Sending a Contract for Signature in SpotDraft Native E-Sign

How to Send a Contract for Signature via SpotDraft Native E-Sign

SpotDraft's e-signature feature makes it easy to send contracts for digital signatures, streamlining your workflow and enhancing security. This guide will walk you through the process of sending a contract for signature within SpotDraft.

Step 1: Upload the Contract

1. Locating the +New Icon: From the navigation menu, Click on the +New icon
   
   
   
   
2. Send for Signature: Click the "Send for Signature" button.
   
   
   
   
3. Upload the Contract: Click the "Select Files" button and select the contract document from your computer. SpotDraft supports .doc, .docx, and .pdf file formats.
   
   
   
   

Step 2: Add Additional Data

1. Contract Type: Select the appropriate contract type from the dropdown list. This helps categorize your contracts and ensures consistency within your SpotDraft repository.
2. Counterparty: Choose the counterparty from the provided list. You can also add a new counterparty by typing their name and email address in the provided field.
3. Organization Entity: Choose the relevant organization entity from the dropdown list. This helps identify the specific organization associated with the contract. 
4. Stamps(optional: only for Indian entities): Upload the stamp you want to be affixed at the top of the contract after it is uploaded.
5. Approvals(optional): You can collect pre-signature approvals before sending the contract out for signatures.

Click on the “Upload” button at the bottom of the window to upload the contract.

Note:- For contracts uploaded through the "Upload Third-Party Contract" flow, or for Template contracts that are switched to editable mode, you can click the "Send for Signing" button to enter the "Prepare for Sign" flow and get the contract ready for signing.

Step 3: Prepare for Signing

1. eSignature Service: Ensure that eSignature Service is set to SpotDraft Sign.
   
   

2. Manage Recipients: You can add signatories (recipients) to the contract using the "Add Recipient" button.
   Note: Each recipient should be associated with a specific party (e.g., "Acme Corporation").
   
   
   
   
3. Add Recipient: Click the "Add Recipient" button. In the pop-up window, select the appropriate party and recipient type (e.g., Signatory). Enter the recipient's email address and name, and add a note if necessary. 
   1. Save and Add Another:  This option allows you to add the current recipient to the list and keep the side sheet open so you can add more recipients.
   2. Save and Close: This option saves the current recipient to the list and closes the side sheet.
      
      
4. Delete Recipient :To delete the recipient, hover over the recipient, click the delete button, and then confirm the action.
   
   

Step 4: Assign Fields 

1. Drag Drop Field Fields: On the "Assign Fields" screen, drag and drop the desired fields (e.g., signature, initials, date, name, job title, checkbox, etc.) onto the contract page. You can also use the "Clear Fields" button to reset the assigned fields.
   
   
   
   
   
   Note:- To proceed with preparing the contract for signatures, make sure to assign fields to all the signatories of the counterparty. If this isn't done, you will be blocked from moving to the next step
   
   
   
   

Step 5: Review and Send

1. Review: Carefully review the assigned fields and recipient information to ensure accuracy.
   
   
2. Send For Signing: Once you're satisfied, click the "Review & Send" button to send the contract for signature.
   
   
   
   

Pro Tip:- You can set up a default eSignature Service for contracts on the Contract Type level. To go to a contract type click from side navigation menu Click on Manage → Contract Types → Signatories

Access to prepare the contract for signatures

You can control who has access to prepare a contract for signing by going to Contract Type → Choose the Entity. Then, in the Prepare for Signing settings, turn the toggle off for Business Users, Editors, or Admins, depending on your business use case. Note that at least one role must remain enabled to prepare the contract for signing.

Conclusion:

Once the contract is sent, its status will update as each recipient signs. The process is complete when all recipients have signed. 

Additional Tips:

Copy review/signing link

To share the review or signing link directly with reviewer/signatory:

1. 1. Go to the Recipients section.

   2. Locate the recipient for whom you want to generate the link.

   3. Click the three-dot menu next to their name.

   4. Select "Get Link" to copy the review/signing link.
      
      

Add to All Pages

This feature allows you to place the signature field on all pages of a contract. It is recommended for contracts where all pages are of the same size (e.g., all A4). However, if the contract contains pages of different sizes (e.g., A3, A4, A1), SpotDraft recommends manually reviewing the contract and field placements when using the 'Add to All Pages' option, as signature fields may fall outside the page boundaries and could end up hidden in the final contract.

FAQ:

How many fields can I add to a contract?
You can add up to 5,000 fields in total on a contract.