AppColl's Signatures module automates the process of getting signatures for documents that are part of the IP management processes.
Although specifically designed for collecting signatures for inventor assignments and declarations, it can also be used to manage any other documents that are commonly signed, such as client engagement letters. When setup, the process of sending documents out for signature, reminding the document recipients that their signature is required, and storing the signed document can be completely automated.
AppColl uses the following terms in the documentation for the Signatures module.
| Term | Description |
| Unsigned Document | An unsigned document that is included with the documents to be signed in an Envelope. Useful for providing background information for the recipient. These documents do not have to be in the FormLetters folder and can be loaded from a sub-folder of the matter associated with the envelope. |
| Signed Document | A single form letter that is signed by one or more Recipients. These documents can be form letters stored in the FormLetters folder in AppColl or certain standard USPTO forms. |
| Envelope | A single transaction for an eSignature provider that can contain multiple documents, attachments and recipients. A single record in the Signatures module is one Envelope, and it is normally associated with a single matter. If sending the document for manual signature using AppColl, only one document and recipient are permitted. |
| Provider | The eSignature provider that will actually perform the electronic signature process. AppColl currently support three providers, DocuSign, Adobe Acrobat Sign, and AppColl. If using AppColl, you will be restricted to one document and one signer per envelope and signing will be done manually via email, sign, scan and reply. For DocuSign or Adobe, AppColl uses your existing account for those providers. If you don't have an account, you will need to create one with the provider. You connect to a provider using the settings page and AppColl will use the connection until you explicitly disconnect. Multiple providers can be active at one time. |
| Recipient | A person that receives an envelope containing one or more documents that person has to sign. |
Envelopes containing documents are generated for signature based on a set of rules which contain the conditions for creating a document. For example, you could create a rule that sets the conditions for generating an inventor assignment document whenever a US patent is filed. When the conditions are met the document is created and added to the list in the Signatures Module. An option in the rule allows the document to be immediately sent to the recipient for signature when created. Otherwise, the sending of documents is done manually from the Signatures module.
The Signatures module integrates with eSignature providers DocuSign and Adobe Acrobat Sign, using your existing accounts, to perform the actual electronic signature process. If you do not have a DocuSign or Adobe Acrobat Sign account, or cannot use electronic signatures for some reason, the documents can be sent directly to the recipient for them to sign, scan and send back via email (AppColl is the “provider”). In this case, AppColl uses a special reply email address that identifies the document such that it can be stored in the correct place. If using DocuSign or Adobe, you must first setup the connection to your eSignature accounts by logging in from the Signatures tab in the Settings page.
When documents are sent to a recipient for signature, either via DocuSign, Adobe, or directly via email, it is linked or attached to an email. The subject and body of the email are specified in the Signature Rule for the envelope and can contain form fields to make the email content more useful and descriptive.
Signed documents that can be used in the Signatures module are created the same way, using form fields, as any form letter in AppColl. DOCX, RTF and TXT formats are all supported. The only difference is that special form fields, “{Signature.Recipient…}”, are inserted in the document to indicate where the person should sign and where the date of signing should be added. If using DocuSign, you can also configure AppColl to send an existing DocuSign template in your DocuSign account instead of using an AppColl form letter. In the case of US inventor declarations, AppColl can send the actual USPTO declaration form (AIA/01, AIA/03 or AIA/08) for signature.
During the signing process, documents can have the following statuses:
| Status | Description |
| Unsent | Document has been created but not sent to recipient for signature |
| Sent | Document has been sent to recipient, but not opened |
| Opened | Recipient has opened the document but has not signed it |
| Declined | Recipient declined to sign |
| Expired | Signature was not completed by the recipient in the required time |
| Canceled | After being sent, Signature process was cancelled or “voided” by sender |
| Completed | Signature completed, document returned and stored |
If using AppColl to send the documents for signature, only the Unsent, Sent and Completed statuses are applicable.
The Signatures module shows a list of all documents that have been generated for Signature, regardless of status. You can create reports in the Signatures module to show which signatures have not been collected. Signature documents that have been created for a particular matter can be managed directly from a tab the matter details page.
For more specific information on using the Signatures module, see the following:
- Connecting to DocuSign or Adobe Acrobat Sign
- Creating Form Letters for Signature
- Signatures Rules
- Using the Signatures Module
- Checking the Status of a Document Sent for Signature