For an overview of the Signatures module, click here
Signature Rules set up the automatic generation of envelopes for signature. It configures which documents should be included, the sender and recipients, and the conditions under which envelopes are created, and optionally, if that documents should be immediately sent to the recipient for signature (If not sent immediately, the document must be subsequently sent manually using a command in the Signatures page).
A single rule can generate multiple envelopes, depending on the options selected. Note that options available vary depending on the eSignature provider selected.
The Signature Rules page is accessed using from the Signatures module.
From the Signature Rules page rules can be added, updated and deleted.
You can also quickly search for an existing rule by typing text in the search box. The search is case insensitive.
You can quickly add, update or delete multiple rules. Note that changes are not saved until you click on the Save or Apply Changes button. Any pending (unsaved) changes are shown in the Change column of the table.
Add Signature Rule
To add a new Signature rule, click on the Add button in the upper left. The following form will appear:
Enter the desired options and click on the Add button.
The options in this pop-up are described below.
| Option | Description |
| Send Via | Selects the eSignature provider for any envelopes generated by this rule. |
| Enabled | Specifies if rule is enabled. Unchecking this option stops generation of envelopes without having to delete the rule. |
| Send document to recipient(s) immediately after triggering | If checked, the envelopes will immediately be sent to the recipients after being generated. Caution: Only use this option after you have fully tested the rule and are comfortable that it is working as intended and the triggers are correct. |
| Send to all recipients as one transaction/envelope | If checked, one envelope will be generated containing all recipients and documents when trigger conditions are met. If not checked, at one envelope will be created per recipient. |
| Sign Sequentially (in order recipients listed below) | Available only if generating one envelope for all recipients, if checked this option causes recipients to sign sequentially, one after another, in the order listed. Matter inventors sign in the order they appear in the matter. If not checked, all recipients will receive the envelope to sign at the same time. |
| Don't allow typed or stylized signatures | This option forces recipients to sign using a non-typed method. E.g. using a pen or mouse. |
| Rule Name | Enter a meaningful and distinctive name for this rule. When a document is generated for signature, the name of the rule is available in the list of documents on the main Signatures for reference. |
| Recipients |
One or more the recipients that will receive this envelope. Clicking the Add button shows a multi-select list to select one or more recipients. Possible options are shown below. If you select recipients that uses a field from a contact, matter or task then you must reference that record type in the triggers. The recipient is then determined from the record that triggered the rule.
You can change the order of recipients (useful if using the “Sign Sequentially” option) by clicking on the blue up/down arrows next to the recipient in the list when you hover over the name.
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| Documents | Select the signed documents that will be included for signature, or unsigned documents that will be attached for reference. You can also set specific conditions for option including a document. See below. You can add multiple documents, and the order they are show to the recipient can be changed by clicking on the up/down blue arrows next to the document name when you hover over the name. |
| Trigger |
A database query that specifies the conditions that cause envelope(s) to be generated.
If a record is created or updated such that it matches these conditions, the envelope(s) will be generated. You can specify conditions for matters, tasks or contacts. See below for examples of triggers.
Note that if a specific person already has a document generated for signature based on this rule for a given matter, task or contact, no duplicates will be generated if the rule is re-triggered. In this case, if the document has not been sent to the recipient, then the existing document will be updated with the latest information in the rule, if changed (e.g. document or email subject or body). |
| Send From |
Searchable drop-down list that specifies which person will be shown as sending the document for signature when received by the recipient. Possible options are shown below. If you select a sender that uses a field from a contact, matter or task then you must reference that record type in the triggers. The sender is then determined from the record that triggered the rule.
|
| Email Subject | The subject line of the email that is sent. You can include form fields if desired. |
| Email Body | The body of the email that is sent. You can include form fields if desired. |
Adding Documents
To add a document to the envelope, click on the Add button under the Document option. A pop-up will allow you to select the documents to be included and any conditions that must be true for the document to be included in the envelope.
Conditional Documents
If required, you can specify a condition that must be true before the document will be added to the envelope. This condition is a database query that can refer to any information in the recipient's contact record or information in the matter, contact or task that triggered the rule. You should prefix recipient, matter, task and contact fields with “Recipient.”, “Matter.”, “Task.” and “Contact.” respectively. E.g. to refer to the Matter country, use “Matter.Country” and not just “Country”. You can use conditions to allow, for example, inventors from different countries to sign different documents.
There are two types of documents that can be added. Signed and unsigned.
Signed Documents
Signed form documents come from three sources:
- Form letters that include one or more “{Signature.Recipient…}” form fields. These files are located in the FormLetters folder in the Files module.
- Select USPTO inventor declaration forms
- Any templates in your DocuSign account (if connected)
Find the signed documents you wish to include from the list (filtering if necessary using the Search Documents field) and check the boxes next to the names. Then click Ok.
Unsigned Documents
Unsigned documents can be attached from anywhere in the Files module and are specified by typing the name of the document. The document does not need to exist at the time the rule is created, but obviously cannot be attached to the envelope if it does not exist when the rule is triggered. In that case, the envelope will be created without the document.
You can enter a file name (including parent folders) that is relative to:
- The top folder in AppColl, indicating a location for the file that is not dependent on the matter that triggered the rule (red arrow)
- The folder for the client of the matter that triggered the rule (blue arrow)
- The folder for the matter that triggered the rule (green arrow)
Pick the required relative location using the drop down in the upper left of the pop-up and type in the name of the document (including any folders). As you type, AppColl will search for any files that could match the name you are typing and list them below the name.
Using the client or matter folder options for the relative location of the document allows you to attach a file that varies depending on the matter triggering the rule. For example, you could attached the “as filed” patent by storing it in the AsFiled folder for a matter and then using a consistent name for the document across all files (e.g. “PatentAsFiled.pdf”). When searching for the document, AppColl prepends the matter folder name (from the matter that triggered the rule) onto the filename and then performs the search.
Rule Triggers
When creating triggers for signature rules, only limited combinations of record types are permitted. Note that you can only use a matter, task or contact field for the sender (from) or recipient (to) if that record type is included in the trigger.
Matter fields only - the matter is the key record that generates the document.
Both task and matter fields - the task is the key record that generates the document. Matter field references are checked against the matter associated with the task.
Contact fields only - the contact is the key record that generates the document.
Matter.CountryCode = "US" and Matter.Type.Contains("Utility") and Matter.Status = “Pending”
Generates document when a US utility patent is filed.
Task.TaskType = “Matter Owner Transfer” and Matter.Client = “ABC Tech”
Generates a document when a “Matter Owner Transfer” task is created for the “ABC Tech” client.
Contact.Role = “Client”
Generates document whenever a contact with a “Client” role is created. Could be used for engagement letters.
Update Signature Rule
To update a signature rule, simply click on the line in the table and make the changes. Click Save to to update the record.
Copy a Signature Rule
Delete Signature Rule
To delete a signature rule, hover over the line and then click on the trash can on the left. When you Save or Apply Changes the record will be deleted.
Prior to committing the changes you can click on the undo icon to prevent the rule from being deleted.
Regenerating Signature Envelopes when Rules Are Changed
There may be situations when rules are changed and envelopes need to be regenerated for matters. This is done from the matters module. When you regenerate envelopes, any unsent envelopes will be deleted and then new envelopes will be generated based on the current rules. AppColl will not delete any sent envelopes but will not create duplicate envelopes if envelopes with the same envelope information exist (options, recipients and documents).
For multiple matters, select the matters in the matters module and then click on the Regenerate Signatures button.
For a single matter, you can regenerate envelopes for that matter from the Signatures tab in the matter details page.
