Electronic Signature

Email Notifications During E-Sign

OVERVIEW

The E-signature feature in Orcanos facilitates the automatic sending of Email Notifications throughout the Routing Process, updating users in the hierarchy on the current status of the document. The Email includes the following key sections: –

  • Subject: Subjects precisely describe ongoing processes such as initiating or canceling the Routing process, and the approval or rejection of the E-Sign process for the item, along with relevant details.
  • Body: The body of the email presents comprehensive details about the item, including its Key, Name, File Name, and the corresponding Action.

COMPLETE E-SIGN PROCESS

The E-Sign Complete email from Orcanos signifies the conclusion of the routing process, even in cases where the routing itself may have been rejected. This notification serves as confirmation that the routing process has reached its conclusion, providing clarity irrespective of the approval or rejection status.

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 initiates the routing process by clicking on the ‘Start Routing‘ button, Orcanos sends an E-sign Waiting email to the first signer, as well as any assigned alternate signer. This email includes 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 the ‘Sign’ button and approves the item after completing all details on the signing page, Orcanos sends out two E-sign Approved emails to all designated signers, as well as any assigned alternate signers, if applicable.

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 review and understand the sequence of events that occurred during the completion process.

FOR E-SIGN REJECTED

The E-Sign Rejected email from Orcanos is sent out when any one of the participant in the routing process rejects the ongoing 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, select the Obsolete item option from More action on the item details Page.
  • Start the routing process and approve 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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