu. You can view the template list and configure the template settings.

• Manage company: Only company managers can access this menu. You can view and edit company information.

  • Company profile: You can view and edit company information

  • Manage groups: You can create groups or edit group information.

  • Manage members: You can invite members or edit member information.

  • Manage permissions: Allows the company administrator to assign members as company managers, template managers, and document managers, as well as manage their permissions.

  • Manage company stamp You can grant stamp use permissions and view stamp use history, as well as adding and managing company stamps.

  • Signature settings: Select the signature types that can be used when signing directly on documents.

  • Notification template management: You can view and edit email and SMS notification templates.

  • Manage custom fields: You can add and configure custom fields such as company, group, and member information.

  • Security settings: You can set allowed IPs by admin, manager, and member permissions so that only certain IP addresses can log in to eformsign.

  • Document retention settings: You can set the document retention period for all the documents created in the company.

• Integration: Only the company administrator can access this menu. You can connect eformsign with external services.

  • Cloud storage: You can connect your Dropbox, Google Drive, or Box accounts to store completed documents in external cloud storages.

  • Analytics & reporting: You can connect sheets in Google Sheets or Microsoft Office 365’s Excel with eformsign to store the data entered in eformsign documents to the sheets.

  • API / Webhook: You can create, edit, or delete API and webhook keys to use the eformsign API.

• Billing: You can view your plan and payment history, change your plan, or change the payment method.

  • Plan: You can change the plan you are using.

  • Real-time billing: You can view your usage and billing status in real-time.

  • Payment history: You can view your payment history for the past 1 year.

  • Payment method settings: You can add the credit card information for payment.

• Usage status: You can monitor weekly, monthly, and annual service usage status.

• Download form builder for MS Office: You can download the eformsign form builder Microsoft Office add-in, which allows you to create electronic forms using Microsoft Office programs.

Dashboard

The dashboard is the main page displayed when logging into eformsign. In the dashboard, you can upload a file to create a document as well as create a document from a template you want. Also, you can go directly to a document inbox or view a template in the dashboard.

① New from my file

Opens the New from my file page where you can create new documents by uploading your files from your computer.

**② New from template*

Opens the New from template page where you can create new documents from templates. You can create 1 document from a template by clicking the create icon (), and create multiple documents at once from a template by clicking the bulk icon ().

③ Favorites

Displays the templates added as Favorites with a yellow star. You can add or remove the star by clicking View all templates and then adding/removing the star symbol on a template in the New from template page.

④ Action required

Shows the number of documents you received from members or non-members that you need to sign, approve, or send. When clicked, it opens the Action required inbox.

⑤ In progress

Shows the number of documents that are in progress. When clicked, it opens the In progress inbox.

⑥ Completed

When clicked, it opens the Completed inbox.

⑦ Drafts

Shows the number of documents saved temporarily before clicking the Start now button when creating a document from New from my file. When clicked, it opens the Drafts inbox.

View and Change Basic Information

To view your personal information you entered when signing up for the eformsign service and the company information, click the see more icon () at the top right corner of the sidebar menu.

If you click the () icon in the sidebar, the following menu is displayed.

• Change company: If you are a member of multiple companies, click the Change company menu to view the list of your companies and select a company to switch to.

• My profile: You can view and edit your personal information you entered when signing up for the eformsign service. You can also view the information of the company you are a member of.

• Logout: You can log out of the eformsign service.

My Profile

My profile > Personal

Account information

You can view and edit the name, email or ID, password, and contact number of your eformsign account.

Link social accounts

You can link or unlink your Google and Facebook social accounts.

Notification

You can view whether you agreed to receive marketing emails. You can also change your selection.

Delete my eformsign account

You can delete your eformsign account by clicking the Delete the eformsign account button.

My profile > Company

Basic information

You can view basic information about your company including the company name, country, language, and contact number.

Detailed information

You can view detailed information about your company including the company address, company registration number, homepage URL, and company administrator’s email.

