There may be times where you've set up a document for a signing and realize that you're not using the correct version of the document. For instance, there may be an updated or amended version that replaces the document you're currently using. This can happen before you've sent the signing (while it is still in the draft status) or even after it has been sent out.
Never fear! The SmartMLS Sign platform has taken this scenario into consideration and includes a feature that allows you to replace the old version of the document without derailing your signing or forcing you to start all over with a brand new signing.
When you're in the signing editor:
- Locate the Documents section (on the right side of the screen).
- Click the configure icon
to the right of the document that needs to be replaced.
- Click Replace Document.
The subsequent window allows you to either drag and drop the correct document directly into the window or use the Browse link to search your computer for it:
By default, the Clear Document Fields toggle switch is off. If you keep it off, the platform will apply the signing blocks from the original document to the new one you are uploading. If the layouts of the documents are the same, the signing blocks should line up pretty nicely with the fields on the new document.
Every signing block that copies over to the new document is completely editable. You can drag them around and place them exactly as you'd like, add/remove blocks and edit the information within any of them. This feature makes it easy to retain the completed fields that are still accurate and edit/replace those that are inaccurate.
If you would prefer to replace the existing document with a completely blank one, move the Clear Document Fields toggle to the on position (slide it to the right) before you upload the replacement document. That essentially uploads a blank copy of the document to the signing editor, at which point you must manually set up the document from scratch by adding the signing blocks for all participants. Thankfully, all of the participants remain in the Signing Flow section, and all stages and signing orders also remain, so it is not the same as completely starting the signing all over again.
Once you finish setting up the new document, you can send/resend it to the participants.
Note: if you try to replace the existing document with a document that has a different number of pages, you will get the following error:
This could alert you to the possibility that you are not uploading the correct replacement document.
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Another useful feature from the menu is Rename Document:
The names of many of the templates or documents used within SmartMLS Sign might be too vague or cryptic to be useful. This feature allows you to change the name of the document/template being used in the signing to something that is more meaningful or easily recognized:
Just enter a new name for the document and click Save:
You will now see the new name for the document on the right side of the signing editor:
The new name you've assigned to the document will also be the name of the attachment in the final signed version of the document in the completion email.
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