This user manual provides step-by-step guidance on using the digital signature functionality within the Baseline platform. Digital signatures are accessible within various modules in Baseline, including Borrower, Investor, Loan, Fund, and Offering documents. Follow the instructions below to send documents for signature, manage signers, and track the signing process.
1. Accessing Digital Signatures
Locate the Document:
Navigate to the relevant module (e.g., Borrower, Investor, Fund, Offering, or Loan) and select the document you wish to send for signature. If a document isn’t already uploaded, you can upload it or use the Document Generator to create a new one.
Open the Document Viewer:
Click on the document to open it in the Document Viewer. Here, you’ll see options including Send for Signature, Request Document, Print, Share, and Comment. To begin the signing process, select Send for Signature on the upper-left side.
2. Adding Signers
Select Contacts:
After clicking Send for Signature, a pop-up will appear where you can add signers.
The system will automatically show contacts associated with the loan who have an email address. If the contact isn’t visible, you can search for other contacts within the Baseline system (e.g., borrowers, investors, vendors).
Note: Only contacts with a valid email address can be selected as signers.
Add Multiple Signers:
You can add multiple signers by clicking Add Another Signer. Use the six-dot handle next to each signer’s name to reorder them as needed, setting a signing order. The first signer in the list will receive the document first, followed by the next, in the specified order.
To remove a signer, hover over their name and click the Delete button.
3. Configuring Signature Fields
Assign Fields to Signers:
After selecting your signers, click Continue. You’ll enter the field configuration screen, where you can add signature and information fields to the document.
Each field can be assigned to a specific signer by selecting their name from the signer dropdown on the right.
Field Types:
Available field types include:
Signature
Initials
Date
Text
Number
Checkbox
Select Option (dropdown)
Drag and position these fields in the document where you need the signers to provide their information.
Field Customization:
For each field, you can:
Rename: Give the field a descriptive name, like “Borrower Signature” or “Type of Entity.”
Set Required: Mark fields as required or optional.
Format and Display Options: Define formats (e.g., number formatting), add a description, or adjust alignment.
Conditional Logic: Use conditional logic to display fields based on other field selections. For example, display an additional field if the "Type of Entity" is set to "Corp."
4. Finalizing and Sending the Document
Review and Arrange Fields:
Arrange all fields as needed. Resize, reposition, and ensure the layout is intuitive and easy for signers to follow.
Edit Signers or Cancel:
If necessary, you can go back to Add or Edit Signers to adjust who will be signing the document. If you no longer wish to send the document, use the Cancel option.
Send to Signers:
Once all fields are configured, click Send to Signers. This will send the document to the first signer in the sequence.
Signers will receive an email with a link to access and sign the document. If they have a Baseline account, they’ll be prompted to log in for security. External signers, such as vendors, will receive a link to a dedicated signing portal.
5. Customizing Notifications
Email Message:
Before sending the document, you can customize the email message that signers will receive. The message can include merge fields like the document name and recipient’s name.
Notification Templates:
For more extensive customization, go to General Settings > Notifications. Here, you can edit the default email templates, including the "Time to Sign" message. You can add formatting and links to make the notification more informative and user-friendly.
Automated Reminders (coming soon):
This option is available right before sending the document to signers, typically on the final review screen.
6. Signer Experience
Signer Access:
Signers will receive an email notification with a link to view the document. If the signer has a Baseline account, they’ll be required to log in before signing; otherwise, they’ll be directed to a secure, standalone signing portal.
Guided Signing:
When signing, each field is highlighted in sequence, guiding the signer through each required field. The “Next” button takes them from field to field, making the signing process straightforward.
Once all fields are completed, signers will be prompted to click Sign and Complete, which includes accepting the electronic signature disclosure.
Completion Confirmation:
Upon completion, the document moves to the next signer (if applicable) or updates to Completed status if all signatures are obtained. Each signer receives a confirmation email when they complete their part, and a final signed document copy is sent once all signatures are gathered.
7. Tracking Document Status
Real-Time Updates:
The document updates in real-time as signers complete their portions. The lender or document owner can view this status on the document details page.
Version History:
Each version of the document (i.e., after each signature) is saved in the document’s version history, ensuring an audit trail for the signature process.
Pending Signatures Visibility:
Lenders and document owners can view which signers have yet to complete their part and any signers who have declined. This helps track who is still pending without needing to resend or follow up separately.
8. Finalizing the Document
Completion Notification:
Once all signers have completed their actions, the document’s status changes to Completed. All parties receive a notification, and the document is locked to prevent further changes.
Document Archive:
Completed documents can be archived or retrieved at any time from the Documents section in the relevant module.
9. Additional Information
Electronic Signature Disclosure:
Each signer must accept an electronic signature disclosure, ensuring legal compliance and agreement to the digital signing process.
Audit Trail:
Every action taken on the document (e.g., sending, viewing, signing) is recorded in the document’s activity log, providing a full audit trail.
This guide provides a comprehensive overview of Baseline’s digital signature functionality. By following these steps, users can send documents for signatures, manage signers, and track the signing process effectively within the Baseline platform.