Note

You can only view company information in this page. If you want to edit the information, go to the Manage company > Company profile menu. Only the company administrator or company managers can edit company information.

Withdraw from this company

If you want to withdraw from the company, click the Withdraw from this company button. Then, the list of companies that you are a member of will be displayed and you can select a company that you want to withdraw from.

Important

Even if a member withdraws from a company, the member can still use the eformsign account and join another company or create a new company.

However, if the company administrator withdraws from the company, the company will also be deleted. If the administrator wants to withdraw from the company without deleting the company, then the administrator needs to delegate permission to another member, and then withdraw from the company. You can delegate the company administrator permission in Manage company > Company profile > Basic information.

Edit and Add Company Information

The company information displayed in the My profile > company menu can be edited in the Manage company > Company profile menu.

Note

You need to have either the company administrator or company manager permission to perform this action.

Editing Company Profile

1. Click the sidebar menu icon, and go to the Manage company > Company profile menu.

   

2. Edit the information you want to change in the Company profile > Basic information tab.

3. Save the edited information by clicking the Save button.

Company Brand

You can replace the eformsign logo and symbol with your company logo and symbol by adding them in the Company profile > Company brand tab.

Note

The difference between a logo and symbol

Both a logo and symbol are representative images of a company. Usually, a logo has a long horizontal format that includes its brand name and a symbol only has a square image.

On eformsign, a 512 pixel X 128 pixel horizontal image size is recommended for logos, and a 120 pixel X 120 pixel square image size is recommended for symbols.

Adding the Company Logo and Symbol

Company Profile > Brand image

1. Click the sidebar menu icon, and go to the Manage company > Company profile menu.

2. Click the Company brand tab.

3. Click the image in the Brand image > Logo box.

4. Select and upload a logo image file from your PC. - Image size: A 512 pixel x 128 pixel image size recommended

   • File size: Up to a maximum 300 KB

   • File format: PNG, JPG, JPEG, and GIF

5. Apply your changes by clicking the Save button.

6. Check whether the new logo was applied to the dashboard.

   

Permissions

Permissions can be granted to each member. In eformsign, there are many different permissions. The company admin has access to all.

• Company administrator

  The company administrator is the representative of the company and has access to all menus. The company administrator can open, create, and manage all documents, as well as having the ability to transfer the company administrator role to another member.

• Company manager

  Company managers have the ability to access the Manage company menu. Company managers can view and edit company, group, and member information and grant permissions to members as well as having the ability to edit messages in eformsign email and SMS notification templates.

• Template manager

  Template managers have the permission to access the Manage template menu. Template managers can create new templates by using Form Builder (MS Office add-in) or Web Form Designer, and can also edit, deploy, and delete templates.

• Document manager

  Document managers have permission to access the Manage documents menu. They can manage documents created from templates they have access to. If a member is assigned as a document manager of a template, then the member can view, download, permanently remove, and void (excluding completed documents) created from that template.

  Note

  Manager permission can be granted only by the company administrator in the Manage company > Manage permissions menu.

• Template user

  Template users can create documents from a template. You can grant this permission for each template. When the permission for a template is granted to a member, the member can create documents from that template in the New from template page.

• Template editor

  Template editors can edit templates they have permission in.

Company Administrator

The user who created a company is the company administrator by default, and the company administrator is the super administrator having all the permissions to use the eformsign service.

The company administrator:

• Has access to all the menus.

• Can create, edit, delete, and manage templates.

• Can create, view, and manage all documents.

• Can grant permissions to each member.

• Can delegate its role to another member when the company administrator needs to be changed.

When the company administrator deletes her/his eformsign account, the company is also be deleted. If the administrator wants to delete only the account, then she/he can delegate the administrator permission to another member, and then delete the account.

Delegating the Company Administrator Permission

Note

You need to have the company administrator permission to perform this action.

1. Click the sidebar menu icon, and go to the Manage company > Company profile menu.

2. Click the Edit button in the Detailed information section, and then click the Delegate role button on the right side of the Administrator item.

