Email Notifications During E-Sign

OVERVIEW

The E-sign feature in Orcanos enables Email Notifications to be sent during the Routing Process to the users in the hierarchy about the status of the document. The Email comprises the following sections –

  • Subject: Subject describes the process and its details like what process is going on like Start or Cancel Routing process and Approved or Reject the E-Sign process for the item and its related information.
  • Body: displays the information about the item like Key, Name, File Name and Action.

COMPLETE E-SIGN PROCESS

The E-Sign Complete email from Orcanos indicates that the routing process is completed. The routing process is considered to be complete even though the routing process may be rejected.

For example, let us consider a routing process that requires two levels of approval. The person in the first level approves the process, but the person in the second level rejects the process. This process is still considered as completed.

Two emails are received from Orcanos–

  • The 1st email indicates that the Orcanos DMS item has been rejected and
  • The 2nd email indicates that the routing process has been completed.

The emails are sent only to people who participated in the process.

STRUCTURE OF EMAILS

FOR E-SIGN WAITING:

The waiting email from Orcanos requires the intended person to perform an action. This email is sent out based on the routing process to the next stakeholder, who needs to perform the next E-Sign action.

When the user clicks on Start Routing Button then, E-sign waiting mail goes to the first signer as well as alternate signer if any. The email has the following details:

  • Subject: E-Sign Waiting: Routing process <Routing Process Name> initiated by <Initiator Name> for <Item ID and name>
  • Body: The body of the email has the following fields:
    • Key: Displays the Item ID hyperlink to go to item’s detail page
    • Name: Displays the Item Name
    • File Name: Displays the Revision File Name
    • Action: Displays the Sign Hyperlink to go to the signing page of the item directly from the email and sign the file electronically.
  • After Signing the item by the first signer, E-sign waiting email goes to the 2nd signer with the following details:
    • Subject: E-Sign waiting: The following <Item Name> is waiting for your signature.
    • Body: The body has the same fields like first signer like Key, Name, File Name and Sign hyperlink.

FOR E-SIGN CANCELLED:

The Cancel email from Orcanos requires the intended person to perform an action. This email is sent out based on the routing process to the next stakeholder, who needs to perform the next E-Sign action.

When the user clicks on Cancel Routing Button then, E-sign Cancelled mail goes to all signers as well as alternate signers if any. The email has the following details:

  • Subject: E-Sign cancelled: Routing process <Routing Process Name> for Item <Item ID and Name> was cancelled
  • Body: The body of the email has the following details:
    • E-Sign started: <Routing Process Started Date and Time>
    • E-Sign start by: <Name of the Signer who Started the Routing process>
    • E-Sign cancel: <Routing Process Cancelled Date and Time>
    • E-Sign cancelled by: <Name of the Signer who cancelled the Routing process>
    • Item: <Item Name with Hyperlink to go to the detail page directly from email>

FOR E-SIGN APPROVED:

The Approved email from Orcanos requires the intended person to perform an action. This email is sent out based on the routing process to all signers. On the Approval of the Item, Signers receive 2 emails. 1st for E-sign Approved and 2nd for Routing process approved.

When the user clicks on Sign Button and approves the item after fills all details of the signing page then, 2 E-sign Approved mail goes to all signers as well as alternate signers if any.

1st Email for E-sign Approved:

This email has the following details:

  • Subject: E-Sign Approved: Item <Item ID and Name> was E-Signed & approved.
  • Body: The body of the email has the following details:
    • Key: Displays the Item ID hyperlink to go to the item’s detail page and Download Link to download the file.
    • Name: Displays the Item Name
    • File Name: Displays the Revision File Name
    • You can check cover letter at Cover Letter (link to go to see cover letter page directly from email.)
2nd Email for E-sign Approved for Routing Process:

This email has the following details:

  • Subject: Routing process <Process Name> that started on <Started Date and Time> was approved.
  • Body: You can check Process preview at Process Preview (link to go to the process preview page directly from email)

Note:

  • Viewing the process requires authentication.
  • The process review allows the user to see what happened in the process of completion.

FOR E-SIGN REJECTED

The E-Sign Rejected email from Orcanos is sent when any one of the participant in the routing process rejects the process. The email has the following details:

Subject: E-Sign Rejected: Item <Item ID and Name> was E-Signed & rejected.

Body: The body of the email has the following details:

    • Key: Displays the Item ID hyperlink to go to the item’s detail page.
    • Name: Displays the Item Name
    • File Name: Displays the Revision File Name
    • Reject Reason: Displays the reject reason for the item.
    • You can check Process log at Process Preview (link to go to the process preview page)

Note: The rejection email is sent out to all participants in the routing process. You can click the cover letter to see the complete details about the process

FOR E-SIGN OBSOLETE

Orcanos provides the feature to Obsolete the items if required.

  • To Obsolete the item, Selects the Obsolete item option from More action on item Detail Page.
  • Start the routing process and approved the item.
  • Item’s routing state will be marked as obsolete and mail goes to signers.
  • Email has the following details:
    • Subject: E-Sign Obsolete: Routing process <Routing process Name> that started on <Started Date and Time> was obsolete.
    • Body: You can check Process preview at Process Preview (link to go to the process preview page directly from email.)

Note: Obsolete item option is available only for DMS item.

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