What a participant sees when they are sent a signing

When you create a signing in the SmartMLS Sign platform, it is beneficial to understand the entire process, including what your signing participants will see when they receive the signing email. This article is designed to demonstrate what your signing's participants will encounter when you have emailed them a document that requires their attention.

Click here for a refresher on creating a signing.

When your contact receives a signing email from you, this is how it appears in their Inbox:

It is important to remember that these signing emails are only intended for the recipient to open and interact with. The emails contain documents that may have sensitive/private information that should not be viewed by anyone not involved in the signing. These emails should not be forwarded or shared with anyone.

Once the recipient opens the email, they'll need to click the Open Document(s) link to start the signing session:

After clicking Open Document(s), the participant will see the following:

They will be sent a text message to the cell phone number that is associated with their contact record. This additional layer of authentication is in place to provide a higher level of security, given the private nature of the information included in many of the documents that will be sent through the SmartMLS Sign platform. 

Once they receive the text and enter the 6-digit authentication code, they will see the following:

They must click the green Continue button, after which they will be brought directly to the document(s) that require their participation.

Note: This acknowledgement has nothing to do with the actual documents within the signing. It is a Terms of Usage/User Agreement for the signer to review before using the SmartMLS Sign platform.

After clicking Continue, the document will appear in its entirety and the participant will have a few options:

1. Download a PDF copy of the document.
2. Decline to participate in the signing. Doing so will open a new window that allows the participant to provide a reason for declining. The initiator will be alerted (via email and on the SmartMLS Sign Dashboard) that one of the participants has declined. The signer will also receive a follow-up email that allows them to reaccess the signing (in case they declined by accident).
3. Clicking the Start Signing button brings the signer down to the first field that requires their participation.
4. Clicking the Sign Off button starts the signing process in earnest. 

The Sign Document window provides the participant several options for their signature:

1. Draw Signature allows the signer to use their mouse or touchpad to write their signature freehand:
   
   
   
   
   
2. Select Font provides several different fonts/styles to choose from:
   
   
   
   
   
3. Upload Signature allows the signer to upload their own signature file (if they have one already).

Once they've chosen their desired signature, all they have to do is click Confirm. Their chosen signature will be applied to the document in the appropriate spot.

If there are multiple fields that require the participant's interaction, they can use the navigation buttons in the upper right to move between them:

All the fields that belong to the participant are automatically assigned to them based on the role that you chose for them (seller 1, buyer 2, etc.) when you set up the signing. The SmartMLS Sign platform will only allow them to interact with the signing in the fields that correspond to their designated role. This feature prevents any confusion by directing each participant to only those fields they are assigned.

There is also a column on the left side of the document that provides the signing's details:

This helpful tool lists all of the fields assigned to each participant. Additionally, each participant is assigned their own unique color, which makes it very easy to see which fields are assigned to each participant. This is yet another feature designed to make the signing process as simple as possible.

Once the participant has fulfilled all of their duties on the signing, they click Complete in the upper right corner:

They will see the following confirmation:

If they'd like, they can download a PDF version of the document, including their signatures/initials.

Note: even if another participant has signed/initialed the document before them, the signer will only be able to see their own signatures/initials if they download the document they just signed. Participants will not see each other's signatures until the entire signing process is completed and the final document is emailed to all participants.

As the signing initiator, you will receive an email informing you that a participant has completed their part of the signing.