   

3. Select a member to delegate the company administrator role in the Delegate role pop-up window.

   

4. Enter the password of the company administrator.

5. Click the Save button to save the changes.

Company Manager

Company managers can access the Manage company menu and can view, edit, and delete information regarding the company and groups/members.

The company manager permission can be granted in the Manage members or the Manage permissions menu.

Granting the Company Manager Permission in the Manage company > Manage members menu

1. Click the sidebar menu icon, and go to the Manage company > Manage members menu.

2. Select the member in the member list you want to grant the company manager permission.

3. Tick the Manage company checkbox in the Permission item displayed at the bottom of the Member info tab located to the right of the member list.

   

4. Click the Save button.

Granting the Company Manager Permission in the Manage company > Manage permissions menu

1. Click the sidebar menu icon, and go to the Manage company > Manage permissions menu.

2. Select the Add a company manager button at the top right corner of the screen.

   

3. Select the member you want to grant the company manager permission.

   

4. Click the Confirm button to grant the member the company manager permission.

Note

To remove the company manager permission from a member, click the trash icon at the top right corner of the screen and select the member you want and then click the Remove button.

Template Manager

Template managers can access the Manage template menu, and can create, edit, deploy, and delete templates.

Note

The template manager who created a template is the template owner of that template by default. However, if multiple template managers exist in a company, a template manager may not necessarily be the template owner of a template.

If the template manager is not the template owner, the template manager can only view the template settings and duplicate the template.

The template manager permission can be granted in the Manage members menu or the Manager permissions menu.

Granting the Template Manager Permission in the Manage company > Manage members menu

1. Click the sidebar menu icon, and go to the Manage company > Manage members menu.

2. Select the member in the member list you want to grant the permission.

3. Tick the Manage templates checkbox in the Permission item displayed at the bottom of the Member info tab to the right of the member list.

   

4. Click the Save button.

Granting the Template Manager Permission in the Manage company > Manage permissions menu

1. Click the sidebar menu icon, and go to the Manage company > Manage permissions menu.

2. Click Template manager on the left side of the screen.

3. Click the Add a template manager button at the top right corner of the screen.

   

4. Select the member you want to grant the template manager permission.

   

5. Click the Confirm button to grant the member the template manager permission.

Note

Viewing the number of templates owned by each template manager

You can view the number of templates owned by each template manager in the template manager screen, and can view the list of all templates each template manager owns by clicking the Settings button next to each template manager.

In the Template manager settings pop-up, you can view the list of all the templates owned by the template manager. To change the owner of a template, hover the mouse over the desired template, and then click the Change owner button that will be displayed. Then, select the new template owner in the Change owner pop-up and click the Change button.

Document Manager

Document managers can access the Manage documents menu, and can view, download, permantely remove, and void (excluding completed documents) created from templates that they have been granted permission to access.

Granting the Document Manager Permission

1. Go to Manage company > Manage permissions in the sidebar menu.

2. Click Document manager.

3. Click the Add a document manager button on the top right corner of the screen.

   

4. Select the member you want to grant the document manager permission.

   

5. Click the Confirm button to add the member as a document manager.

   

6. Click the Settings button to the right of the document manager to configure the settings.

   

   Note

   Document manager settings

   Set the conditions for granting document permission for the document manager.

   • Document permission: A condition that filters the documents the document manager can manage by document creator and document type. For example, if you select a member named John Doe under document creator and All documents under Document type, then the document manager has the permission to manage all the documents created by John Doe.

     • Document creator

       A condition that filters documents by document creators. You can select all members, groups, or individual members.

       • Advanced: The Document creator (advanced) option is displayed when you click Advanced under Document creator. It searches for documents whose creator information matches or contains the keywords.

         

     • Document type

       • All documents: All documents created by the document creators selected above.

       • All documents created from a template: All documents created by the document creators selected above that are created from a template.

       • All documents created without a template: All documents created by the document creators selected above that are created using New from my file.

