The Co-Signing feature is a powerful addition to your online forms, designed to enhance the flexibility and security of the document signing process. This feature allows administrators to enable multiple signatories on specific signature questions within forms, ensuring that all necessary parties can authenticate and validate the contents of an application. The Co-Signing feature is particularly useful in scenarios where multiple stakeholders need to verify and agree to the information provided by an applicant.
How the Co-Signing Feature Works
Form Creation and Signature Questions:
- Form Creation: As an admin, you can create custom forms tailored to your organisation's needs. Each form can include a variety of questions, ranging from text fields to signature questions.
- Signature Questions: These are specialised fields within a form that require a user's signature. Signature questions are critical for applications that require formal approval or agreement from the user.
Enabling Co-Signing on Verified Signature Questions:
- Enable Co-Signing: Within the settings of a Verified Signature question, there is an option to enable Co-Signing. This is done via the "Allow Co-signing" check box, giving you control over which questions require multiple signatories.
- Specify Co-Signatories: Once Co-Signing is enabled, you can define the minimum and maximum number of Co-Signatories required for that particular signature question. The range can be set between 0 and 5, providing flexibility depending on the importance or sensitivity of the document.
Note: Setting the Min Co-Signatory amount to zero can can allow for applicants who do not have a co-signatory, to submit without a co signatory while at the same time allowing for applicants with co-signatories. For applications that use both single and joint applications, see article below regarding branch logic and co-signatory
User Application Process:
- Application Creation: When a user applies using one of the forms you've created, an "application" is generated. This application captures the user's responses to each question and ties them to a unique document.
- Signature Process: As part of completing the form, users are required to fill out any signature questions. For standard signature questions, the user simply types their name to indicate their agreement.
- Adding Co-Signatories: If Co-Signing is enabled for a signature question, the user will be prompted to add Co-Signatories. This is done through a dedicated section where the user can see the minimum and maximum number of Co-Signatories required.
- Add Co-Signatory Modal: The user can click on the "Add Co-signatory" button, which opens a modal. In this modal, they enter the first name, last name, and email address of each Co-Signatory.
- Reusing Co-Signatories: If the user has already added Co-Signatories to other signature questions within the same application, they will be presented with a list of those existing Co-Signatories. This allows them to easily add a Co-Signatory to multiple questions without re-entering their details.
- Validation: The signature question will be marked as valid once the minimum number of Co-Signatories has been added.
Notification and Access for Co-Signatories:
- Submission and Notification: Upon submission of the application, a notification email is sent to each unique Co-Signatory associated with the application. The email subject will be "Co-Signature Request: [Name of Applicant]". This email outlines the number of signatures required and provides a link for the Co-Signatory to request access to the application.
- Accessing the Application: When a Co-Signatory clicks the access link, the app generates a unique code valid for 5 minutes. This code is used to send a magic login link via email to the Co-Signatory. The subject of this email will be "Co-Signature Access Link".
- Magic Login Link: This one-time-use link allows the Co-Signatory to securely access the application. They can view all responses and add their signature to any questions where they were listed as a Co-Signatory.
Administrative Control and Responsibilities
- Managing Co-Signatories: Admins have the ability to view, add, edit, or remove Co- Signatories from any application. This is done through the "Manage Co-Signatories" section in the admin portal.
- Handling Data Deletion Requests: If a user requests the deletion of their data, an admin is notified via email. The admin can process this request by logging into the portal, navigating to the relevant document, and using the "Manage Co-Signatories" option to remove the user. Deleting a Co-Signatory from one question does not remove them from others; the admin must manually delete them from each relevant signature question.
- Monitoring and Compliance: Admins are responsible for ensuring that all actions related to Co-Signing are compliant with organisational policies and any relevant data protection regulations. Logs and records of signatory actions are maintained for auditing purposes.
Branch Logic with the Co-Signatory Feature
Using the above, it is possible to create branch logic questions that utilise authenticated signature questions for two types of applicants: those who do not need a co-signatory and those applying jointly.
- Initial Data Collection: The process starts by gathering the previously collected personal and financial details of Applicant 1.
- Joint Application Inquiry: A Yes/ No question determines if the application is joint. If the response is No, the process moves to the authenticated signature question without enabling co-signature.
- Co-Signatory Process: If the response is Yes, the system collects Applicant 2's personal and financial details. An authenticated signature question is then presented with co-signature enabled.
- Co-Signatory Notification: Applicant 2 is added as a co-signatory and receives a notification email with a Magic Link for access.
- Review and Co-Sign: Applicant 2 uses the Magic Link to access, review, and co-sign the application. After co-signing, they receive an email verification.
- Application Submission: Once co-signing is completed, or if it was a single application, the main applicant submits the application. Upon submission, a verification email is sent to the applicant.
- Completion Status: The application is marked as completed, signifying the end of the process. This structured method ensures efficient processing of both single and joint applications, with clear steps for co-signatories and verification.