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E-Sign

Moxo’s native e-sign action can be used to get digital signatures completed inside a Moxo workspace.  

Create an E-Sign Action

Users can create a new E-Sign action in a workspace or use an action template from the Templates section for commonly used e-sign documents.

To add a new E-Sign action in a Flow workspace:

  1. Click the ‘...’ icon in the Flow section of the workspace. 
  2. Select Add New Action from the drop down menu.
  3. Select E-Sign from the pop up box. 
  4. Determine where you would like to add the new E-Sign action, then click +Add here accordingly. 
  5. Click New E-Sign.
    • You can select an existing action template here instead, then click Continue
  6. Upload the file that needs to be signed from your computer, the Content Library, or an existing workspace. You can always replace the file once you create the action. 

 


  1. Enable the Require Preparation option under Additional Options, if required, to indicate whether the action requires preparation before proceeding. 

    Only one preparer can be assigned per action, and it must be an internal user. This feature is available for all action types, except Time Booking and third-party integration actions. 


     8. Update the title, add a description, or set a due date for the action. Click Next.

    • Set a due date for the e-sign. Users can exclude weekends when setting due dates. When enabled, weekends will be skipped when setting due dates, ensuring that deadlines fall only on weekdays.

     9. Enter the names of the signers who need to sign or assign the action to a Client Group, Team, or
     an existing role. Click Next.

You can assign actions to roles only while creating an instant flow workspace.

    • Toggle ‘Signing Order’ to ‘On’ if there are multiple signers that need to sign in a particular order.



        10. For each signer, drag & drop fields that they need to fill out on the document. You can drag &
           drop fields for Signature, Full Name, Initials, Date, Text, or Checkbox. From the left side panel,
           you can select the signer that you are adding the fields for once all fields have been added.

        11. Customize the font size when placing text fields in an e-sign. Adjust the text size
           after placing the text field. 

 



12. Customize the date format for e-sign to support various regional preferences. 

13. You can now drag and drop the stamp field to the desired location in the document and upload or attach a file from your computer, as needed.

  • The stamp feature can be used whenever a seal of approval is required in any agreement or document, based on business requirements.

E-Sign Text Box fields can be auto-filled with data from a Moxo form by using the Form Data in an E-Sign feature. 

 

To add a new E-Sign action in a 1:1 or group workspace:

  1. Click the ‘+’ icon on the bottom of the screen.
  2. Select E-sign from the pop up box. 
  3. Click New E-Sign.
    • You can select an existing action template here instead, then click Continue.
  4. Upload the file that needs to be signed from your computer, the Content Library, or an existing workspace. You can always replace the file once you create the action.


To add a new E-sign from New+:

  1. Click the ‘+New’ from top navigation bar.
  2. Select Action from the menu box. 
  3. Select the Workspace Type to add the Action to. 
    1. Existing Workspace
      1. Search for the Workspace by title.
      2. Click on the desired workspace
      3. Click Next.
    2. New Workspace
      1. Select the new Workspace type - either a Flow Workspace or Group Workspace.
      2. Title your Workspace.
      3. Click Next to create new workspace and add the action.
  4. Click New E-Sign.
    1. You can select an existing action template here instead, then click Continue.
  5. Upload the file that needs to be signed from your computer, the Content Library, or an existing workspace. You can always replace the file once you create the action.

 

Autofill PDF Feature

If you upload a PDF document when creating an E-Sign action, Moxo can automatically detect the fields and assign them to someone for you. This will save you time from manually dragging & assigning fields on a large PDF document. 

 

All fields must be initially assigned to a single user. You will then have the option to review and edit or re-assign any fields before sending. Users can set up custom system folders and automatically send files from completed e-signatures to a specific system folder of choice. 

To use the autofill feature:

  1. Upload a PDF document when creating an E-Sign.
  2. Select a person to automatically assign the detected fields to and click Confirm. 



Dynamic Data Reference

Once fillable fields have been auto-generated, you have the option to use Dynamic Data Reference. This means you can transfer responses filled out in a Form to the auto-generated fields in the PDF.

To use Form data in auto-generated fields:

  1. Click on an auto-generated field within the document.
  2. Then click Autofill on the top right of side of the panel on the right. 
  3. Next, select the corresponding question from a previous Form in the workspace. Adjust sizing of the response if required.
  4. Click Save Changes.

    Autofill Form.png


Assignee Experience

Users assigned an E-Sign will be able to electronically sign the document from any device.

When a user is assigned an E-Sign, they will find it in the Flow section of the workspace. Additionally, users will receive notifications whenever an action is assigned to them. 

To complete the E-Sign action:

  1. Click on the E-Sign and view the details.
  2. Click Review & Sign to see a preview of the file. 



  3. Click Sign to start signing. 
  4. Enter your full name, initials, and signature. You can draw your signature or select from one of the digital signature options. Click Accept.
  5. Fill out each field that was assigned to you, clicking Next to move from one field to the next. 
  6. Click Finish to complete.




Replacing an E-Sign File

Once you have created an e-sign action, you can always edit the action and replace the file. Any Internal User in the workspace will be able to edit the E-sign.

 To delete and replace the file in an e-sign:

  1. Click on the E-sign in the workspace, and view the details. 
  2. Click on the ‘...’ ellipsis icon on the top right to see more options.
  3. Click Edit, and the e-sign will open in a popout.
  4. Next to the file, you will see a ‘Trash’ icon and a ‘Replace’ icon. Click the ‘Replace’ icon to replace the file, or the ‘Trash’ icon to delete the existing file.
  • Replacing the file will keep all added fields in the same position as placed in the previous file.
  • Deleting the file will also delete all added fields.
  1. Select a new file to upload from your Desktop, Content Library files, or a file within a workspace in Moxo. Then click Next.
  2. Verify the users that need to sign. Add users to the signing list by searching for their name, email or phone number, and select the user from the drop down. Click the ‘x’ icon to the right of the user’s name to delete them from the signing list.
  3. Click Next.
  4. Leave the existing fields, add new fields, or delete fields. Then click Save Changes.

When replacing the e-sign document, all added fields in the previous file will be place in the same position in the new file. This replaces the document without needing to delete and add a new action.


Managing E-Signs

Once a document is signed, it will be locked and stored in the Signature Files folder in the Files section of the workspace.

You can view the Sign Activities on any signature document to see the history of any signing activity.

Additionally, you can download the signed document, along with a Certificate of Completion. The Certificate of Completion provides a full audit trail related to the signature, including timestamps and IP addresses.

 

To delete an e-sign:

  1. Simply click on the E-sign you are trying to delete.
  2. Then click the ellipses ‘...’ icon. Here you will see options to Reopen, Delete, or Save as Template the action.
  3. Click Remove.

To reopen an e-sign:

  1. Simply click on the completed E-sign you are trying to reopen.
  2. Then click the ellipses ‘...’ icon. Here you will see options to Reopen, Delete, or Save as Template the action.
  3. Click Reopen.
  4. Click Next.
  5. Review action details and adjust any text or fields.
  6. The click Save Changes to complete your changes and notify the assignee.