       • Template list: All documents created by the document creators selected above from the selected templates that are created from the selected templates.

         

       • Advanced: The Field (advanced) option is displayed when you click Advanced under Document type. It searches for documents containing a particular field within a specific period/range or searches for documents containing a specific field with a specific value.

         

     📣 The Advanced option allows you to add/delete multiple conditions and filter with an “OR” condition. Also, it cannot be applied in Manage bulk sent documents.

   • Give permissions: Check the permissions you want to give to the document manager for the filtered documents.

     • Open and download: The default permission granted to the document manager. The document manager can open and download all documents filtered using Document creator and Document type conditions.

     • Void: Permission to void documents (excluding completed ones) created by a selected document creator, if the document creator requested the document to be voided

     • Remove: Permission to permanently remove documents from eformsign.

   Tip

   You can click the below + Add a document permission button to add more document conditions.

   

Set the permissions and the scope of the permissions to be granted to the document manager.

• Filter documents: A condition that filters the documents the document manager can manage by document creator and document type. For example, if you select a member named John Doe under document creator and All documents under Document type, then the document manager has the permission to manage all the documents created by John Doe.

  • Document creator

    A condition that filters documents by document creators. You can select all members, groups, or individual members.

  • Document type

    Filter documents by document type as follows.

    • All documents: All documents created by the document creators selected above.

    • All documents created from a template: All documents created by the document creators selected above that are created from a template.

    • All documents created without a template: All documents created by the document creators selected above that are created using New from my file.

    • Template list: All documents created by the document creators selected above from the selected templates that are created from the selected templates.

Permissions for each template

You can grant two types permissions for each template: Template usage for using the template to create documents and Template editing for editing the template.

A member who has been granted the Template usage permission for a template can create new documents from that template by clicking New from template.

A member who has been granted the Template editing permission for a template can edit that template.

Caution

The template editing permission can be granted only to template managers.

Granting Permissions

Note

You need to have either the Company administrator or Template manager permission to perform this action.

1. Click the sidebar menu icon, and go to the Manage templates menu.

2. Click the Template settings () icon.

   

3. Go to the Set permissions tab.

   

4. Select the groups or members you want to grant the Template usage permission and the Template editing permission. Note that you can only select members (not groups) as template editors.

5. Click the Save button.

Manage Groups and Members

You can invite, delete, and edit members and create, add, and delete groups in the Manage company menu.

Manage Members

You can invite members to your company or manage invited members in the Manage members menu.

① Active

You can view the list of active members in the company and their information.

② Inactive

You can view the list of inactive members in the company and their information.

③ Invited

You can view the list of members invited to the company and their information.

④ Member list

You can view, edit, or delete the information of a member by selecting a member in the member list and then going to the Member info tab on the right.

⑤ Member info

You can view the member information, change the member status, and grant permissions including Manage company and Manage templates to members.

⑥ Field value settings

You can set the field values that are related to members.

⑦ Transfer shared folder

You can transfer a shared folder owned by a member to another member. If a member owns multiple shared folders, then the member can bulk transfer all of them or only some of them.

⑧ Transfer documents

Sometimes you may have to transfer a member’s documents to another member due to reasons such as a member leaving the company or transferring to another department. You can use this feature to transfer documents in all status (excluding draft) from the source member to the target member, with the status of transferred documents remaining the same after the transfer.

⑨ Bulk invite

You can invite multiple members at once.

⑩ Invite members

You can invite members via email or ID.

Important

Member invitation links sent via email or SMS are valid for 7 days. If an invited person does not accept the invitation within 7 days, then you must reinvite the person.

⑪ Download member list

Download the list of members that belong to the company in CVS format.

⑫ Delete

When you click the Trash icon, a checkbox will be activated next to each member in the member list. Tick the members you want to delete and click the Delete button.

Manage Groups

You can create groups in the company and view, edit, or delete each group’s information.

① Group information

When you select a group in the list, you can view the name and description of the group on the right side. You can also edit the group information in the Group information tab.

② Member list

You can view the list of the members in the group and can add or remove members from the group.

③ Field value settings

You can set the field values that are related to the group.

④ Create a group

When you click the Create a group button, the Create a group pop-up window will be displayed. Create a group by entering the group name and description, and adding members by searching.

⑤ Delete a group

When you click the Trash icon, a checkbox will be activated next to each group in the group list. Tick the groups you want to delete and click the Delete button.

My Signature

If you add your signature, initial, and stamp in the My signature menu, you can easily use them when signing documents.

Adding Your Signature and Initial

Note

You can add your signature and initial in browsers (PC and mobile) and apps (mobile).

1. Click the sidebar menu icon, and go to the My signature menu.

   

   

2. Click the Register button in the Signature or Initial section to add a new signature or initial.

   

   • Draw You can draw your signature on the screen.

   • Text Type your name, and then select a signature style.

   • Mobile If you scan the QR code with your smartphone camera, you can access the sign pad page. Draw your signature on the sign pad.

   • eformsign App Select a mobile device you want to connect to and click the Send button. You can draw your signature using the eformsign app installed on the connected device.

3. Click the Save button to save the signature/initial.

4. Click the Edit or Delete button to edit or delete the signature.

Tip

You can select the signature types that can be used when signing on documents.

In Manage company > Signature settings, you can disable or enable the signing methods (such as signing with text and create stamp) that can be used when signing a signature or stamp.

Adding your stamp

Some documents may require a seal or stamp rather than a signature or initial. In eformsign, there are three ways to add a stamp: creating a stamp, uploading an image, and scanning a stamp.

Important

❗The stamps in My signature are not the same as company stamps.

For official stamps such as corporate seals, use them by adding them as company stamps.

Once you adding one as a company stamp, you can grant permissions to members/groups, and can view its usage history.

Creating a stamp

1. Click the sidebar menu icon, and go to the My signature menu.

2. Click the Register button in the Stamp section to add a new stamp.

   

3. Click the Create stamp tab in the pop-up displayed and create a name for the stamp and choose the date format, enter additional info, and choose the stamp color. Then, click the Generate stamp button and click the Save button to save the stamp.

   

4. Click the Edit or Delete button to edit or delete the added stamp.

Tip

Disabling the create stamp feature

To disable the Create stamp feature when applying a stamp in the signature field, disable the feature in Manage company > Signature settings.

Uploading an image

Note

A stamp/seal image needs to be prepared.

• Image type: PNG, JPG

• File size: Maximum of 300 KB

1. Click the sidebar menu icon, and go to the My signature menu.

2. Click the Register button in the Stamp section to add a new stamp.

   

3. Click the image area. A pop-up window will be displayed where you can upload an image from your PC. Select the image that you want to add.

   

4. Click the Save button to save the stamp.

5. Click the Edit or Delete button to edit or delete the added stamp.

Scanning a stamp

Note

To scan a stamp, you must have a stamp ready to scan and download and print out the Scannable paper for stamps from eformsign.

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• Scanning a stamp on a PC

1. Go to the My signature page -> click the Register button under Stamp-> click the Scan stamp tab on the pop-up displayed.

   

2. Download and print out Scannable paper for stamps.

   

3. Apply the stamp in the center of the scan area in Scannable paper for stamp.

4. Use the mobile device’s camera app to recognize the QR code. Once recognized, the Scan stamp screen will be displayed.

5. In the Scan stampscreen, scan the scan area in which the stamp is applied.

6. Check whether the stamp is properly recognized and touch the Send button to add the stamp on eformsign.

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• Scanning a stamp on a mobile device

1. Go to the My signature page -> touch the Register button under Stamp-> touch the Scan stamp tab on the pop-up displayed.

   

2. Download and print out Scannable paper for stamps.

3. Apply the stamp in the center of the scan area in Scannable paper for stamp.

4. Touch the Scan button.

5. Allow camera access in the camera screen.

   

6. In the Scan stamp screen, scan the scan area in which the stamp is applied.

7. Check whether the stamp is properly recognized and touch the OK button to add the stamp on eformsign.

Precautions to take when scanning life-sized stamps

Tip

Depending on the device and environment, the stamp may have difficulties in being recognized. In this case, you can take a photo and upload it instead.

Tip 1. If the Open with screen is displayed instead of the stamp scanning screen

In some Android devices, touching the Scan button may display the Open with screen (which allows you to select apps such as camera and gallery) instead of the stamp scanning screen. In this case, you can scan life-sized stamps by taking a photo and uploading it as follows.

① Select Camera in the Open with screen.

② In the camera screen, take a photo making sure that the stamp scanning area is clearly shown.

③ A stamp will be automatically recognized from the photo.

Tip 2. If it says that the stamp was not recognized

Stamps may not be recognized in the camera screen of some mobile browsers due to their low resolution. In this case, you can scan life-sized stamps by taking a photo and uploading it as follows.

1. Open the mobile device’s default camera app.

2. Take a photo making sure that the stamp scanning area is clearly shown.

3. Go back to the stamp screen.

4. Touch the Upload photo button.

5. Select the Gallery app (if needed).

6. Select the photo you took.

7. When you upload the photo, the stamp will be automatically recognized.

Manage company stamp

You can add and manage company stamps as well as grant stamp use permissions and view stamp use history in the Manage company stamp menu.

Note

Only the company administrator and company managers have access to the Manage company stamp menu.

Company stamp tab

In this tab, you can add company stamps by uploading an image or scanning a real life-sized stamps as well as granting stamp use permission to members/groups. Once a company stamp is added, you can edit and delete it, and even view the history of all changes made to the stamp

To add a company stamp, click the Add company stamp button, name the stamp name, and give permission to groups and members to use the stamp. Then, click the Register button to scan the stamp, upload the image, or create the stamp.

• Stamp name: Enter the name of the stamp.

• Description: Enter the description of the stamp.

• Register: You scan the stamp, upload the image, or create the stamp by clicking the Register button.

• Permission to use stamp: You can grant permission to use the stamp to all or specific members/groups.

You can see the history of updates and deletions, and modifications made to a stamp. The following shows the stamp history shown when you click the History button.

Stamp history tab

In this tab, you can view the history of all the stamps used. You can view information including each of the stamps that were used, the members that used each stamp, the date each stamp was used, etc. You can also download the stamp history in CSV format.

Security settings

To secure your account in eformsign, you can set permissions to allow login from specific IP addresses only.

How to filter IP addresses by permission level

1. Go to the Manage company > Security settings menu.

2. Under IP access settings, select Allow access only to allowed IP addresses.

3. Enter the IP address or range you want to allow access from.

4. Select the permission level (company administrator/company manager/member) you want to allow logins from the IP address.

5. Click the Add button.

6. Review the list of allowed IP addresses and then click the Save button.

Document retention period

To increase the safety and efficiency of managing documents, you can set a retention period. The document retention period can be set company-wide or template specific, and documentss are automatically deleted from the document inbox once the retention period expires.

Note

For information on how to set the document retention period by template, go to Template settings.

How to set the document retention period

Caution

❗Only the company administrator can perform this action, and once changing the retention period, the change is applied to all the documents in the company.

However, this does not affect the documents created from templates with their own document retention period.

1. Go to the Manage company > Document retention period menu.

2. Click Settings in the Document retention period page.

3. Select months/years in the drop-down box and enter the period.

   ➡The retention period can be set from a minimum of 1 month to a maximum of 15 years.

4. Click the Save button to update the retention preiod, and the change will apply to the documents created hereafter.

Important

📣 Some notes about the document retention period

• Documents are automatically deleted permanently after a grace period of 14 days after the retention period.

• The document retention period is set to 15 years by default.

• If the document retention period is set both company-wide and in an individual template, the retention period set in the template takes precendence.

• If you change the document retention period, the change is applied started to the documents created hereafter.